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ALMA to HathiTrust Metadata Instructions

Metadata Records into HathiTrust

General HathiTrust metadata submission guide https://goo.gl/FCbQBS

Step 1: Create an itemized set of physical items (NUL uses barcodes)

  • Create a spreadsheet with the header: Barcode -- format the column as text so that numeric strings do not convert to Scientific Notation.
  • Upload record set into ALMA: Admin > Manage Sets > Add set > itemized
  • Set content type = Physical items
  • Upload file, then Save
  • To see an error file: Administration > Manage Jobs > Monitor Jobs
  • Confirm count of set members matches count on spreadsheet of barcodes. Actions > Members

Step 2: Export from ALMA using a publishing profile (need correct ALMA permissions to do this)

  • ALMA menu > Resources > Publishing Profile > Add Profile
  • Profile Details
  • Select set name
  • Publishing Mode: Full
  • FTP – [your local ftp server]
  • Physical format: Binary // number of records in file: one
  • Data Enrichment
  • Add holding information > checked
    • 852 $b $c $h $i
  • Add items information > checked
    • Include item information > 955 $b (barcode) $v (description) $d (permanent location) $e (call number)
    • Run publishing profile > Actions -> Run

Step 3: Check publishing report and download file

  • Use FileZilla to download your exported file
  • [login to your local ftp server]
  • drag the file over to My Documents
  • Open with MARCEdit > MARC Tools
  • convert file to .mrk format (MARC Breaker function)

Step 4: Fields to remove/add -- Note: this could also be done with a normalization rule

  • Open the .mrk file created in MARCEdit
  • Remove 9XX fields other than the 955. (948, 949, 938, 994)
  • Remove 035 $9, ONLY 035 with OCLC should remain – also no 019 or 035 $z
  • Required elements: LDR (000), 001, 008, 035 $a (OCoLC) 040 $c, 245, 300 $a

Step 5: Record checks using MARCEdit

  • Make sure the counts of 000/001/008/035/245/955 equal the same quantity (one bib per item record)
  • Check MARCEdit MARC validation report
  • Confirm that all records have only one OCLC number
  • Validate headings – correct and establish headings as needed

Step 6: Convert final file to XML

  • In MARCEditor, compile .mrk file into MARC - File menu > Compile file into MARC. This will create .mrc file which is also UTF encoded. Close file.

  • Use MARCEdit tools to convert final file to MARC21XML

  • Click the MARC Tools Icon

  • Supply input and Output file names and make sure to select MARC->MARC21XML.

  • Execute

Step 7: Uploading to Zephir

  • [HathiTrust gives you a naming convention]

  • This naming convention also ensure sthat your files are not run through your configuration for any Google-scanned materials.

  • Use CoreFTP to upload file

  • Upload file to ftps.cdlib.org/submissions

Step 8: Send notification email to CDL

To: cdl-zphr-l@ucop.edu

file name=<file name>

file size=<file size in bytes>

record count=<number of records>

notification email=<email address to which you would like your run notification sent>

Step 9: look at error reports, etc.

Run reports for contributor's files are posted to their FTPS space, in the subdirectory ftps.cdlib.org/runreports.

You are responsible for retrieving your own error files via FTPS from ftps.cdlib.org/errfiles. Error files will remain in the FTPS location for 60 days.

Error files will be provided as MARCXML files using the file naming convention: original_file_name_error.xml

Correcting your records and re-submitting them

After correcting the errors, you may re-submit the records to ftps.cdlib.org/submissions , following the same guidelines you followed for initial record submission. Important : Because the loader script implements updates to records relying on a change in the date associated with each, it is critical that the filename used for the corrected records includes the date of re-submission and NOT the date included in the name of the file as initially submitted.

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