Scope: Procedure for handling batch creation or editing of MARC records of Digitization-related assets slated for delivery to support their management in the Catalog.
Contact:Jasmine Burns Jenn Colt
Unit: Batch Processing, Cataloging, Metadata Services, DCAPS
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Date of next review: February 20192024
Please note that this procedure has been revised extensively as of May 2018, therefore previous references to the procedure may no longer apply.
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These are the three cases in which DCAPS initiates a Batch process
1.
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Creation of bib records to provide access point for digitized assets
Participants: user-0b855Jenn Colt, Batch staff
Scenario: Creation of eBIBs for digitized items in delivery systems. eBIBs will only be created if the following criteria is met:
- Items are individually cataloged (not items where the only representation in the catalog is at the collection-level)
- Access with a URL will be provided (only create eBIBs at the time of provisioning for access)
Input: spreadsheet of BIBs existing analog bibids with Delivery URLs
Output: eBIBs are created
- DCAPS emails user-0b855 a Jenn Colt a spreadsheet of BIBs bib records and URLs
- user-0b855 passes Jenn Colt passes along to appropriate Batch Processing representative
- Batch processing creates eBIBs bib records for the digitized materials and notifies user-0b855 when Jenn Colt when they are complete
2.
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Identification in the catalog of bibliographic works that have been digitized
Participants: DCAPS Project Manager, user-0b855Jenn Colt, Batch representative
Scenario: DCAPS has digitized items and would like the catalog record for the analog item to note that these items have been digitized (single items). There is likely may or may not to be an eBIB for these items because we do not catalog this type of access point (i.e. Hathi Trust), or the item is not in a delivery systema bibliographic record for the digital item, this code is simply to note that the analog item was digitized. Placed on the bibliographic record, this note does not presume to provide any information about which specific holdings were digitized or whether the work was digitized in whole or in part.
Input: spreadsheet of BIBs FOLIO instance UUIDs and the date that the items were digitized
Output: BIBs Bib records get 899 code (INSERT CODE HERE)
- DCAPS emails spreadsheet of BIBs to user-0b855FOLIO instance UUIDs to Jenn Colt to hand over to Batch representative
- Batch places 899 code (INSERT CODE HERE) on the BIB records with a subfield $d for date
- Batch notifies user-0b855 Jenn Colt which 899 code was used
3.
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Identification in the catalog of items that belong to a digital collection
Participants: DCAPS Project Manager, user-0b855Jenn Colt, Batch representative
Scenario: DCAPS has a group of records that belong to a single digital collection and would like the catalog records to note that they belong to that collection
- if representation of these items exists somewhere as a collection (i.e. finding aid, catalog record, etc.), this will be the likely scenario
- it is strongly preferred that all items from a collection are sent at the same time, please email user-0b855Jenn Colt prior to the request if this is not possible and must be sent in batchesDCAPS will work with the curator to decide whether to group these items on the eBIB or the BIB record
Input: spreadsheet of BIBs
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- DCAPS emails spreadsheet of BIBs to user-0b855FOLIO instance UUIDs to Jenn Colt to hand over to Batch representative
- Batch places an 899 code on the records
see LTS Procedure xxx for the creation of 899 codes (does not yet exist, should include up-to-date list of 899 codes with a way for DCAPS to access the list) - Batch notifies user-0b855Jenn Colt which 899 code was used
PostScript: Linking the Digital Asset Bib Record to the Physical/Analog Asset Bib Record
When deriving digital asset Catalog records from physical or analog asset Catalog records, we want to indicate the derivative relationship between the two resources.
- a special 035 field is generated by Batch that links the derived, digital asset bibliographic record to the physical/analog bibliographic record (documentation for this?)
- 776 0 8 $i Print version | Online version $w (VoyagerFOLIO) bibidnum
- 899 ind1 = 0 $a 899code
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