Added Benefits of Comprehensive Notification (CNS)

Written by Joan on July 31, 2017. Posted in Blog, General

July 31, 2017

Our new Comprehensive Notification Service (CNS) has many good benefits and one, in particular, was illustrated with the recent quarterly re-processing of a customer’s bibliographic file.

It was noted that 97.9% of their bibliographic records would be returned to them because of one or more changes made.  Earlier this year, the MARC Advisory Committee made the recommendation to remove the use of a Parenthetical Prefix
“(uri)” in MARC21 linking subfields when the identifier is in the form of a web retrieval protocol.  This change was implemented in our processing, and impacted this customer’s records.  A small percentage of records were not returned, only because we had already previously processed them through Overnight Authorities Service, with the new programming already in place. Ultimately, 100% of their records were affected, bringing them up to current practice.

As national standards change, and we incorporate those improvements into our work, CNS libraries will reap the benefits when the bib file that we have retained for them is entirely re-processed at a frequency of their choice.

For more information on how CNS can provide benefits to your library, go to

Written by Joan Chapa, MLS

New! FAST Headings Now Examined

Written by Joan on July 31, 2017. Posted in General

July 31, 2017

We have added the FAST (Faceted Application of Subject Terminology) vocabulary to the list of vocabularies we process in authorities processing!  For a few years now, FAST headings have been included in bib records without significant benefit. MARCIVE now offers review and maintenance of FAST headings as an automated service!

FAST is available as Linked Data, and MARCIVE can add the URIs to subfield $0 that link to the term at no additional cost with authorities processing.

There are a variety of ways we can handle FAST headings:

  1. Ignore them.
  2. Delete them.
  3. Force them to Library of Congress Subject Headings [LCSH 6XX_0] so they are processed as LCSH/LC-NAF.
  4. Match the FAST heading [6XX_7 $2fast] against LC.  Then flip the term and source coding if recognized, otherwise leave as FAST.
  5. Examine all FAST [6XX_7 $2fast] fields against the FAST database, and report out any changes, validations, or unrecognized FAST fields.
  6. We can supply URIs or control numbers to bib records in the subfield $0.  If a subfield $0 is already in the incoming field, we will make sure that it matches the associated authority record.  We can also ensure it is in the form requested  (such as a control number) and will be changed to a URI.  If the term is not recognized but a subfield $0 is already there, it will be retained.

This processing can be added to customer’s profiles at no additional cost!  If the library is interested in this service, please contact [email protected]

Written by Ligia Groff, MLS

GPO to add 30 new libraries to CRDP for FY17

Written by Joan on July 8, 2016. Posted in Blog, General

July 8, 2016

Eight years, ago, GPO initiated a pilot project in which MARCIVE was selected the vendor to provide a limited number of depository libraries with monthly cataloging records.  The pilot for the Cataloging Record Districution Program (CRDP was a success, and we now supply records to 134 libraries of all types and sizes and with various library systems.  There is NO charge to these libraries.  Take a look at the current libraries here:

At first, libraries we spoke to were a bit suspicious to join a government-funded program, fearful that it would be de-funded and they would have to seek another alternative to cataloging the titles that they select from GPO.  Now, there’s a waiting list!  GPO will add an estimated 30 new libraries in FY17 which begins on October 1, 2017. 

The criteria to become a participant is not difficult.  For more information on the success of the program, or where to join the waiting list can be found at  Or you can contact us at [email protected].

When was the last time you got first class customer service and quality records for FREE??

Written by Joan Chapa, MLS

Chrome Browser Issues for Some GPO Websites

Written by Joan on April 14, 2016. Posted in Blog, General

April 14, 2016

This information affects our customers of our Ongoing GPO Database Service and Cataloging Record Distribution Service.

We have had a several inquiries recently about problems with some PURLs in GPO cataloging records. GPO is aware of the issue and has issued this statement:

Chrome Browser Issues for Some GPO Websites

Last Updated: March 24 2016
Published: March 24 2016

“The U.S. Government Publishing Office (GPO) is aware of an issue with accessing some GPO websites when using the Chrome web browser.

We are working to correct the issue, and in the meantime, we recommend using Mozillas Firefox or Microsofts Internet Explorer.

