--> Getting the Trello Link from Metadata Request Sheet
--> Download the original data (an Excel) from the Trello card to your desktop/local computer
--> Organize IDs for exporting from Alma
Alma accepts both OCLC number and MMS ID.
Please note not all rows in the original data will be included in the process. For ones that are marked as in UFDC, won’t need to be included in the following excel.
When pulling the data, use Print OCLC. Only Print records hold values in 690 that record the discipline information. (details see the test in AlmaOCLCTest.xlsx where the first five records are Electronic and the latter five are Print )
Please also note Alma re-orders the rows when generating the export. If needed, sort both the original and Alma export by Title to ease the process of comparing the export and the original data.
As well, Alma's exports don't hold OCLC numbers regardless which identifier used to create the export.
When using OCLC number to produce Alma exports:
When using MMS ID,
--> Convert Alma Exports, MARC file to csv in MarcEdit and then clean up and reorganize the data in OpenRefine. (Map used to select marc data in MarcEdit and OpenRefine scripts are downloadable at the end of the guide.)
--> Cleanup and reorganize further in Excel
| Original Headers | Rename to |
|---|---|
| 001 | IDENTIFIER |
| Add Column | IDENTIFIER TYPE, value use "Print MMS ID" |
| Add Column | LANGUAGE, value use language of manuscript, capitalize, do not abbreviate |
| 100$a | CREATOR |
| 245$a and $b | TITLE, concatenate when $b is present |
| 245$c | NOTE |
| 260$c | YEAR |
| 264$a | PLACE OF PUBLICATION, value use "[Gainesville, Fla. ]" |
| 264$b | PUBLISHER |
| 300$a and 300$b | PHYSICAL DESCRIPTION, concatenate $a $b, trim, normalize if needed |
| 300$b | PUBLISHER |
| 310$a, 362$a, 490$a, | NOTE |
| 500,502,504, 505, 507, 515$a, 520$a, 540$a, 546, 580 | NOTE (502, 504, Thesis and Dissertation Only) |
|
All remaining 600$a, 610$a, 611$a, 630$a, 650$a, 651$a and 653$a |
SUBJECT KEYWORD |
| All 655$a | GENRE |
| All 690 | SUBJECT KEYWORD |
| All 700 | CREATOR, use "Text to column" and split with "Fixed width" to have $e data on its individual column and name it CREATOR ROLE if any data come with $e; |
4. Add GENRE: "theses" GENRE AUTHORITY "aat" for all theses and dissertations.
The image below shows the scope of "theses".
For other terminal projects, like voice recitals, multi-file project plans etc and supplementary materials, we will use other Genre terms (TBD).
5. Add columns for the following fields and populate the values
MATERIAL TYPE, AGGREGATION CODE, RIGHTS, SOURCE INSTITUTION STATEMENT, HOLDING LOCATION STATEMENT, SOURCE INSTITUTION CODE, HOLDING LOCATION CODE, NOTES
MATERIAL TYPE: Book
AGGREGATION CODE: ufir, ufetd
SOURCE INSTITUTION STATEMENT: University of Florida
SOURCE INSTITUTION CODE: UF
HOLDING LOCATION STATEMENT: University of Florida
SOURCE INSTITUTION CODE: UF
|
