February 23, 2017
Now we have an alternative way to keep your catalog up to date after the initial authorities processing/RDA Conversion project has been completed, through Comprehensive Notification Service (CNS).
We will retain both a copy of the matching authority records we supplied as well as the updated bibliographic records. You should continue to send us new cataloging through Overnight Authorities Service on any time frame desired—daily, weekly, monthly, etc. There’s never a minimum order, the work is done overnight, and updated bib records are posted the next business day for FTP retrieval, along with any requested reports. The results of this processing are added to both the retained bib and authority files.
Then at the frequency of the library’s choosing, we will re-process the bibliographic records using all the same specifications, returning to the library only the changed bibliographic records, any NEW authority records, as well as authority records changed or deleted by LC, along with any reports.
Why would a library choose this subscription instead of Standard Notification Service?
CNS is a desirable method of maintaining records if your library’s ILS or library service platform does not have the function to fully update the corresponding bibliographic record with the corrected access point. Sometimes the system has the capability but has difficulty converting the entire string in an access point. CNS keeps a copy of your bibliographic records and the authority record files provide by MARCIVE. The library chooses how often to update: Quarterly, Semi-annual or Annual. Pricing varies depending on the size of the bibliographic file, and how often you request the update. We ask you to list preferred dates for the bib updates.
What’s included with the Comprehensive Authorities Notification Service?
1. Flip of access points to current LC practice. This includes the update of access points that were not recognized when we did the initial processing.
2. Inclusion of any NEW authority records on matched access points.
3. Inclusion of any CHANGED authority records on access points that first matched during the initial processing, and any authority records deleted by LC. It additionally includes differentiated authority records which were formerly undifferentiated.
In identified bib records, the access point will now match to a new authority record and the bib record will be changed. Note: several sources are used (e.g. 670 field, VIAF record, etc.) to verify a proper match.
5. Partial matches that become full-string matches.
6. Terms that change tagging.
7. Fields that reflect changes in RDA.
What’s NOT included in Comprehensive Authorities Notification Service (CNS)?
If any type of enrichment (TOC, Summaries, Fiction/Biography data, Lexile or Accelerated Reader) is a part of your profile, that data will not be added during the re-processing of the bibliographic records during CNS. This only happens during Overnight Authorities Service, or as a stand-alone project.
Commonly Asked Questions ABOUT CNS
1. It’s time for my first update, and I haven’t yet sent any new records for processing, but I want them included. What should I do?
MARCIVE Response: Go ahead and send the file now, just as you normally would through Overnight Authorities Processing. You’ll be charged the standard rates for this work. These bibliographic records will be included in the update and will be added to the retained bib file.
2. It’s time for our update, and our systems librarian is out on medical leave. Can we re-schedule?
MARCIVE Response: Yes. Let us know when you are ready for this work. Remember that you have pre-paid for the subscription and your updates need to occur within the subscription year.
3. We have performed a large weeding project in our library and deleted a number of bibliographic records. How do we let you know what we have deleted?
MARCIVE Response: There are two ways to do this. We can provide directions for sending us the control numbers of the bibliographic records to be deleted, and they will be removed from your history at the quoted rates. The alternative method is to send us your entire bib file again, and we will replace your retained bib file with the new one. Contact your Marketing Representative for a quote.
4. We’re completing our profile with MARCIVE, and are trying to decide which Notification subscription is best for us. Can you help us choose?
MARCIVE Response: CNS was created in response to those libraries stating that while their ILS or LSP could update the main bib access point in a string using an updated authority record, often it could not update it if there were subfields included.
If your system can reliably perform this function, then we would suggest you choose the Standard Notification Subscription. Authority records are retained in your “history file.” Also, we retain any unmatched headings for future updates through the NewMatch option. You send new cataloging to us through Overnight Authorities Service, and any authority records produced are compared to your history file, and only those new to you are distributed. These new authority records are added to your history file, which continues to grow. With this subscription, you’ll rely on your local ILS or LSP to use the monthly files of changed/deleted authority records to update the associated bib records. The advantage to this subscription is that because you get monthly updates, your catalog will be more current and in sync.
If your system has an issue with using an authority record to update an entire access point string, or there are problems running authority updates on a monthly basis, then CNS would likely be the better option. Your entire bib file will be completely refreshed at the time interval of your choice and will include any new standard bibliographic processing functions that we have added. The library does need to be aware that any access point that is processed through authorities processing and RDA conversion may overlay and therefore remove any in-house editing unless internal protections have been put in place.
5. We are planning to do authorities processing/RDA conversion in preparation for migrating from a legacy system to ExLibris Alma. We won’t be able to or need to do any ongoing authority work, will we?
