MARCIVE Government Documents

Overview

Government documents bib records are loaded monthly by FLVC. In the course of loading records, they will identify records for which there are multiple matching records to update and end up rejecting the updates. They send a report each month to LyTSUpdates@fau.edu indicating successfully loaded records and rejected records. Technical Services will review the multiple duplicates and ensure that our holdings are updated as necessary.

The Identification of Multiple Duplicates

FLVC matches the records in the shared catalog with the “to load” list based on the following criteria. First, it checks for the ‘tmp’ number, which is the unique number Marcive assigns to their brief Shipping List Service (SLS) records (Mary Ann O’Daniel, “Known Issues with August 2012 test load, 10/22/2014 3:50 PM ET).

If no match is found on the ‘tmp’ number, a match is performed on the OCLC number.

If two records are found that match, the automated process puts the record into the exception list.

If a matching bib record is found in Aleph and the GPO record merges with it, holdings are added. The 852 tag is compared with the existing holdings on sublibrary, location, and call number. If a match is found, no holdings are added.

To prepare the the multiple duplicates document

• 1. copy the data into a spreadsheet

  2. parse out

     1. the bib identifier

     2. the tags

     3. the indicators

     4. the data

  3. create a unique identifier for each bib record and tag value

  4. create a unique list of bib identifiers by deduplicating in a new sheet called summary

  5. copy in the titles of the bib based on the 245 tag

  6. separate out the OCLC values in a new sheet

  7. separate out the tmp values in a new sheet

  8. use SQL to look up the bib numbers based on the unique list of OCLC values

• • 1. select * from SB.AL_OCLC where OCLC_NUM in(.....)

• 9. use ret-06 to return the bib values associated with the unique tmp values (tmp####)

• • 1. use a p-08 to return the tmp-bib values

• 10. use a vlookup to import the bib values for the OCLC numbers and tmp values on the summary tab

  11. check to make sure there are at least 2 Aleph bibs for each bib identifiers

• • 1. if not, manually search for the title - sometimes they get loaded with different identifiers, eg (MARCIVE)tmp#####

• 12. Hide all the sheets but “Summary” and send to cataloger

Monthly Multiple Duplicates Notification

After the monthly FLVC Marcive load, an email is sent to each university with the total records loaded and a list of exceptions. The exceptions are the full Marc records.

The data can be parsed, if helpful, so that the manual holdings records can added.

Data files should be saved in Compuer> TechStaff\Genload\Marcive as YY_MM_MulitpleDuplicates.xlsx

Manually Adding Holdings

The matching bib records should be found based on OCLC number. Then the holdings types indicated by the 852 data should be added. FGM holdings in OCLC should also be updated.

The duplicate record to be removed will be reported by Technical Services to Melissa Stinson at FLVC according to established reporting protocols.

Audit for FABDC PER and FABDC DOC Holdings

Overview

When MARCIVE records are loaded, they are loaded to collections as either FABDC DOC (circulating monograph)or FABDE ELEC (electronic), or FABDC MFILM (microfilm). They will never be loaded as FABDC PER (non-circulating periodical). However, we have some records that are FABDC PER. A record should never be both FABDC PER and FABDC DOC. So, if a record has been designated as a periodical, but receives a MARCIVE update, the FABDC DOC will still be added. This requires a manual update to suppress the FABDC DOC so that the record may continue to be reflected as a periodical. The designation of a record as a periodical allows for the prevention of the record's circulation. Accordingly, our government documents librarian (Bruce Barron) is fine with loading records as monographs by default and manually updating the records to periodicals when necessary.

These procedures advise on how to audit and update the MARCIVE periodicals that are incorrectly designated as FABDC DOC.

As an important note, if you see a record with a suppressed DOC holding and a PER holding, it is intentional and means that the record is a periodical but a DOC holding was added by the MARCIVE loader.

