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The following is the general process for adding bibliographic records generated by the SFX/MARCIt! service to the catalog. These are approximately half CONSER records for serials offered by the library through individual or package subscriptions where available, brief records for non-CONSER journals supplied by the SFX system, database aggregators, or open access.

• Upon request from someone in Acquisitions, Lucy deGozzaldi generates MARCIt! records using the MARCIt! Tool within the SFX Admin Center.
• Several changes are applied to the bib records through a script, in preparation for loading and management in our catalog through Aleph Services.
• The following files are created through Aleph Services/Load Records/Check Input File Against Database (manage-36):
  1. New - MARCIt! records being added to our database for the first time.
  2. Updated - MARCIt! records already existing in the Aleph database which have been revised, and need to be overlaid. (Normally the largest file we receive.)
  3. Duplicates - multiple MARCIt records in Aleph with the same SFX ID in the 035-9 field. These are now rare, as they have been “cleaned up.” If any are found, they need to be reviewed and resolved by eleres.

NOTE: Bibs earmarked for deletion will have “umzzz” in a 035-9 field. These can occur in both the new or updated files.

• After all preparatory steps are done, the files of new and updated records are loaded into the Aleph database. For the new records, items and HOL records are created (through Aleph Services manage-50, which adds the 856 to the HOL and the proper coding into the items) and the 856 removed from the bibs. For the updated records, the urls are compared and differences resolved (through downloading machine-readable data into Excel) and the 856 removed from the bibs after overlaying.

NOTE: Records with more than one 856 in their HOL, including those marked for deletion, will be reported to eleres.

• The “umzzz” records (deletes) are pulled into a list through a CCL search, and run through a test delete (Aleph Services manage-33). Lucy will generate a spreadsheet listing all bibs with ERROR reports (mostly due to attached order records), add titles and save it on the R: drive (Coll-Management)\Acquisitions\MARCIt, and send a notification to eleres. Once the ERROR bibs have been removed from the list, the rest of the umzzz bibs can be deleted without further review.
• Following Lucy's notification of MARCIt! record load to eleres, e-resources staff will note date of load on eleres Google calendar.
• E-Resources will review bibs with ERROR reports which have order records attached. Four possible scenarios with these records:
  1. Bib is being replaced with “better” record: Staff will move the order record(s) to the better bib.
  2. Bib needs to be kept for tracking payments purposes: Staff will remove the ZZZ SFX ID, add a 910$a with KEEPBIB and keep the record suppressed.
  3. SFX deactivation was in error: Staff will remove the ZZZ SFX ID and unsuppress the records (check holdings too). Reactivate in SFX.
  4. Former aggregator or vendor title now on order: Staff will remove the ZZZ ID but keep the record suppressed until activation.

• Non-SFX urls: Remove the non-SFX url UNLESS it provides additional access at a host not available as an SFX target. This should be noted in the z subfield, e.g. “UMass: Connect to this title at Woodstock for current issues”. Note that if the title exists in SFX in ANY target, a local object can be created to eliminate multiple urls, in most cases.

• In addition, if there is a subscription record attached to a record which will be deleted, we need to remove the subscription record.

• After the ERROR bibs have been reviewed, notify Lucy about whether any of these need deleting or have been deleted, and she will run a final count on MARCIt! records in our catalog, and update the eresources master spreadsheet found on W:/DEPARTMENTAL-FOLDERS/Acquisitions/Electronic resources/Statistics/eresource-load-stats.

NOTE: The process for generating bibliographic records for new e-journals is described in EJournals - Adding New Titles (MARCIt).

MARCIt Records and SFX Object Types.

• SFX object types that generate MARCIt records: Journal, Conference, Newspaper, Series, Transcript, Wire. Database? (SFX says databases do generate MARCit records but is this always true?)
• SFX object types that DO NOT generate MARCIt records. Book, CD, Dissertation, Document, Manuscript, Proceeding, Report.

— Primary contact: Christine Turner