Sites that may be impacted are:

Catalog of U.S. Government Publications (CGP)
Federal Depository Library Directory
Permanent, where many of the CGP PURLs resolve
Bens Guide to the U.S. Government

Thank you for your patience and cooperation during this time, and we apologize for the inconvenience.”

The link for this notice is:

Feel free to contact Jim Noël, Manager of GPO Services at [email protected].



ELUNA in Minneapolis

Written by Joan on April 21, 2015. Posted in Blog, General

More and more libraries are asking us to convert their legacy bibliographic data to RDA compliance.  Why do this?  Don’t AACR2 and RDA records play together nicely in the library catalog?  One library’s perspective will be presented at the upcoming ELUNA (Ex Libris Users of North America) Conference in Minneapolis.  Mark Sanford from William Paterson University Library, a long-time MARCIVE authorities processing customer will talk about his experience.

Where:  Marriott City Center Hotel in Minneapolis
Room: Deer Lake
Who:  Mark Sanford from William Paterson University
When:  Thursday, May 7
Time:  3:30 pm

MARCIVE will have a table in the Atrium outside of the Grand Portage Ballrooms during the conference, so stop by and see us!

Aren’t able to attend ELUNA this year?  Contact a Marketing Representative for a copy of the presentation and further information.

Joan Chapa, MLS

MARCIVE at ACRL and COSUGI in March 2015

Written by Ligia Groff on March 13, 2015. Posted in General

MARCIVE staff will be enjoying the scenes in Portland, OR this month with back-to-back conferences. It is the Academic and Research Library Association (ACRL) 75th anniversary and the conference boasts 300 different programs and 200 exhibits.  They are expected to have over 3,000 attendees this year!  The Customers of Sirsi Dynix Users Group, Inc. (COSUGI) will host a variety of workshops on their products, such as Enterprise and API.  Plus, varied presenters on more theoretical concepts like Aaron Schmidt’s “Librarians as Designers” pre-conference program.  MARCIVE staff will be available in the exhibit halls of both conferences to answer questions, such as, “How does authority control impact searchability if I have a discovery layer?”  or “Why should I convert my legacy data to RDA when we were told it was ok to have mixture of AACR2 and RDA?”  If you are interested in meeting with a MARCVIE staff member at either conference, email [email protected]

-written by Ligia Groff, MLS

LCGFT Updates

Written by Joan on February 10, 2015. Posted in Blog, General

Library of Congress has announced several big steps forward in adding to the Library of Congress Genre/Form Terms for Library and Archival Materials (LCGFT). General genre terms were approved by LC just before ALA Midwinter 2015. The authority records were distributed to MARC Record Distribution Service subscribers on the Tuesday that many conference attendees were still making their way home from snowy Chicago. Music genre terms are being reviewed by the Library of Congress and will hopefully be approved by the end of February. The literature terms are in the queue for review, with anticipated approval in early March.

Although MARCIVE assisted LC and the various ALA/ALCTS/SAC Working Groups in making the MARC records for these terms, we have to wait like everyone else for the Library of Congress to officially approve the terms and then distribute the records in their weekly files to us.

With the approximately 1,000 general, music, and literature genre terms being approved, there will be a noticeable difference in the MARCIVE NewMatch records received by participants. As the records are approved and distributed, these records will be supplied to libraries based on the usage in their catalogs. These new genre records will be included in the authority records MARCIVE supplies to you, if:

  1. The term is in your history file of unrecognized terms;
  2. The term matches a temporary MARCIVE (shg) genre record;
  3. The term is used in a newly processed bib record.

Libraries with the NewMatch service routinely have their unrecognized terms reviewed. Whenever these terms match a newly established term, the new authority record will be supplied. The records will not be supplied if:

A library opted to not include genre terms in authorities processing, or;

  1. They do not have NewMatch option, or;
  2. The genre terms were matched to GSAFD.

Notification customers will receive the new LCGFT authority records whenever these terms match to the temporary MARCIVE genre records. These are records provided by MARCIVE to validate genre terms before LC began creating genre authority records. We are tracking these terms, so when they are established in LCGFT we will supply a delete record for the MARCIVE genre record previously supplied, and replace it with the LCGFT record. These temporary genre records are identified by a “shg” prefix in the control number. There are genre-like terms in LCSH used as the basis for some of the MARCIVE genre records for which there will never be a replacement in LCGFT.

