William Paterson University

Procedures for batch editing and uploading of VLCC records using MarcEdit

(Adapted by procedures created at Montclair University by Mark Sandford, William Paterson University.  Last update - April 17, 2008)

Overview:  VLCC procedures require the addition of a 541 field with the holding institution's OCLC symbol in the subfield a and an HLD field, which in the batch process is added by Auto-Graphics.

Because Voyager does not include an easy way to batch edit MARC records, WPU uses the MarcEdit application available here: http://oregonstate.edu/~reeset/marcedit/html/index.php

Notes: These procedures assume a single file of MARC records extracted from the local catalog.

            MarcEdit automatically recognizes the .mrc file extension, but any file of MARC records will work, regardless of extension.

Open the MarcEdit application and choose MarcBreaker. 

1. Input File is the MARC file you want to edit. 

2. MarcEdit will convert that file to an editable text version and requires a name.  This file will be given a .mrk extension, so you can use the same name as the input file.

3. Click on Execute

4. Then click on Edit Records

A new window will open, displaying the MARC records in a readable format.  Press the F7 Key, or go to Tools > Add/Delete Field.

1. Enter 541 in the Field box

2. Enter "\\$anjp" without quotes, in the Field Data box.  The two slashes are placeholders for blank indictators, the "$a" signify subfield a.  The "njp" is WPU's OCLC symbol.  Other institutions should substitute their own.

3. Default settings are okay-Match Case and Insert Before should be checked, the rest unchecked.

4. Click "Add Field"

A popup box will tell you how many records were modified.  Close the Add/Delete Fields window.  In the Editor window, click on the icon for Compile Records, or go to File > Compile File into MARC. 

Choose a new file name for the modified .mrc file.

 The file can now be sent via FTP to Auto-Graphics for loading into their system:

E-mail Ramiro Castillo (rcr@auto-graphics.com) to let him know how many records to expect and to set the HDL field to VLCC.

FTP the records to Auto-Graphics.  VLCC members should have the username and password.

Ramiro will not load any records that are duplicates.  He will notify the sender of which records are dups.  Records already part of the VLCC should have their 541 updated by the holding institution using AGent.

Spot check the JerseyCat catalog to ensure batched records have loaded properly.  Batch loads are processed overnight.