MARC Cataloging: Processing e-loader reports

The e-loader report lists the problem records in the body of the email message with the subject ebookload.pl job log originated from the address  aleph@grammy.MIT.EDU.mit.edu (please note that aleph@walter.MIT.EDU designates the test server and the messages sent from this address do not require cataloger’s action). The reported records are identified by their OCLC numbers. Compiling all the OCLC identifiers from the ebookload report into a separate text document or spreadsheet is strongly suggested, particularly in cases of oversize sets of e-books, for an easier management of the processing. The reported records are either loaded conditionally or rejected. The conditionally loaded records need review. Through rejection a record is in actuality prevented from being directly loaded into Barton, according to a set of match/no-match criteria, and it also needs review. Dealing with the reported records requires individual record work and, frequently, cataloger’s judgment call. In the following, the ex-post loading processing of the reported records goes along the lines of the criteria mapped in the e-loader script.      

The report itemizes the OCLC numbers of the incoming records, along with the Aleph match result count for a specific title—all the existing PDA, Books 24x7, brief (Aleph tag FMT=BR), suppressed or logicdel (presence of Aleph tag STA) records are skipped. The incoming record is loaded, but the OCLC# is reported for further review.

Processing

•  Copy the OCLC# from the ebookload report and search it in Connexion.  

• Copy the title from 245 field of the Connexion record and paste it in Aleph/Title browse mode to view the locally existing records.

• Compare the incoming record from Connexion with the record(s) listed in Aleph by key fields to determine exact match/no match

o   If match, then piggyback the [electronic resource] format of the incoming record to the already existing record in Aleph (follow the Piggybacking procedure). Delete the separate incoming record the ebookload created in Aleph.

   IMPORTANT:  If exact match with a PDA e-book title, delete the PDA record and leave only the incoming record.

o   If no match (ex. same work but different edition), no further action is required.

If either $n and/or $p is found, the record is rejected and OCLC# reported.

Processing

• Follow the first two steps as described at number 1.

• The existence of $n and/or $p in a record means this is a title organized in multi-parts/volumes for which it may very well exist a consolidated record (either monograph or serial)—that is a better option for our single-record approach. If no consolidated record for electronic version is found in OCLC, an original one can be create. Follow the Guidelines for the creation of a new consolidated e-record for multi-part/volume titles.

The e-loader script is set to report any OCLC# for no match between pairs of incoming 533$c/existing 260$b or incoming 260$b/existing 260$b. The record is rejected, and the OCLC# is reported for review.

Processing

• Follow the first two steps as described at number 1.

• Next, compare the publisher(s) of the incoming record (view record in Connexion) with the publisher(s) of the matching records in Aleph. Although it is expected to be a no-match, sometimes more publishers are listed for a particular work. If at least one of the publishers is the same, it is likely the incoming record is the electronic version of the existing one.  In order to make sure it is a match, check for additional possible coinciding data between the same fields of the records, such as 1XX (main entries), 300 $a (number of pages), or 7XX (added entries).

• If match, then follow the Piggybacking procedure (see below).

• If no match, the record will be cataloged in Connexion and brought as new in Aleph.

• If MIT holds the print version of a consolidated record, use that specific record to derive an electronic version in Connexion. Once the new record was created in OCLC, follow the piggybacking procedure in Aleph (see below).

• As a general rule, in the consolidated record include only the electronic parts/volumes to which MIT has authorized access.

• If other individual records for separate parts/volumes were previously loaded in Aleph, they will be deleted.

• If MIT does not hold the consolidated record for print, it is up to the cataloger to decide whether is worth the effort of recalling the separate volumes from the stacks in order to re-catalog them, or continue to catalog new parts/volumes separately, and piggyback the corresponding $n$p electronic formats to these.

Piggybacking is a local procedure performed in Aleph Cataloging module through which the incoming electronic format is added to the already existing format of a work. The main type of piggybacking is electronic to print. However, as the diversification of the electronic resources grows, other types of piggybacking may occur: electronic to electronic (different e-content providers), electronic to video recordings, electronic to sound recordings, electronic to microforms etc. [Note: Make sure the print version record in Aleph has no SUPPRESSED status--do not piggyback to these records.]          

Match of incoming monograph with existing monograph title

• Electronic to print

o   add 035 $l[OCLC# of the electronic format] to the print format record

o   add 776 $w[OCLC# of the electronic format] to the print format record (if applicable)

o   add 856 $u [URL of the e-resource] $z [e-resource provider’s name] 

o   add 956 $u [getURL] if applicable

o   add 946 $m [e-book collection designator] (if applicable)

o   add 910 local

o   add NET holding in MIT60

o   check online access via SFX (Ctrl+O)

• Electronic to electronic

o   add a new field 856 $u [URL] $z [new e-resource provider’s name] to the already existing electronic format

o   add 956 $u [getURL] (if applicable)

o   add 946 $m [e-book collection designator] (if applicable)

o   add 910 local

o   add NET holding in MIT60

o   check online access via SFX (Ctrl+O)

Match of incoming monograph with existing serial title [under construction with Jen]

• Electronic to print

This is when an incoming electronic monograph is an individual volume of an existing print serial.

• Electronic to electronic

This is when an incoming electronic monograph is an individual volume of an existing electronic serial.

Check for the online access to that specific volume of the electronic serial:

o   If access permitted, then no other action is required. Delete “Held by MYG” in OCLC (Shift+F8) for the individual volume holding if this was set via e-loader.

o   If no access permitted, establish online access to that specific volume via the existing serial record in Aleph/Barton. Then delete “Held by MYG” in OCLC (Shift+F8) for the individual volume holding if this was set via e-loader.