Analytics for Large Microform Sets-
Ordering and Loading into Aleph
The Authorities and Metadata Quality Unit coordinates the Microform Analytics orders and loads.
I. Ordering OCLC analytics (WorldCat Collection Sets)
TO BE DONE AT LEAST ONCE A YEAR
Determine which analytics we may want to order:
OCLC has a list of WorldCat Collection Sets they offer for purchase.
Early each calendar year, the list of analytics we own and the WorldCat Collection Set list should be consulted in conjunction to determine:
--for microform titles for which we've already purchased analytics from OCLC, are there now more analytics available that we need?
(This includes checking LUIS to see if we have added holdings for the microform (as with titles we receive on standing order such as Health, physical education and recreation microform publications))
--for other microform titles on OCLC's list, do we own any of the titles and, if so, does OCLC offer any analytics we need?
Check Primary Source Microfilm's list of available MARC records at the same time (see "Ordering analytics from other vendors" below).
(The reason for doing this early in the calendar year is that the library's fiscal year ends June 30 and it is helpful to order two or three months prior to that in order to take advantage of any extra year-end money.)
Cost estimate for analytics we may want to order:
We go through SOLINET to order microform analytics from OCLC. To see who the contact person at SOLINET for WorldCat Collection Set orders is, consult "Staff by Topic" under "People" on the SOLINET Web site.
Send an e-mail to the contact person at SOLINET with a list of the analytics we may want to order. If custom call nos. (see below) are available, we will usually want them. Specify that we do, since there is an additional charge for them.
Once we've received the cost estimate, create an Excel spreadsheet listing the new analytics available and the estimated price. Send this to the Associate Director for Collections, who will forward the list to appropriate library selectors and will determine the availability of funds. Also send a copy to the Associate Director for Technical Services.
Specifications for analytic records and ordering them:
Once it has been determined which analytics we want to order and which funds will pay for them, fill out an order form for each microform title involved. The order form is available in PDF format and can be mailed or faxed to SOLINET. A login is not needed.
The accuracy of the specifications for local call no., customized call no., fields to add, fields to delete and holding library (049) code are very important. They will determine how the records look in LUIS. See "Customization of analytic records" below.
Get order forms signed by the head of Contributed Cataloging. Make photocopies of the order forms once they are filled out. Give the original forms to the Archivist in the Monographs Unit of the Acquisitions and Serials Section, along with information on which fund(s) will be used to pay for the analytics.
"Customization" of analytic records:
1) Addition of fields:
Fields to always add:
e.g., FLGY (for main,mfm)
599 (OCLC records) or 035 (other vendor records)
e.g., 599 mm2001 035 (FU)Evansfiche
Can be helpful to add a 246 or 740 field if the set title in the 830 on the analytic records doesn't match the 245 on the record for the set.
e.g., 245 on set record: Early American imprints, 1639-1800
830 on analytic records: Early American imprints. First series
Add to analytic records: 740 0 Early American imprints, 1639-1800.
2) Correction or deletion of fields: (if needed)
For example, make sure values are correct in 007
3) "Custom call no." (available for most sets)
This consists of our local call no. followed by the reel or fiche no.
On the WorldCat Collection Sets web site, OCLC includes nos. of sample records and examples of call no. customization. The other vendors will usually send a file of sample records with the customization we request.
Normally, we will want customized call nos. added to each record when available. For microform titles for which we already have analytics in LUIS, check to see how the call nos. are formatted on the analytics in LUIS.
IMPORTANT: OCLC suggests requesting the local call no. be put in an 099 field. If we know this will not be a problem for Aleph, do so. Otherwise, request to have LC call nos. put in 090 fields and Dewey call nos. in 092 fields.
IMPORTANT: The reel/fiche no. is usually taken from the 830 |v subfield or from the 533 field. There can be problems if you have multiple 830 or 533 fields. For example, the first 830 field can be for a different series title than the set title and you'll get the wrong no. at the end of the call no. In the case of OCLC records, look at several sample records to see if there are multiple 830 or 533 fields. For other vendors, look carefully at the sample file of customized records they send.
II. Ordering analytics from other vendors
Sometimes we're able to buy analytics from other vendors (e.g., Primary Source Microfilm, American Antiquarian Society). Usually we hear about the available analytics from Collection Management or from the vendor.
Primary Source Microfilm's list of available MARC records should be checked at least once a year.
Normally, Collection Management or the vendor will have a set price for the analytics. However, there may be an additional charge for customization of the records. Ask for a sample file of records. Determine what customization of the records we need. Contact the vendor to find out if the desired customization can be done and what the charge will be. Verify that funds are available to pay for the customization. Ask the vendor to send sample records that have been customized. Examine them carefully and, if possible, load them in the test region of LUIS.
Forward any license agreement to the Associate Director for Collections for signature. Note whether the license agreement allows the records to be exported from our local catalog to RLIN or OCLC. If export is not allowed, the records must be loaded into LUIS with a "do not export" byte (see below under "Loading analytics into LUIS").
If needed, contact the Archivist in the Monographs Unit of the Acquisitions and Licensing Department about placing orders for the analytics and for the customization.
**III. Loading analytics into LUIS** TO BE REVISED
OCLC will notify the contact person listed on the order forms when the analytics are available for download. We have an EDX account with OCLC and can download the records from OCLC's Product Services Web. The analytics can be downloaded to the contact person's desktop and then put on one of the library's servers.
Make arrangements with other vendors about having records delivered to us (preferably via FTP).
Other vendors may not permit their records to be exported from our catalog to OCLC or RLIN. Such records will need to be loaded by FCLA with a "Do not export" byte.
If you have OCLC records or if another vendor will allow you to export the records, you can use WinONI to load the records in LUIS. If any of the files have more than 500 records in them, you can use the MarcSplitter.exe program written by Winston Harris in Systems to split the files into smaller ones. Pull out the first 3 or 4 records in each file and create test files, even for the files that originally had under 500 records.
Use WinONI to load the records from the test files in the test region of LUIS. If the test records look OK, use WinONI to load all the records in the production region of LUIS. Verify that all the records have loaded. Do some spotchecking of the loaded records to make sure that the bibliographic, call no. and location information looks the way we want it to.
Search by call no. and browse through call no. index to make sure call nos. are indexing correctly. Usually there will be some incorrect reel or fiche nos. at the end of some call nos. because of mistakes in the 533 or 830 fields.
For records that do not have a customized call no., ask for student assistant help to add the reel or fiche nos. to the call no. on each holdings record. Some records that have a customized call no. will need revisions (e.g., pt. and series nos. must be added to the call nos. for the Papers of the NAACP records)
Keep statistics of no. of titles and records ordered, no. of records loaded into Aleph and dates of loading into Aleph. Also keep a record of the Aleph no. ranges of the records you load.
Fiscal year statistics on no. of titles and records ordered, and no. of records loaded into Aleph are reported by the Authorities and Metadata Quality Unit at the end of the fiscal year.
After adding microform analytics to the system, update the microform analytics spreadsheet with the year, unit, part or section numbers that have been added.
Indexed: Analytics for Large Microform Sets
Major Microforms records-- Ordering and Loading into LUIS
Microform Analytics--Ordering and Loading into LUIS
WorldCat Collection Set records--Ordering and Loading into LUIS
Prepared by: Gerald Langford