reconciling oclc and orbis

Reconciling OCLC and Orbis

Managing a Bibliographic and Holdings Synchronization

Between Yale University Library and WorldCat

Melissa A. Wisner

Purpose of Presentation

Describing the process What is involved? Staffing required Timeframe Programming required

Are We Done Yet? No!

Why do you want to come to this talk? For any size collection a reconciliation is a detail

oriented project, planning, pre-processing, OCLC processing, dealing with returned data, maintaining the data

Why do this?

Living with your own standards—good or bad

What is your database of record?

YUL Background Voyager ILS since 2002

Approximately 8.5 million bibliographic records

Member of (former) RLIN

OCLC Participant—add pcc records, create IR records in WorldCat, weekly holdings update, some cataloging directly in Connexion, ILL lender

Early 00’s YUL did retrospective conversion with OCLC

Standard Workflow between Voyager and OCLC

Weekly export to OCLC (staff flag records to send as needed)

Sporadic OCLC Batch Matches over the years

Local program to identify “candidate” records by encoding level and “UNCAT” status; send out to OCLC as separate project; filter and reload any 1, 4, or 7 el returned records and overlay the original

Run LC Match once a month-similar process against local copy of LCDB

Arcadia Grant Cultural Knowledge grant

March 2009-March 2013

$5 million/$1 million per year

Cambodian Newspapers, Khmer Rouge Genocide documentation, African language materials and more…

Layoffs and re-staffing

What Records to Send or Exclude?

Divided up by locations for staff review

Uncovered some data problems we knew about and didn’t know about…e.g. locations with no holdings in them; locations that still had holdings we thought had been migrated to new locations

Most significant…outdated MARC tags, outdated format codes, practice different from OCLC, dual script records

What Records to Send or Exclude? Sending approximately 6.7 million out of 8.5 million

bibliographic records as UTF-8

Excluding: MARCIVE E-resource records Suppressed bibs Unsuppressed bibs with suppressed holdings

records In Process/On Order records UNCAT records**

Tracking our Records

MySQL database created

Bib IDs

Exlcude Project ID (local tracking)

OCLC Project IDs

Reload Dates

Tracking our Records

Used this to QA the results of the queries run to identify all potential records

Used this to push out files of bib ids by OCLC project ID to be used later to extract correct records to send to OCLC

Tracking was/is a big effort of reconciliation!

Tracking our Records

As records are prepared for loading back into Voyager this MySQL database will be updated with those date(s)

OCLC will produce crossref reports and other processing reports per each file, but these are not concatenated into any form of a relational database

Building an 079 Index in Voyager

Ex Libris contracted to generate and update Voyager indexes

Created in both Production and Test environments--took less then a day each time; downtime required; $ for service

Added 079|a and 079|z left anchored indexes

Building an 079 Index in Voyager

Updated SYSN Composite Index to include new 079 indexes:

019|a 035|a |z 079|a |z

Indexes were mostly to assist staff in searching, but also for bulk import profiles for ongoing loads

Exploring how to use the new indexes in ongoing EOD or e-resource loads from vendors

OCLC Pre-Processing

OCLC IBM Mainframe limitations

Sending records in 100MB limit/90,000 records per file AND only 15 files per day

Separating records with 880s from those without

Additionally, OCLC is splitting out PCC records from the YUS files

OCLC Pre-Processing

Each set of files sent as a “project” with unique ID

Creating label files, tracking via spreadsheet

Suspended weekly exports to OCLC (9/5/2010-12/20/2010**)

OCLC Pre-Processing

Deleting YUL IR records in WorldCat Why? Easier matching? 5.7 million removed total

EBScan software process

Match routines set: Example: match on this field and that or ….

Cross Ref Reports and Stats Sample

Adding in prefixes of ocm and ocn

Other statistical reports

Loading OCLC Numbers back into Orbis

Basic Process: Retrieve crossref report to be used as input Script to de-dupe crossref reports by name* Extract MARC record using Voyager API

BIB_RETRIEVE and crossref as input MARC4Java Open Source to parse and update the

MARC record* Remove any version of *OCoLC* *ocm* *ocn* in 035|a Insert new IR number from crossref report with a prefix

of (OCoLC)

Loading OCLC Numbers back into Orbis

Basic Process: Comparing 079|a to crossref report—if same, move on,

if new, just add and move on, if different, update with new one and report out old one

Remove any 079|z and report out Prepare new file of MARC records for bulk import Report out log summary of process, errors

encountered, discrepancies in 079|a

See handouts!

Loading OCLC Numbers back into Orbis

Will also be our new permanent workflow post-reconciliation—maintenance of these control numbers!

Cornell, Columbia and Stanford all used similar processes…

Original hope was to load 250,000 records per day 4 days a week=estimated 6 weeks to reload everything back into Orbis…

Loading OCLC Numbers back into Orbis All depends on timing…OCLC process 80K records

in 1-2 days for 6.7 million bibs it is 1.2 million/month or 2.4/month or 3 to 6 months total to process our data!

We can keep pace with loading updated MARC data, but waiting 6 months is a big deal

Need to keep 1 day a week for all other load activity in Orbis

Loading OCLC Numbers back into Orbis Run a keyword regen once a week—even

though keyword index not being updated

Program to extract and update MARC records can process 80K records in 15 minutes

Bulk import run no-key takes 2 hours to load 80K records

Minimize the loss of any staff changes

Handling Errors

Reports from OCLC with no match records (validation errors)

Correcting anything in OCLC?

Correcting records in Voyager then re-submitting post-reclamation?

See handouts!

Processing a “Gap” File

Suspended weekly exports to OCLC 9/5/2010

Extracted a version of the bib record between 9/8/10 and 9/10/2010

Identify and extract all changes and new records from 9/8/10, that have an 079|a and the last operator in History is not OCLCRECON

Send to OCLC as another one-off project

What Staff Will Do During Reconciliation

No processing of holdings in OCLC

ILL OK

Will not create IR records so as not to affect matching

Work in Orbis as normal otherwise

Modifications Needed to Resume

Weekly Exports to OCLC

Two file streams needed-one for archival materials and one for everything else

PCC records will be split off once at OCLC

YUM records split off once at OCLC

New process/program created

Lessons Learned So Far

Consistent application of standards across cataloging units (Suppressed, Suppressed!!!, In Process records, etc.)

What is your database of record?

How much time to spend on fixing records so they can be sent?

Maintenance of the control numbers long term

Questions?

Thank you!

melissa.wisner@yale.edu