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MARC Records to UFDC: RTDS to UFDC

outline the steps of converting OCLC and Alma records to UF Digital Collection Records.

Steps

--> 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: 

  • use “OCLC number” as the header
  • Set the excel field type as "text" so all numbers would show. 

When using MMS ID

  • use "MMS ID" as the header as shown below. 
  • Set the excel field type as "text" so all numbers would show. 

--> 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

  1. Copy Print OCLC from the original data to the Excel, Header use OCLC 
  2. Copy the Rights Statement column from the Batch List and paste it into the ingest worksheet
  3. Delete all empty columns or columns hold meaningless numbers or punctuations
  4. Rename remaining Headers (The columns that require renaming differ from batch to batch) and add columns, details below: 
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". 

A screenshot of a web page

Description automatically generated

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 Institutional Repository

SOURCE INSTITUTION CODE: UF

HOLDING LOCATION STATEMENT: University of Florida

SOURCE INSTITUTION CODE: UF

 

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