Loading MARC Records from Vendors for Ebook Packages into FOLIO

Department: Cataloging Services

Procedure: Loading MARC Records from Vendors for Ebook Packages into FOLIO
Purpose: This procedure outlines the basic steps and unique information for loading MARC records from vendors for ebook packages into FOLIO. It can be adapted for batch loading other vendor records by creating data import profiles in FOLIO.
Overview: It is preferable to rely on the discovery tool for access to ebook subscription databases, variable open-access ebook collections, or large, purchased ebook collections. Using discovery avoids:
a) the labor of continually downloading records as the database grows,
b) the cost of authority work, and
c) maintaining the records should ebooks be removed from the package or links change.

However, it is desirable to load records into FOLIO for smaller purchased ebook packages when the package is fixed and access is perpetual. Whether a package is considered small or large depends on whether or not the Library can afford the cost of authority work.

Note:*This document describes only the basic steps and unique codes. It is not meant to be a step-by-step description of using MARCEdit or for downloading batch records into FOLIO.*

Required Knowledge/Skills: Knowledge of MARC tags, MARCEdit, FOLIO data import, FOLIO data import settings for profile creation
Equipment/Supplies: PC loaded with current version MARCEdit. (MARCEdit can be downloaded for free from http://marcedit.reeset.net/ . There are a number of MARCEdit tutorials linked from this web site.) And access to the internet to access FOLIO.

PROCEDURE

Using MARCEdit to prepare the records for FOLIO

1. Download the file of MARC records from the vendor to your PC desktop.
2. Open MARCEdit to MARC tools. Use the MARC “breaker” feature to convert the MARC (.mrc) file to a mnemonic MARC file (.mrk). If you save the *.mrk file to your desktop. The icon will be different color than the *.mrc file.
3. Standardize the 035 field by removing the parenthetical (i.e. (OCoLC))
4. In the 856 change $3 to $y.
5. Add the proxy URL (https://ezproxy.valpo.edu/login?url= ) to the 856$u field before the vendor’s URL. (Suggestion: Replace https: with https://ezproxy.valpo.edu/login?url=https: )
6. Compile the records to convert them back to the *.mrc format.
7. Save the file when you exit MARCEdit.

Loading the records into FOLIO

1. Open FOLIO and navigate to the “Data Import” app.
2. Upload the edited .mrc file into the upload box on the left hand of page.
3. Select the desired data import profile (this is usually named with the vendor’s name).
4. The files will automatically populate with the correct material type, statistic type, and desired notes in the bibliographic record. Check the report when it has finished running to ensure there are not any errors.
5. If there is not currently a data import profile for the vendor, please contact the Coordinator of Technical Services to have a profile created.