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Periodical Dedupe: Home

Updated March 2024 by Armaan Kalkat

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INTRODUCTION

The purpose of this project is to clean up metadata for periodicals in UFDC by removing duplicate instances of the word “periodical” in the record. These duplicates appear because the previous method for ingesting records into UFDC would lead Sobek, the content management system for UFDC, to duplicate the genre in the subject keywords. This situation is made worse by the LCSH system for subject headings which combines keywords into a long string, meaning that “Periodicals” will often be included in an already-long string of subject keywords, which makes records look messier and impacts the effectiveness of facet search. This LibGuide is primarily intended as an internal document for metadata staff working with the UFDC but is also available publicly to increase transparency of our workflows and activities.

SUMMARY OF STEPS

  • Identify periodicals that need editing from pre-generated list
  • Use TinyTask or manual editing to remove duplicate instances of "periodical" in each item's metadata
  • Ensure that "periodical" is listed in the genre field with the authority "marcgt"

For more detailed information, click "Steps" in the above menu.

METHODS USED

  • Step 1: Make sure you are logged into legacy UFDC
  • Step 2: From the URL list of titles that need to be edited, Ctrl+Click the link of the title you will be working with.
  • Step 3: In the grey box at the top of the page, click the first ID (BIBID), highlighted in the below image. This will open the main page from which you can see all items in the title.

  • Step 4: Using Ctrl + Click, open the items that you want to work with. I highly recommend doing this in manageable batches, especially to start (around 20 to 30 records at a time). If the periodical is already organized into divisions like years or months, it can be helpful to open them following those divisions to help you keep track of which records you have edited. A drawback to this method is that you may have to count how many tabs you opened to know how many loops are needed on your TinyTask. Alternatively, you can open a set number of records but you will have to keep track of where in the list you stopped. 
  • Step 5: If editing records manually, click on “Edit metadata” (highlighted below) in the toolbar on the top, then click “Subjects and Notes” in the blue tabs which appear. Repeat this step for each item in your current batch. You can also automate this using a TinyTask macro.
    • TIP: Use Ctrl + Tab to move one tab forward in Chrome and Ctrl  + Shift + Tab to move one tab backward to quickly move between items.

  • Step 6: Assess what changes need to be made to the subjects and genre terms. You can use ctrl + F and search for “periodical” to automatically highlight areas where it appears. Your goal is to make sure that “periodical” does not appear anywhere in the subject keywords and that it only appears once in the genre terms with the authority “marcgt”. In the below example, you can see three instances of "Periodicals" in the subject keywords and one with the authority "marc" instead of "marcgt". These should all be removed and the authority for the final instance changed. DO NOT click “Save” until you are confident in your changes. If you make a mistake, you can always click “Cancel” on the editing window to reset the metadata for the record. Once you are sure of your edits, click “Save.” Repeat this step for each item in your batch.
    • I like to look through the records I have open to see if all can have the same edits applied to them. If so, I record a TinyTask macro to make those edits and set the playback loops to as many records as there are in that batch. Sometimes, certain items within a title will need different edits, in which case I separate those into a different batch or do the edits manually if it is a small number.
    • NOTE: There may be occurrences where “periodicals” should not be removed, which is the case if the actual subject of the item is periodicals rather than the genre (i.e. the item is about periodicals), but this is rare.
    • NOTE: DO NOT forget to click “save” and wait for the description page to load before closing the records, or none of your edits will apply and you will have to repeat them!

 

  • Step 7: You can double-check your work by searching again for “periodical” on the Description page which automatically opens on UFDC after saving metadata. If you did your edits correctly, there should only be one instance on the page and the authority should be “marcgt.”
  • Step 8: Close the items in the current batch (you can right click on the tab with your full item list and click “Close tabs to the right” to do this quickly). Open your new batch of items and repeat steps 5 through 8 until you have completed all items in that title.
  • Step 9: Refresh the link with the list of all titles that need to be edited and check if your title has disappeared. You may have to go further in the search results to find it, it is alphabetically organized. Sometimes it can take a few minutes to update this list. If you have refreshed and waited more than ten minutes and your title is still displaying, you may have missed a record. You can use new UFDC to search for which item you missed, but you may have to wait until the following day to allow the systems to synchronize. If this happens, click the next tab on the guide entitled "Troubleshooting."

If the title is still showing up in the list:

Before beginning this process, wait at least one day to ensure that new UFDC is reflecting the edits you made in the legacy site. 

  • Open new UFDC. Use the BIBID of the periodical you are checking to pull it up.
    • We have to use new UFDC for this as old UFDC doesn’t have a feature to search within a periodical.
  • Click on “All Volumes” in the black bar.
  • Click the blue button “Other Search Options” and click “Advanced Search” from the drop-down.
  • Enter “periodicals” as your search term and set the search type to “Subject.” This will allow you to pinpoint which VID (issue) of the periodical you may have missed as it still has “periodicals” in its subject keywords.
  • The search should show you which issues still need to be edited, and you can then use the VID(s) to make the necessary edits on legacy UFDC.

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