Marcive Processing (TOCs, 954s, etc.)

TOC processing:

As of Sept. 1, 2000, all libraries except Law and Biomedical are receiving table of contents from Marcive in addition to the authorities processing that Marcive supplies for all libraries. (Effective August, 2002 Music materials are no longer receiving TOC.)

Records are sent to Marcive in the following manner:

1. Records are harvested and sent to Marcive daily based on the following criteria:
   1. a date created of the previous day and
   2. the presence of a 994 field with a value of either Z0, E0, or 92
2. Promptcat files for BNA and YBP firm orders placed on Collection Manager and GOBI
3. Harrassowitz approval records (effective 8/2005) are selected from Acorn that have 1) a date created of the previous day and 2)the presence of an 001 with an "har" number.

Step A above captures the records brought in manually from Smartport (Z0) or Export (E0), and the YBP and BNA approval records from Promptcat (92). The reason for retrieving Promptcat approval records from Acorn is to ensure that the records have a match point which will be used to overlay the enriched records that return from Marcive. The Promptcat records in step B already have an Acorn match point which was supplied by the vendor at the time of placing the order.

The match point is the Title Control number, also known as the flex key, the Acorn record number, or the control number.

Records are sent to Marcive at 1:30 am Monday-Friday. Records for Friday and Saturday are sent on Monday am. No records are currently being sent for Sunday because Sunday is reserved for GPO tapeloads, which are already processed by Marcive separately for authority maintenance and we do not want TOC for these.

Records return from Marcive within 24-48 hours. The records for Friday and Saturday generally return by Tuesday.

In order to receive TOC for material such as Series Standing Orders, or anything that is added as a new record to Acorn, the following steps should be taken:

1. Make sure that the Title control number is the same at the time of harvesting (1:30 am) and overlay of the enriched record from Marcive. If you bring the record in during the day and get back to it on the same day, you can change the title control number to the Acorn supplied one. If you bring the record in and do not get back to it by the end of the day, leave the title control key as is (usually with the OCLC number following a small "o").
2. Leave the Date Cataloged as NEVER.
3. Wait an appropriate amount of days before finishing the record. For records brought in Monday-Wednesday, waiting 48 hours should be sufficient. Thursday records should be ready by Monday. For records brought in Friday-Saturday, you may want to wait until the following Wednesday.

Adding 954 field to capture authority records:

The 954 field is a locally defined field that cataloging and authorities staff can add to a record in order to identify a bibliographic record to be sent to Marcive for authority matching.

Records that contain a 954 field are selected by a programming script once a month to create a file of bibliographic records. This file is sent to Marcive for processing. Marcive returns matching authority records for headings on those bib records.

We also utilize Marcive's NewMatch service. Beginning with December 2001, Marcive is keeping a file of our headings which do not match an authority record. If an authority record is later created that matches the heading in this history file, the authority record will be delivered on a monthly basis.
When to use the 954 field:
· When adding a heading to a bibliographic record and the heading has no matching authority record in Acorn, but does have a matching authority record on OCLC.
· When correcting a heading on a bibliographic record and the corrected heading matches a heading on OCLC, but not on Acorn.
· When you create an authority record on OCLC with a different form than was on the original bibliographic record.
When NOT to use the 954 field:
· If you create an authority record with the same form as was on the original bib, do not add the 954.
· If the original form of heading matches a cross reference on your authority record, do not add 954.
· If a heading on a newly added bibliographic record remains unauthorized even though there is a matching authority record in OCLC, adding the 954 will not resolve this problem. This is usually an indication that a file of Marcive authority records has been lost or corrupted. Report this type of problem to Mary Charles Lasater.
How to format the 954 field:
Tag = 954
Indicators = blank
Data = month year. Use 2 digits for month, 4 digits for year. No space between month and year.
Examples:
For Jan. 2002, use: 954 012002
For Nov. 2002, use: 954 112002

10/14/2002 revised to note Music exclusion; mew
12/2004 to include 954 info;ae; 8/12/2005 to include Harrassowitz approval information;mew