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These instructions document how to process a MARC record file (.mrc) that contains ebook bibliographic records that "errored out," or did not load during a batch file load. If an incoming MARC record matches an the OCLC# or ISBN for a bibliographic record already in thes system, the incoming record is rejected. After a batch load, the rejected incoming records can be exported from Sirsi as a single MARC record file, which can be edited using the MARCEdit program.

Batch Load Error File

Locate the MARC record file that contains the rejected ebook records (supplied by whoever did the batch load)

  • G:\AcqCat\eBooks -- most often the person loading the batch file will place error files on the G drive in their associated vendor file
  • email attachment -- sometimes the person loading the batch file will send the error file as an email attachment
  • If the file is sent as an email attachment, save a copy to the G drive:
    • G:\AcqCat\eBooks
    • Save the file in the appropriate vendor folder. If a folder does not exist for the vendor, create one and save the file there

Open the file in MARCEdit

If the file is in .mrc format, you will need to convert it to .mrk. MARCEdit will prompt you to do this by automatically opening the MARC Tools window:

  • Input File: file path will be wherever the file is saved on the G drive and end with .mrc
  • Output File: file path should be the same as the input file path but end with .mrk
  • Functions: MarcBreaker
  • Select Execute
    • The file will process and you will see the number of records and time it took to convert in the Results area (e.g. 2 records were processed in 0.046875 seconds.)
  • Select Edit Records
  • Save the converted .mrk file using the same file name as the original .mrc file in the same location as the original:
  • Save as type: MARC Text File (*.mrk)

Note: If the file is large, MARCEdit opts to not automatically load the complete file. A banner will appear under the toolbar with the message that a partial file is currently loaded and to "click here" to load the complete file.

Determine how many records are in your file:
  • Reports > Field Count -- look at the 245 field, this is how many records are in the file
Editing the File
  1. Beginning with the first record:
    1. Copy and paste the title from the 245 field in the MARCEdit file into Sirsi and search

If the record matches a print version:

  • In the MARCEdit file, change any print 020 ISBN fields appearing in the ebook record to |z
  • Load the ebook MARC record

If the record matches an ebook version:

  • Is the ebook on the Sirsi record from the same vendor as the MARCEdit record?
    • Yes:
      • If one of the records is an OCLC record, always prefer the OCLC record. Edit the OCLC record according to E-Book Cataloging documentation
      • Quickly scan the record and update the 856 field if needed to include both |y and |z
      • If you add a |z and the record in not provider neutral, remove any 7XX fields that represent the vendor or platform
      • If the Sirsi record is preferred:
        • Make any necessary edits to ensure record conforms to E-Book Cataloging practice
        • Delete the record from the MARCEdit file
      • If the MARCEdit record is preferred:
        • Note the title control number of the Sirsi Record
        • Replace the Sirsi record with the MARCEdit record
    • No:
      • Determine which record is better:
        • If one of the records is an OCLC record, always prefer the OCLC record. Edit the OCLC record according to E-Book Cataloging documentation
        • Provider neutral always trumps vendor-specific. Prefer provider neutral record.
        • The record with the most complete 300 field is preferred (e.g. something more than just "1 online resource.")
        • The record with a complete 856 field (contains |u, |y and |z) is preferred
        • The record with the cleanest 776 field is preferred
      • If the Sirsi record is preferred:
        • Make any necessary edits to ensure record conforms to E-Book Cataloging practice
        • Delete the record from the MARCEdit file
      • If the record in MARCEdit is preferred
        • Note the title control number of the Sirsi record
        • Copy, paste and edit (if necessary) the 856 field from the Sirsi record into the MARCEdit record
        • Replace the Sirsi record with the MARCEdit record

If the record matches a print version with the ebook attached:

  • Is the ebook on the Sirsi record from the same vendor as the MARCEdit record?
    • Yes:
      • Unmulver the print and electronic copies -- remove the 856 and all references to the online version from the print bibliographic record and delete the call number/item record for the ebook
      • Load the ebook MARC record
    • No:
      • Copy, paste and edit (if necessary) the 856 field from the Sirsi record into the MARCEdit record
      • Unmulver the print and electronic copies -- remove the 856 and all references to the online version from the bibliographic record and delete the call number/item record for the ebook
      • Load the ebook MARC record