MARCIVE Response: According to reports from Alma users, there is an internal mechanism to automatically link bib access points to an external authority file. However, this doesn’t always work as well as expected. While Alma users don’t have the need for authority records, we can still process new cataloging through Overnight Authorities after the initial project has been performed, and more importantly, refresh the bib file on a periodic basis through CNS. This frees the cataloging staff from having to continually confirm that bib access points are indeed being updated. Additionally as described above, the library will benefit from any new options that have been developed as a result of RDA and other new cataloging standards and implemented for this service.
Further questions? Would like some examples of changes provided through CNS? Give us a call at 1-800-531-7678 or email us at [email protected], and we will be happy to discuss your options and provide pricing.
Written by Joan Chapa, MLS
At the recent ACIG (Authority Control Interest Group) Meeting at ALA Annual 2016 in Orlando, Mary Mastraccio from MARCIVE, and Rosemary Groenwald from the Mount Prospect Public Library presented on genre and the direction of library data with relationship to topical vs. genre terms. Rosemary gave some statistics and numbers for the many new LCGFT terms that have been created in the last year. These terms replace terms (sometimes exactly, sometimes with variation) that have been topical (150) in the past. New 155 authority records are being created, and there often is an issue of the ILS being able to merge 150 to 155. Some of the issues discussed were how to make these conversions, how to fix the bib records, and what data is already in the records that can be used to accomplish this parsing of existing data. Mary continued with a discussion of things libraries should consider, and things that a vendor could do to move data to the new fields. She illustrated how information currently stored in a long topical data string (genre, medium of performance, audience, creator, etc.) must be split into separate fields that will be linked to authoritative databases, depending on the type of information. She pointed out situations in which the existing data is in conflict, and some of the issues with processing the data.
Mary’s PowerPoint presentation can be found here
If you would like more information on how we can handle genre access points for your library catalog, please send an inquiry to [email protected] Or give us a call at 800-531-7678.
Written by Carol Love
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: http://home.marcive.com/cataloging-record-distribution-project
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 http://www.fdlp.gov/project-list/cataloging-record-distribution-program. 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
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:
Thank you for your patience and cooperation during this time, and we apologize for the inconvenience.”
The link for this notice is: http://www.fdlp.gov/index.php?option=com_content&view=article&id=2539:chrome-browser-issues-for-some-gpo-websites&catid=8:news-events&Itemid=145&utm_source=newsletter_803&utm_medium=email&utm_campaign=chrome-browser-issues-for-some-gpo-websites
Feel free to contact Jim Noël, Manager of GPO Services at [email protected].
March 29, 2016
With the transition to the new RDA format, the GMD (General Material Designation) in the MARC 245 $h field is no longer used, and has been replaced with the more definitive CMC (Content, Media, and Carrier) which are the 336, 337, and 338 fields.
However, many local systems still use the GMD and some customers have asked us to retain it while processing their records through RDA Conversion (RDACS) and authorities processing.
As recommended in the PCC Guidelines on Hybrid Bibliographic Records, OCLC has retained the 245 h GMD for a period of 3 years in WorldCat records where it currently exists. That time period is up on 3/31/2016. OCLC will begin a project to remove all GMDs from the bibliographic records in their database. After this work is done, libraries still wanting to use the GMD will have to create them in the records they download from OCLC.
Although rules state that the GMD must not be used in RDA records, some library integrated systems still rely on it. For those customers that still require the GMD, MARCIVE can create them in records processed for authorities processing/RDA conversion for a nominal fee. This can also be performed for records distributed through our Ongoing GPO Database Service. It is not available for the Cataloging Record Distribution Project records, as it is not a part of the GPO contract.
While it isn’t difficult for many libraries to perform a global delete of unwanted GMDs, we can do so easily in records that we process for our customers at no additional cost.
Questions about GMDs? Just ask! Give us a call at 800-531-7678 or send your inquiry to [email protected]
Written by Joan I. Chapa, MLS
In 2001, the National Library of Medicine (NLM) provided instructions for deconstructing MeSH subjects to conform to NLM practices. However, this practice was not widely embraced by libraries using MeSH. Periodic surveys conducted by NLM determined that half of the libraries preferred pre-coordinated subject headings, while the other half preferred faceted headings. As a result, NLM continued to distribute bib records with pre-coordinated headings, but used faceted terms in-house.
MARCIVE watched these developments to determine what services were desired by libraries. Over time there was an increased interest in faceted headings so we developed a profile option for our MeSH customers. Since October 2005 MARCIVE customers have been able to specify whether they wanted pre-coordinated or deconstructed MeSH processing.
Beginning with the December 2015 distribution of new records in CATFILE and SERFILE, NLM subject terms (MeSH) will be distributed with topical subjects recorded in 650 $a or 650 $a $x; geographic subjects recorded in 651 $a or 651 $a $x; and publication type/genre terms record in 655 $a. In January 2016, the entire CATFILE and SERFILE databases were released with these updates made to all the records. NLM recommends downloading the full update to have local data consistent with the NLM files. Catalogers in other libraries are encouraged to follow the NLM practice when assigning MeSH.
