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Publishing Records from Alma to HathiTrust (Multi-Volume Monographs)

General Guidelines

1. This procedure utilizes holding records’ type of record (LDR/6) to identify multi-volume monograph titles.

2. Since HathiTrust requires book-format materials only, this procedure is designed for getting the bibliographic records whose bibliographic level (LDR/7) is coded as monograph (m).

3. Each institution has a different situation, so this procedure may not work for all. But if your previous ILS carried holding records like Voyager, you can utilize this procedure. Invited by Ex Libris Developer Network team, I’m sharing the procedure developed at the University of Texas at Dallas.

Step 1. Create a set for Physical Monograph Titles.

1. Search for Physical Titles, instead of All Titles. If you create a set with All Title search, you can’t perform the steps 2-4.

2. Add “Resource Type” criteria for Book Physical, Atlas Physical, Notated music Physical or Manuscripts Physical.

3. Make a set with the query result.

Step 2. Run a job to add an extra field in holding records when LDR/6 is coded as “v” as multi-volumes.

1. Write a rule to add the text Multipart, when LDR/6 is coded as “v”.  A sample normalization rule is here. Create this rule in the metadata editor.

      rule “holding record type Multipart”
                when
                                ((existsControl “LDR.{6,1}.v”) AND (not exists “969.a.Multipart”))
                then
                                addField “969.a.Multipart”
      end
      rule “holding record type Singlepart”
                when
                                ((existsControl “LDR.{6,1}.x”) AND (not exists “969.a.Singlepart”))
                then
                                addField “969.a.Singlepart”
      end

2. Add the normalization rule into a Process. Go to Resources Configuration > Cataloging > Metadata Configuration > MARC21 Bibliographic > Normalization Process > Add Process. When a task needs to be added, select “MarcDroolNormalizaton” task and select your normalization rule.

3. Run a job to apply the normalization rule into your holding records. Go to Admin > Run a job > Change Holding Information > Select your Set (Physical Monograph Titles) and find your normalization rule.

Step 3. Modify Search index to make the 969 field searchable in Alma query.

Go to Resources Configuration > Search Configuration > Search Indexes. Find your local holding 969 field and make it enabled for advanced search.

Step 4. Make a query for multi-volume monograph titles.

1. Search for physical titles

  • that have a local holding 969 field with Multipart
  • and have items.

2. Make a set as Multipart Monograph Titles.

Step 5. Create a Publishing Profile in Alma.

1. Check whether your FTP server is established by looking at General Configuration > Integration profiles.

2. Create a new Publishing Profile. Go to Resources > Publishing > Publishing Profiles. Add a general profile.

3. For publishing content, select your Multipart Monograph Title set.

4. Select “Item Level” publishing, so that item level information can be extracted.

5. Select the output format for MARC21.

       

Step 6. Filter out unwanted records by using an indication rule.

1. OCLC number is required for HathiTrust report. Use “Filter out” option to exclude the records without OCLC number in the above screen.

2. Filtering-out requires an indication rule. Create one in the metadata editor like this.

rule “Bibs without OCLC numbers”
when
(not exists “035.a.(OCoLC)*”)
then
set indication.”true”
end

Step 7. Select your publishing protocol.

For HathiTrust, check the box “Include all records each time file is published.”

 

Step 8. Utilize bibliographic normalization.

Create a bibliographic normalization rule to extract OCLC number, MMS ID and Government Document indicator from bibliographic records. A sample rule is below.

## HathiTrust Bib Edit

rule “remove field 900”
priority 9
when
(true)
then
removeField “900”
end

rule “remove field 965”
priority 8
when
(true)
then
removeField “965”
end

rule “remove field 966”
priority 7
when
(true)
then
removeField “966”
end

rule “Copy 035 with (OCoLC) to 900 field”
priority 6
when
(true)
then
copyField “035” to “900” if (exists “035.a.(OCoLC)*”)
end

rule “Remove 900 subfield z”
priority 5
when
(true)
then
removeSubField “900.z”
end

rule “Copy 001 field into 965 field”
priority 4
when
(true)
then
copyField “001” to “965.a”
end

rule “prefix 965 with utd.”
priority 3
when
(true)
then
prefix “965.a” with “utd.”
end

rule “Indicate Gov Docs into 966 field”
priority 2
when
(existsControl “008.{28,1}.f”)
then
addField “966.a.1”
end

rule “Indicate Non-Gov Docs into 966 field”
priority 1
when
(not existsControl “008.{28,1}.f”)
then
addField “966.a.0”
end

Step 9. Add Item Enrichment option.

Choose one repeatable field (for example, 970). Assign subfields (a, b, c…) for Process Type, Physical Condition and Description. Material Type and Permanent Location are optional only for institutional analysis and review purpose.

Step 10. Run your publishing profile, when it’s ready.

When you click your publishing profile, several options appear. Choose “run.” Then the publishing job will generate MARC files.

Step 11. Edit “Process Types” by using MarcEdit.

1. HathiTrust uses 3 categories for item status; CH is for current, LM for lost or missing, and WD for withdrawn. Alma’s Process Types should be translated into these three categories.

2. Process Types are indicated in 970 field and subfield a.
970 $a Loan $b brittle $c vol. 1
970 $a Lost $c pt. 2

3. Here are sample process types. Check the process types in your file and replace them properly. Our institution doesn’t keep withdrawn items.

    

4. Many records don’t have “subfield a” at all in 970 field.
970 $c vol. 2

That means those items are available, so their category should be CH (current).

Use the“Edit Subfield” function on MarcEdit. Check the box “Add subfield if not present.”

Step 12. Export tab-delimited data.

Our published records look like this.

On MarcEdit, use “Export Tab Delimited Records” and select the fields in the order that HathiTrust requests. This screenshot doesn’t display 966 field, but it’s included after 970$c.

Step 13. Edit and do final check with your text files.

1. Some OCLC numbers have space between OCLC prefix and numbers. Delete any space by using replace function.

2. When OCLC numbers are multiple, they should be divided by commas. Replace semicolons with commas.

Final Notes for Single-Volume Monographs and Serials.

1. The procedure for Single-Volume Monographs is similar to this one, except that their query is for Singlepart in 969 field and that “description” is not needed.

2. Serials publishing profile can be set up at the bibliographic level. Serials report doesn’t require item level information.

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