Each library will have to decide how they want to handle these “local” authority records. Libraries are welcome to continue to use them, but it would also be appropriate to review these and replace any with nationality, language, or other demographic qualifiers with the unqualified LCGFT term.

Any bib records sent through Overnight Authorities Processing can be matched against the current LCGFT file and receive matched authority records.

If you do not have one of these services or you have a split between genre thesauri and would like to have assistance with making changes, please contact your MARCIVE representative, or send an email to [email protected].

Written by Mary Mastraccio, MLS

Distribution of Phase 3 Authority Records Finishing Up

Written by Joan on January 9, 2015. Posted in General

The Library of Congress has confirmed that the Phase 3A changes were completed earlier on January 6, 2015. There were approximately 190,000 total changed records, most of which have already been distributed and appropriately supplied through the special Notification cycles.  It will no longer be necessary to run extra Notification reports/loads.  We will now revert to the regular monthly Notification cycle, which is scheduled for the week of January 20-23. This first monthly file will contain the last of the Phase 3A changes. We will wait until the February Notification cycle to change the length of time we retain the files. During the holidays and extra loads, we have retained the files for 60 days. Starting in February, we will return to the normal 14 days.

Written by Mary Mastraccio, MLS

MARCIVE Assists LC in Creation of LCGFT Authority Records

Written by Joan on December 18, 2014. Posted in General

Library of Congress Genre/Form Terms for Library and Archival Materials (LCGFT), is replacing the former Guidelines on Subject Access to Individual Works of Fiction, Drama, Etc. (GSAFD).  While many libraries still use GSAFD terms in their catalogs, this controlled vocabulary list is no longer updated by the American Library Association.  LCGFT provides a live, developing international standard for genre and form access to individual works of fiction, drama, poetry, humor, and folklore, etc. in all formats. Subject headings describe what a work is about, while genre/from terms describe what a work is.

For example a subject heading of 650 _0 $a Western films is a work about Western films.

A genre heading of 655 _7 $a Western films $2 lcgft is a work that is a Western film.

In March 2015 the Policy and Standards Division (PSD) will approve approximately 390 genre/form terms for literary works.  MARCIVE played an important role in this venture, as we created MARC authority records for the proposals from a Word document provided by the Working Group on LCGFT Literature Terms.  We also created records for 175 “general” genre/form terms, which are schedule for approval in January 2015.  Not stopping with only literature terms, MARCIVE went on to create 563 records for music genre terms, which PSD plans to approve in February 2015.

The generation of these authority records by MARCIVE saved the Library of Congress and the Working Groups hundreds of hours of manual labor. This will significantly decrease the time libraries must wait for their approval and distribution. The addition of over 1,000 genre terms to the LCGFT list in early 2015 will noticeably improve management and retrieval of materials in any library collection.  MARCIVE customers with Notification or NewMatch Services will automatically receive any of these authority records if their history file reflects their use.

Written by Joan Chapa, with contributions from Mary Mastraccio and Carol Love.

What changes are really made in a RDA Conversion project?

Written by Ligia Groff on December 1, 2014. Posted in General

Technical services staff often has to either 1) create a proposal for database cleanup projects or 2) create an analysis of what was accomplished in the project.   Either way, it is to provide justification for expenditures that are sometimes considered unnecessary by anyone not in Technical Services.

Illustrating why a RDA conversion project is needed is often a hurdle. It’s not as easy as pulling together circulation statistics. Kirk Doran of Dickinson University (currently use SirsiDynix Symphony) created a slideshow that gives clear-cut examples of what was accomplished in a project involving automated authorities processing with a RDA conversion. His examples show how RDA conversion projects will prep your database for today’s information environment and make your OPAC more user-friendly to patrons. Click here for the link!

Written by Ligia Groff, MLS

Special thanks to Kirk Doran, Technical Services Librarian at Dickinson University for allowing us to share his presentation.