These instruction cover both adding and deleting records.

Additions

Note: I use "set" and "batch" interchangeably.

1. Create a folder for the record batch.
2. If you have more than one file, combine them using the MARCJoin Utility found in the Tools menu of the main MarcEdit window.
   1. Click the folder next to the Destination field and select the folder you've created for the record
   2. Name the file Vendor_combined_mm-dd-yy
   3. Click the folder next to the File(s) to field and select all the files you want to combine.
   4. Make sure "Join individual files" is checked
   5. Click Process.
3. If you have only one file, rename .mrc file Vendor_mm-dd-yy
4. Convert to .mrk using the MarcBreaker function in MarcEdit.
5. Open .mrk file
6. Dedupe based on OCLC number
   
   1. Tools→Record Deduplication→Control number→OCLC number
7. Run a Field Count report
   1. Reports→Field Count→Tab delimited→Generate (name it after the MARC file by adding _fieldcount.txt)
   2. Create a spreadsheet and save it as .xlsx
   3. Use the spreadsheet to track work and take notes
8. Skim the report and highlight the following fields
   
   • 006
     
   • 007
   • 040
   • 245 $h
   • 260
   • 264
   • 300
   • 336
   • 337
   • 338
   • 533
   • 538
   • 583
   • 655
   • 773
9. Add the following fields to the spreadsheet
   • 852
   • 876
   • 956
   • XPT
10. Verify or edit as follows (File→Select Records for Edit; Tools→)
    
    1. 006 (Verify if present, add if missing. Can copy and paste from below or Edit→Insert/Edit 006→Electronic Resource)
       

       • 006 m\\\\\o\\d\\\\\\\\

         OR

         006 m\\\\\o\\u\\\\\\\\

    2. 007 (If the 007 is present, verify the first two subfield; disregard any additional subfields. Paste from below if missing)
       • cr\-n-
    3. 040 (Add new $d MUB)
    4. 245 $h (not necessary in RDA records; if missing, there MUST be a 336/337/338 combo)
       • electronic resource in square brackets
    5. 260/264 (one of these must be present; there may be more than one 264)
    6. 300$a (Verify if present, additional information is fine; add if missing)
       • \\$a1 online resource
    7. 336/337/338 (Required if there is no 245 $h; verify if present, add if missing. If there are 3XX fields don't match the text strings below, replace them.. These fields are allowed even if there is a 245 $h; do not delete these fields if present.)
       • =336  \\$atext$btxt$2rdacontent
       • =337  \\$acomputer$bc$2rdamedia (this field is optional, but recommended)
       • =338  \\$aonline resource$bcr$2rdacarrier
    8. 533/538/583 (Used only for records for DLF Registry of Digital Masters, HathiTrust Digital Library and other digital preservation projects; used with $5)
       • Delete if the record doesn't include a $5
    9. 655
       • Delete all 655s with the text "electronic books"
       • Add \7$aElectronic books.$2lcsh
    10. 773
        • Delete
    11. 852

        • (general ebook) \\$bBC-BC$cWWW$x[vendorMM-DD-YYBC]$zClick on Find It button

        • (reference ebook) \\$bBC-BC$cRWWW$x[vendorMM-DD-YYBC]$zClick on Find It button

    12. 876
        • (purchased) \\$j04$p $xMT:EBOOK$zClick on Find It button
        • (PDA) \\$j04$p $xMT:EBOOK$xIPS:PA$zClick on Find It button
    13. XPT (most records will not need this field added)
        • \\$aY$bMUB
    14. 856/956
        • If there is only one 856 on each record, swap $u to 956 40 $u, then add $7BC by editing the subfield data to all. (When using field swap, omit $ from subfield.)
        • If there are multiple 856s, find a common element to the ones we’ll use, and use that to further define the swap fields function. (i.e. umbc or dx.doi) If this creates more than one 956 in each record, skim to see if you can delete any by using words like “proxy” in your search.
11. Convert to .mrc
12. Combine multiple .mrc files using Tools→MarcJoin
    1. Create and place Destination file: Vendor_combined_mm-dd-yy
    2. Select all files to join
    3. Click Process
13. Save a copy and rename for DSS
    1. bc_vendor_additions_MM-DD-YY.mrc (All lowercase)
14. Move the file to BC folder on Dropbox.
15. Submit an Rx
    1. Include the name of file that is in Dropbox
    2. Note that the records are OCLC sourced
    3. Say how many records are in the file (the maximum number for one load is ≈ 15,000 or 30MB)
    4. Ask DSS to load the records in TEST
       1. example: Please load the file bc_asp_03-24-15.mrc into Test. It contains approx. 1700 OCLC sourced records.
16. Once you receive notice that the records have been loaded in TEST, examine the loader report linked in the Rx message
    
    1. Spot check bibliographic records
    2. Spot check Items and HOLS, both in rejected and overlaid records
    3. Spot check Find It links (Note: Rejected records will NOT have a 956 field, so Find It will not work.)
    4. Note any problems and see if they are problems with the records as you sent them. If so, make any corrections to the set and resubmit it on the same Rx. If you can't figure out the problem, ask questions in response to the Rx.
    5. If you are satisfied with the records in TEST, respond to the Rx and request the set be loaded in LIVE.
       1. example: These look good. Can you load them into Live? And can you add the 956s for the rejected records?
17. Once you receive notice that the records have been loaded in LIVE, examine the loader report linked in the Rx message as above.

Deletions

To have titles deleted from ALEPH by the batch, we need to provide DSS a text document of OCLC numbers–including prefixes–for all the records we want deleted. We can use the same file to batch delete holdings from OCLC.

If you have a .mrc file of records to be deleted:

1. Convert to .mrk and open in the Editor
2. File → Select Records to Edit
3. Display field: 035 and import the file
4. Select all
5. Generate Report
   1. Tab delimited report
   2. Naming convention: vendor_deletions_mm-dd-yy_extract.txt
6. Open file in Excel
   1. Replace the following text strings: \\$a(OCoLC) $z(OCoLC) with ;x
   2. Data → Text to Columns
   3. Replace "x" with "ocn"
7. Create .txt in Notepad named bc_ebldda_deletions 10-4-14.txt
   1. Copy each column from Excel document and Paste
   2. Add additional columns to the bottom of the list
   3. Include a note to DSS if there are blank lines in the file.

Rx wording: I've put the file bc_ebldda_deletions 10-4-14.txt in Dropbox. (There are blank lines in the file that need to be removed.) Please delete any UMBC items with collection WWW + IPS:PA and any linked HOLs. Please also delete any 956 fields containing "UMBC.eblib" in these records. If there are no other items/HOLs on the record, please delete the bib record.

Record sources:

JSTOR

EBSCO

EBL

Gale

Sage

Springer

Alexander Street Press

Notes:

Convert .dat or .bin to .mrc by changing the extension.

Make sure the entire file is loaded; if it's not loaded, there will be a colored bar across the top of the editor with an option to load the entire file.

If there are any foreign language records (i.e. words and phrases like "online resource" aren't in English), export them from the batch to a different file. You will need to search these titles individually in ALEPH and OCLC to find a usable (English language) record.

Use the Extract Selected records tool -- set the display field to 856, and search for |end| -- which is a delimiter that is placed between fields.  If it's present, there are two fields in the record.