Serials Solutions and Marc-it

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Serials Solutions Monthly loads

Statement of the project

Five SUL institutions (FAMU, FGCU, FIU, FSU and UF) use the subscription service from the vendor Serials Solutions to identify MARC records that are relevant to their e-journal holdings managed via the Serials Solutions database. USF uses a similar subscription service from ExLibris called MARCit!, which is managed from the SFX database.

Prior to the Shared Bib project, each institution received and processed their own records into their own unique bib file. Each institution processed three files per month, one file each of new, changed, and delete records. Post shared bib, we are working on establishing a centralized loading process. Each institution’s specific ownership of a title will be reflected in holdings records, one per institution. URLS will also be updated for each institution.

Additional cleanup is currently in process to compensate for non-USF print serial records which erroneously merged with a MARCit! e-journal record during the shared bib process.

Clearing the backlog: FLVC-G is requesting that each Serials Solutions Link 360 subscriber acquire a fresh full file of MARC records. Each individual file will reflect the current subscriptions for each SUL. FLVC-G will load these files, adding a holding with the appropriate codes, an 856 with the correct ezproxy string and (this part is new) an item record. The purpose of the item record is for the ongoing management of these records. There is an Aleph process that will easily delete items and holdings based on the presence of an item (item-11).

USF is already planning to acquire a full file of MARCit! records. We will also load the MARCit! records with item records. (These two projects are happening in parallel, although the cleanup for the existing MARCit! Records is more extensive).

Next steps

1) Each institution acquires ASAP a full file to replace all of your current Serials Solutions Link 360 MARC records. (We understand that these can be acquired at no additional financial cost to the institution. Let us know if you hear any differently from Serials Solutions). Status: files have been received by FIU, FGCU, UF, and FAMU. FSU's is in process. Thanks for the quick action.

2) FLVC creates a plan for managing the clearing of the backlog and the handling of the next months files. Status: initial plan done, will be fleshed out as we move forward.

3) Get feedback from Shared Bib. Status: present plan in Oct. 22nd call

4) Create Genload profiles for the backlog file. Status: in process

5) Workflow:

  • identify the total set of legacy records loaded into Aleph based on the presence of an 035, split the set into two parts:
    • Set A will be records that:
      • have another SUL holdings, or
      • have print holdings for one of the 5 participating SULs, or
      • have non-Serials Solutions electronic holdings for one of the 5 participating SULs
    • Set B will be records that:
      • have only SerSol eholdings for only the 5 participating SULs
      • these may or may not have orders attached
  • For Set A:
    • Global change to take Sersol number in the 035 out, take off Serials Solutions 856s for 5 participating SULs and remove holdings
  • For Set B:
    • Set up p_manage_33 to not delete bibs. if any order is attached
    • Run p_manage_33 against this Set B to delete bibs. and holdings.
  • Subset of Set B that is left are SerSol Bibs with orders
    • Add special STA to identify these
  • Load 1st File (FIU?)
    • match on SerSol number only
    • if matches replace the bib
      • (this takes off any other SUL's 856s and leaves FIU's 856(s) only
      • and this takes off the special STA, so all remaining with that STA were not touched and can be deleted
      • update holding
      • add item
    • if doesn't match
      • load new record
      • create holding and item
  • Suppress any holding that still has special STA
  • Load 2nd-5th files
    • if matches do not replace bib file, add 856
      • create holding and item
    • if does not match
      • load new record
      • create holding and item

6) Do process in test and ask SULs to review.

7) After go ahead, do in production.

8) Work on plan for next month's load, adjust Genload profiles.

9) FLVC-G will load the next month’s new, changed and delete files for each institution. There will then be a transition to having the ongoing loads handled by the FLVC-T as part of their ongoing operation.

  • Combine expertise between Gainesville and Tallahassee staff
    • establish infrastructure for FLVC-T to work online in current FLVC-G environment
    • analyze and document each SUL process for the new, changed and deleted records (FLVC-G)
    • adapt load process into centralized scripted process on Gainesville servers (FLVC-T)
    • automate monthly file retrieval
    • automate load process

Serials Solutions Timeline

  • Complete reload of SerSol records all five SUL institutions (FAMU, FGCU, FIU, FSU and UF)- 1/9/13 DONE
  • Monthly loads for November (FAMU, FGCU, FIU, FSU and UF) - 1/25/13 DONE
  • Monthly loads for December (FAMU, FGCU, FIU, FSU and UF) - 2/11/13 DONE
  • Monthly loads for January (FAMU, FGCU, FIU, FSU and UF) - 2/13/13 DONE
  • Monthly loads for February (FAMU,FGCU,FIU, FSU and UF) - DONE
  • FLVC-G will continue with monthly loads with GenLoad until FLVC-T staff ready to begin scripting
  • SerSol ebook records: analysis and specs - 3/31/13
  • SerSol ebook records: master file loaded - 4/30/13
  • SerSol ebook records: master file "clean-up" - 5/10/13
  • SerSol ebook records: monthly files loaded - 5/17/13

Note on timing: the SerSol ebook records will start loading before the clean-up for the MARCit! ejournals has completed. When the MARCit! ejournals are ready to load, the ebooks load will be on hold for 2-3 days while the MARCit! ejournal records load.

  • FLVC-G will continue with monthly loads with GenLoad until scripting is complete

USF MARCit! Clean-up and Load


The University of South Florida subscribes to the MARCIT! Service from ExLibris which supplies bibliographic records (MARC records) for electronic journals based on the detailed information contained within the SFX database. During the Shared Bib merging of records, USF MARCIT records which contained OCLC numbers were incorrectly merged with print records for other institutions.

Two major problem areas which need to be addressed:

  1. Major integrity issues for the non-SUL print journal holdings now erroneously on the USF e-record
  2. Restore the ability for USF’s ongoing update of their e-journal records via the MARCIT process.

Overview of Process

  • identify / analyze groups of records for processing:
    • records which have only USF holdings and no orders attached
    • records which have USF AND other SUL holdings attached
      • exceptions (if any)
    • Begin processing records:
      • using the global change processes to remove the MARCIT specific information from the records identified as appropriate
      • delete records as appropriate
    • Load a fresh copy of USF e-journal records identified via MARCIT!
      • automate the process of identifying records and retrieving file (done-waiting for records to test process)
      • ensure new load process are correct
      • ongoing process to update as USF schedules
    • work with the SUL to identify ways to programmatically improve records which were merged erroneously.

MarcIt Timeline

  • Cleanup, analysis, planning information available on wiki - active
  • Test loads complete - 3/25/13
  • Loaded in Production - 4/22/13
  • Analyize workable solutions for 10,990 records "remaining" with mulitple holdings (ongoing)
  • Load replacement records from OCLC for print records - 7/01/2013
  • Negotiate schedule with USF for future monthly loads - ongoing
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