How does this now affect our authorities processing customers with MeSH headings? In December of 2015 we modified our processing to automatically deconstruct MeSH subject headings for all customers.
Old form (with string)
650 12 $a Health Policy $z Africa $v Congresses
650 12 $a Health Policy $z Caribbean Region $v Congresses
650 22 $a Cross Cultural Comparison $z Africa $v Congresses
650 22 $a Cross Cultural Comparison $z Caribbean Region $v Congresses
New form (deconstructed)
650 12 $a Health Policy
650 22 $a Cross Cultural Comparison
651 2 $a Africa
651 2 $a Caribbean Region
655 2 $a Congresses
We encourage our customers using MeSH headings to contact us with any questions or comments regarding the new format. Your input is welcome!
Written by Joan Chapa, MLS and Mary Mastraccio, MLS.
Libraries migrating to shared environment will be interested in the upcoming presentation given by Michael Cohen from the University of Wisconsin libraries: “Collocating the Collective: Third Party Database Remediation in an Alma Consortium” to be given at the ELUNA conference on May 6 at 9 am. This conference will be held at the Cox Convention Center in Oklahoma City.
The Wisconsin libraries previously were on individual Ex Libris Voyager systems, and merged their bibliographic databases into a shared Alma consortial database. After the merge, MARCIVE performed data remediation which included authorities processing and RDA conversion on over 8.5 million records. The project was completed in January 2016. This presentation will discuss the highlights of that journey—including the decision making process, project configuration, file management logistics, affected cataloging policy, and lessons learned along the way.
Written by Joan Chapa, MLS
Why do I get these old records?
If your library receives GPO records from us via one of our subscription services or the Catalog Record Distribution Project (CRDP), you may have wondered from time to time why examples of cataloging for fairly old titles arrive in what would seem to be a current cataloging service. The reason is that, in addition to creating new catalog records, GPO also often has occasion to update older records. One thing we see quite often is new cataloging for old titles that have become available online. When these new records are created for the online version, GPO staff normally updates existing records for tangible versions of the titles to include fields that link the tangible version records to the new online version records. The files Marcive receives each month as the source for our GPO cataloging services include records that have been created by GPO in the previous month as well as records that have been updated. When the time comes to select a library’s records, we choose all of the records that match your criteria; age is not normally a concern.
If you get only new records from us, there usually won’t be too many of these, but if you get changed records as well there could be quite a few at times.
Sometimes these older records are useful and may fill gaps in your catalog, but often they are a distraction. Perhaps you already have cataloged the titles in question, or have withdrawn them from your collection. Either way, the arrival of these records can cause some extra work.
If older records are causing problems for you, it is possible for us to filter them out for you. Simply contact us and ask that records for older tangible titles be excluded from your files in the future, and let us know how old is too old. Most libraries requesting this exclusion have us exclude records for titles from five or more years ago, but the choice is yours.
Do you wonder about some of the records you get or don’t get through your Marcive GPO cataloging service? Whether you get our profiled record services or Documents Without Shelves, or participate in the CRDP, don’t hesitate to ask us about it. We’ll be glad to look into what you are getting and make adjustments that should help, or explain what is happening so that you can decide how you want to handle it.
Written by Jim Noël, MLS
As the Government Publishing Office (GPO) enters its seventh year of the Cataloging Record Distribution Program (CRDP), ten new libraries were approved for participation:
Alabama A&M University
Cleveland Public Library
Indiana State University, Terre Haute
Rutgers University, New Brunswick
Saint Anselm College
San Antonio College
Yale University Law Library
There are now 115 participants for fiscal year 2015-2016. At the recent Federal Depository Conference last month in the Washington, DC area, the benefits of the CRDP were touted in a program given by GPO staffer Kathy Bayer and Jim Noel from MARCIVE.
The program provides free monthly cataloging to any depository library and helps provide timely access to government information. For more information, please contact GPO through askGPO or MARCIVE at [email protected].
At the recent Ex Libris Users of North America in Minneapolis, Mark Sanford from William Paterson University spoke about his project to convert the library’s legacy bibliographic data to RDA compliance. Now all their data is more unified, and we will do the same work on new cataloging records that they send to us for processing.
➔ Why was this needed? Some reasons include the fact that their discovery layer had RDA requirements, and there was the potential to use RDA 33X and 34X fields to improve format facets.
See Mark’s presentation here. Please feel free to contact him for more information on their individual experience.
A good number of libraries do this type of work at the point of migration to a new system in order to showcase it in its best light. Migrating to Alma? Or already up on another new system? This work has been successfully performed in Ex Libris Aleph, Ex Libris Alma, Ex Libris Voyager, Follett Destiny, Koha, III Polaris, III Millennium, III Sierra, Sirsi Dynix Horizon, Sirsi Dynix Symphony, etc.
Want more information, including a preliminary quote? Send your inquiry to [email protected] or call us at 800-531-7678.
Written by Joan Chapa, MLS