Posts Tagged ‘authorities processing’

NEW! Comprehensive Notification Services (CNS)

Written by Joan on February 23, 2017. Posted in Blog

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.
4.     Undifferentiated-Differentiated.

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

Options for Genre Terms

Written by Joan on July 11, 2016. Posted in Blog

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

OCLC removing GMDs–now what?

Written by Joan on March 29, 2016. Posted in Blog

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

New MeSH deconstructed headings

Written by Joan on March 24, 2016. Posted in Blog

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.

Presentation on Data Remediation for Consortium

Written by Joan on February 19, 2016. Posted in Blog

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

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

Why Convert Legacy Data to RDA: Public Libraries Weigh In

Written by Joan on November 3, 2014. Posted in Blog

Converting legacy data to RDA is a challenging idea to take hold in public libraries because of a school of thought regarding the short-lived nature of the collection. If your collection flips over every 15 years, why do anything with the legacy data?

Converting to RDA preps your data for the next generation systems and organizes your records in a layout that is easier for patrons to understand. Public libraries, in particular, have more formats than many other types of libraries, so the blanket term “electronic resource” is no longer relevant in today’s information environment. But don’t take our word for it, here is why some of our happy customers converted to RDA:

Cuyahoga County Public Library
Lori Ann Thorrat, Catalog Department Manager

“Cuyahoga County Public Library chose to convert our data to RDA for simplicity. Having our data in RDA format created a level of consistency that simplifies the configuration of the public catalog, improving our customer’s ability to find and retrieve materials. Dates are very important both for searching and sorting data.  Just having all of our publication dates in a single MARC field allows us to streamline how records display and sort in the public catalog. Because RDA is an internationally recognized standard, having our data already in RDA format will facilitate the conversion of our legacy data to Bibframe, the next generation schema for bibliographic data.”

Somerset County Library System
Adele Thoma Barree
, Head of Technical Services

“We know that we will not have our current ILS forever, and that RDA is designed to handle links and connections among all types of data.  Getting our database in the best possible shape for the future is something MARCIVE can help us with by modifying our bibs to reflect basic RDA format.  We are very glad you offer this service!”

Thousand Oaks Public Library
Stacy Gordon, Cataloging Librarian

“Legacy data is worth converting so that older materials become as discoverable as new materials, especially as library management systems and other discovery layers begin to take more advantage of the new fields for content, media, and carrier type.  Since these fields (336, 337, and 338) have controlled vocabularies, greater consistency will be achieved between older and newer records.  As well, when BibFrame is ready to replace MARC, more of your records will be ready to be crosswalked to the new metadata standard that will be more compatible with other information systems in the greater linked data world.

Library catalogs have gone through many changes, and a recent change is to the new cataloging standard,  RDA.  Among the benefits of RDA are fewer abbreviations (no more “ill.” for illustrations or  the Latin “s.l.” for “Place of publication not identified,” and many others), more relationships identified between works, entities, manifestations, and items, as well as between persons, families, and corporate bodies and these FRBR requirements, and a catalog that’s data conform better to what’s being seen in the wider world outside of libraries.  Conversion would provide for greater consistency within your catalog, and will allow users to find information more easily, with RDA’s allowance for a greater number of access points, increasing discoverability.

We had no trouble deciding to go with MARCIVE for performing the retrospective conversion of our database to RDA.  We have had MARCIVE do our authority control for 12 years, and they have been extremely fast, reliable, and with gracious customer service.”

 –written by Ligia Groff, MLS

Blue Valley U.S.D.

Written by Joan on October 18, 2011. Posted in About us

Type of Organization: School District

Project Coordinator: Linda Corey, Library Media Services

Address: Blue Valley Schools, 15020 Metcalf, Overland Park KS 66283

Telephone: 913-239-4234

Email: [email protected]

Problems To Be Solved:

  1. Update authorities
  2. Clean up coding of genre in bibliographic records
  3. Add Lexile Measures® to records

MARCIVE Solutions:

  1. Authorities processing including correction of genre coding
  2. Ongoing authorities maintenance
  3. Reading notes enrichment

The Story:

The Blue Valley School District encompasses 91 square miles in southeastern Johnson County, Kansas. More than 20,000 students attend Blue Valley’s 34 schools. The library media collections are developed for inquiry, research, project-based learning and also with an emphasis on free reading and literary enrichment. Resources are shared among the libraries; thus, requiring our combined catalog to accurately reflect content. We currently use SirsiDynix Unicorn.

Our first experience with MARCIVE was during the migration of our Integrated Library system (ILS) from DRA to SIRSI in 2004. We looked for companies who had performed previous DRA—SIRSI conversions. We put out an RFP and chose MARCIVE.

At that time we performed our initial authority clean-up with MARCIVE. Though we had authorities in our catalog, they had only sporadically been maintained. We then contracted for continuing authority updates. Recently, we perceived a need to apply Lexile numbers and update genre headings in our bibliographic records. Again we contracted with MARCIVE for full authority work performed retrospectively on our collection and the addition of Lexiles and update of genre heading coding. Our various projects involved approximately 190,000 bibliographic records.

The reports provided by MARCIVE were excellent and allowed us to make corrections prior to our final loads. MARCIVE was very helpful throughout the process, in tech support, project planning, and handholding. It was painless.

The Blue Valley School District’s mission is unprecedented academic success and unparalleled personal growth for every student. Products that enhance a student’s learning process, encourage their personal growth, and at the same time allow us to assess their progress toward their personal and academic goals are an excellent fit to our mission. Genres engage and aid students in browsing for independent reading choices. Offering students a wide selection of titles in their Lexile range is a key component to reading instruction in the classroom. Lexile Bands are used as a quantitative measure of text complexity as presented in the Common Core State Standards.