Saving an Edited MARCEdit File

  • In MARCEdit, select File > Save As
  • Rename the file using the following convention:
  • [original file name]-Edited

  • Save as type: MARC Text File (*.mrk)
  • Save the edited file in the same location as the original

Converting the MARCEdit file from .mrk to .mrc

MARCEdit uses two file types: .mrc and .mrk

  • .mrc file types are encoded in MARC21, allowing them to be used by any system configured to accept the standard
  • .mrk file types are plain text files which allow MARC records to be eye-readable within the MARCEdit interface (and WordPad, Notepad, etc.)
  • We work with .mrk files within MARCEdit, but need to convert them into .mrc files for Sirsi (and other bibliographic utilities) to be able to make use of the MARC records
  1. In MARCEdit, select File > Compile File into MARC
  2. Use the same file established in the Saving an Edited MARCEdit File step:
  3. [original file name]-Edited

  4. Save as type: MARC files (*.mrc)
  5. Save in the same location as the edited and original files

Loading the MARCEdit file Records into Sirsi Save Folder

  • Beginning with "My Computer" navigate to the Sirsi Save folder:
    • C:\Documents and Settings\cpascal\Sirsi\Workflows\Z3950\Save
    • Note: Your path will actually show your unity username in the folder path: C:\Documents and Settings[your unity username]\Sirsi\Workflows\Z3950\Save

  • Open a second window beginning with "My Computer" and navigate the folder on the G drive containing the edited .mrc version of the file (created in Converting the MARCEdit file from .mrk to .mrc step)
  • Copy the edited, converted .mrc file from the G drive to the Sirsi\Workflows\Z3950\Save folder
Copying or Editing the OCLCxpo.frm File

In order for SmartPort to recognize and process the edited .mrc file, it needs instructions. Those instructions are contained within the OCLCxpo.frm file. We need to create a copy of OCLCxpo.frm that our newly created .mrc file can use.

  • In the Sirsi\Workflows\Z3950\Save folder, right click on the file OCLCxpo.frm file and select copy
  • Click anywhere in the window and select paste. Windows will rename the file "Copy of OCLCxpo.frm"
  • Right click on the Copy of OCLCxpo.frm file, select rename
  • Rename "Copy of OCLCxpo.frm" to match the title of your .mrc file. The file extension needs to remain .frm
    • Example:
      • .mrc file name: springer0709.mrc
      • .frm file name: springer0709.frm
  • Note: You only need to copy the OCLCxpo.frm file once. After that, you can continue to rename the resulting .frm file to match whatever .mrc file you need to load.
  • You should now have two files in the Save folder C:\Documents and Settings[your unity username]\Sirsi\Workflows\Z3950\Save:

    • [file name].mrc

    • [file name].frm

Loading MARCEdit Records into Sirsi

Since many of the records in the MARCEdit file match on ISBN (or other fields), we need to alter the SmartPort settings to force the system to accept mulitple records with matching ISBN (or other) fields:

  • For eBook Call Number/Item Record settings, please see: E-Book Cataloging
  • Right click on SmartPort and select Properties
    • Under Bibliographic Record Load Options select:
      • Match and load, Match on title control number
      • Title control number source: remove "opil" (OCLC# 001, 035; ISBN 020; LCCN 010) and replace with LCCN 001
      • Call sources:  LC,050,,N/LC,090,,N
      • Library: ONLINE
      • Format: MARC
      • Remove subject headings: 653
  1. Open SmartPort
  2. Select the "Saved Files" icon in the top left corner of the SmartPort: Connect to Databases window
  3. Find the MARCEdit .mrc file you loaded into the Sirsi save file and highlight it, select "View"
  4. Work through the MARCEdit file record by record, either forcing entry of the record into the system or overlaying existing ebook records as needed
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