How This Happens in Detail

1. The raw MARCIVE records are received and matched at the Bib level

2. Through a procedure, FLVC has algorithms to determine whether the records should be FABDC DOC, FABDE ELEC, or FABDC MFILM (there is no procedure to determine FABDC PER)

3. If no HOL with FABDC DOC exists, a new one will be added (even in an FABDC PER exists).

   1. Additional matching criteria include the MARC 852 subfields b, c, h, or i do not match, a new holdings record will be created

4. This necessitates manual intervention to:

• 1. Review all new FABDC DOC records to determine whether they should be DOC (circulating) or PER (non-circulating)

  2. Determine whether the FABDC DOC was added to a BIB that already had an FABDC PER and should therefore be removed.

To Prevent FABDC DOC Holdings From Being Added

While unconfirmed at the time of writing, we suspect that all records that should be FABDC PER should also have a suppressed FABDC DOC record. This may prevent the MARCIVE loader from adding a new FABDC DOC holding record. This has been done for many cases of periodical MARCIVE records.

6 Special FABDC PER records (Aleph BIBs):

• 20384364

• 22974433

• 26710180

• 27912111

• 22338344

• 20315595

Procedural Change 7/13/2016

Marcive Policy Regarding Print Periodicals

After speaking to Bruce, we’d like to change our policy regarding the treatment of MARC records periodicals loaded by FALSC from MARCIVE.

Current Policy:

All periodicals circulate. As such, all MARCIVE records, except a select few, will have holdings designated as FABDC DOC. Accordingly, we’ll do periodic audits to find cases where records have holdings for both FABDC DOC and FABDC PER and remove the PER holdings.

What’s changed:

Bruce now says that periodicals should not circulate. They can be signed out by users but should not circulate in the traditional sense. Additionally, they should be indicated as periodicals, i.e., as different from other document types (monographs).

New Procedural Proposal:

The MARCIVE load will always load FABDC DOC holdings and does not load FABDC PER holdings. See these procedures for details on the MARCIVE loader. As such, we’ll need to develop a way to identify newly added DOC holdings for records with extant PER holdings and suppress the DOC holdings. This should hopefully prevent future loads but this has not been confirmed.

Additionally, we’ll need to audit for periodicals that have DOC holdings and set them back to PER. This will include the set that were updated in January 2015. Identifying records as periodicals will be dependent on the existing data within the records.

Finally, Government Documents will be responsible for identifying new periodicals loaded in MARCIVE as FABDC DOC during their processing. Should one be discovered, it will be sent to technical services for re-designation as a periodical and the FABDC DOC holdings will be suppressed.

Additional Considerations:

• The distinction for electronic records does not come into play here.

• The display of the sublibrary and collection FABDC PER could maybe be reconsidered to better reflect the government documents circulation policy.

• It might be worth revisiting FALSC’s MARCIVE loading policy for PER documents

• New print serials for government documents are thought to be very rare. Perhaps this issue won’t come up very often in the future.

Auditing for FABDC PER Records with FABDC DOC Records

Each month, after the MARCIVE load, a report should be run to check for cases of records with both the FABDC PER and FABDC DOC holdings. In this manner, the number of records violating the maxim that no record should have both holdings may be kept down. The report may be run in the data warehouse using the following query:

select a.BIB_DOC

, b.HOL_DOC_NUM as FABDC_PER_HOL

,b2.HOL_DOC_NUM as FABDC_DOC_HOL

from SB.AL_KEY_LINKS a

join SB.AL_HOL_LOCN b on a.HOL_DOC = b.HOL_DOC_NUM

left join SB.AL_STA s1 on b.HOL_DOC_NUM = s1.HOL_DOC_NUM

join SB.AL_HOL_LOCN b2 on a.BIB_DOC = b2.BIB_DOC_NUM and b2.COLL = 'DOC'

and b2.INST = a.INST

and b.SUB_LIB = b2.SUB_LIB

left join SB.AL_STA s2 on b2.HOL_DOC_NUM = s2.HOL_DOC_NUM

where 1=1

and a.INST = 'FA'

and a.HOL_DOC is not null

and b.COLL = 'PER'

and b.SUB_LIB = 'FABDC'

and s1.HOL_DOC_NUM is null -- avoids suppressed records

and s2.HOL_DOC_NUM is null -- avoids suppressed records