MARCIVE was able to provide the data and services we required to upgrade and enhance our combined catalog.

The MARCIVE staff understands the school library environment and was responsive to our needs. They were willing to take the time necessary to explain a somewhat complex process. The scheduling fit our school calendar and the turnaround time was excellent. Their pricing is competitive and their product and services of good quality.

Appleton Area School District

Written by Joan on October 4, 2011. Posted in Sucess Stories

Type of Organization: School district

Project Coordinator: Paula Ducas

Address: Morgan Administrative Building, Central Media, 120 East Harris Street, Appleton WI 54911.

Telephone: 920-832-4811

E-Mail: [email protected]

Problems To Be Solved:

  1. Standardize data in the catalog
  2. Support district’s reading goals

MARCIVE Solutions:

  1. Authorities processing
  2. Reading notes enrichment

The Story:

Appleton Area School District consists of traditional schools (15 elementary, four middle, and three high schools), charter schools (15, grade levels vary), and the Appleton Cooperative Education Center. We serve 15,000 students.

Our district had authority processing done on the catalog over 10 years ago. Since then we have gone through three vendors for library automation software, one of which did not support authority records. I felt our catalog was sloppy, and we could use some help standardizing our data. We wanted to add Lexile measures to our MARC records. We needed a quick and economical way to accomplish all of this.

I priced MARCIVE and a competitor. I knew MARCIVE had been in the business a long time. I researched and knew they could meet our needs.

The district catalog has 183,255 bibs loaded into Follett Destiny. We did not load our authority records from the previous vendor, so our library database contained no authority records for over a year.

The reading goal for our district is for all students to read at or above grade level. Academic progress is measured with Lexile® Framework for Reading. Including Lexile Measures in our library bibliographic records allows our students and staff to find materials that will help them reinforce their progress and confirm that students are meeting our reading goals.

MARCIVE staff was wonderful. Their sales staff was not pushy. All the staff answered questions in a timely way, guided me through the steps from understanding the contract to testing and to loading files. They processed my data much more quickly than I expected. I had no problem loading the data and the results make it easier for our patrons to find what they need from the library catalog. I am very satisfied.

To see the Appleton Area School District catalog, click here and choose any school.

Hawaiian Mission Children’s Society Library

Written by Joan on September 15, 2010. Posted in Sucess Stories

Type of Library: Special

Librarian: Carol White

Address: 553 South King Street, Honolulu, HI 96813

Telephone: 808-447-3924

E-Mail: [email protected]

Problem(s) To Be Solved:

Since our holdings could only be searched by card catalog, access was limited to either local residents or people who could afford to fly here.  We badly needed to automate.

MARCIVE Solutions:

  1. Retrospective conversion from shelflist cards
  2. Authorities processing (included)

The Story:

The Mission Houses Museum is an historical museum located in downtown Honolulu.  It is unique in the history of Hawaii as the site of the two oldest buildings in the Islands.  The Mission Houses were established by Congregational missionaries from New England who first came to the Islands in 1820 to teach Christianity to the Hawaiians, which they did by developing a written Hawaiian language and then translating the Bible into Hawaiian.  The library is an adjunct of the Museum and contains 252 linear feet of original manuscript material written by the missionaries.  In addition, we have many old and rare books that were either owned by the original missionaries or were printed by them on printing presses that were set up here at the Museum and at another mission on Maui.

When I came to work here, our researchers could search our collection using only catalog cards.  This meant that in order to search our bibliographic records, people had to physically come to the library and search through the card catalog.  This was extremely impractical for most of our researchers, since we are located on an island in the middle of the Pacific.

My first task was to select a library automation system that would serve our needs and still fall within our budget.  I selected LibraryWorld because it was easy to use, provided all the functionality that we needed, and was web-based.  Since we have a very small staff, it was preferable to keep everything on the vendor’s server and simply pay a modest annual subscription for housing, upgrades, and security.

Since our budget was small, we started by importing as many of our records as we could from other libraries and adding our local information.  This was very easy using LibraryWorld’s Import function.  However, since we have a lot of unique items, there came a point when we had to find someone to do retrospective conversion on the rest.

For the conversion, another librarian suggested that I check out MARCIVE.  They were very helpful and knowledgeable from the start and mailed me some informative literature, along with a tentative quote, which was within our budget.

There were about 1600 unique records that we needed to convert.  I first photocopied all of the shelflist cards in case they got lost in the mail.   Then I packed the actual cards in heavy cardboard index card boxes and FedExed them to MARCIVE.  I know that this job must have been a challenge for MARCIVE, because our shelflist cards were replete with spelling errors and because a good number of the records were for Hawaiian language titles.  These problems notwithstanding, our records came back needing remarkably little correction.  They were sent to us on disk, and LibraryWorld was able to import them directly from disk in about two minutes.

Our researchers can now access our catalog from anywhere on the planet through our website.

Our researchers are thrilled!  They have remarked to me that the catalog is an invaluable aid in planning their research time here, as they can get some idea of our holdings before making their travel arrangements.  In some cases, they simply request photocopies to be mailed to them from our holdings, saving them a trip altogether.  Staff, especially the Curator of the Museum, uses the catalog to plan exhibits and to research materials for public programs.  Reaction has been nothing but positive.

What I like so much about both LibraryWorld and MARCIVE is that they have affordable solutions for any library, no matter what their size, budget, or collection type, and both have excellent customer service response times and knowledgeable service reps.