Cataloging & Serials: General

Using MarcEdit to Edit Large Numbers of Bib Records

See also: Bulk Import, PreBulk

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MarcEdit 4.1 is a freely available shareware program that can be used to do editing of bib records in large batches before the records are loaded into Voyager. Among other things, it can be used to delete MARC fields and add MARC fields. For example, if a series statement needs to be added or deleted to each record in a file, MarcEdit can do this quickly and easily. MarcEdit can also be used to break up large files of bib records into smaller files for the bulkimport process. This procedure outlines the basics in using the program to do batch editing. For more detailed instructions, see the Help screens within the program.

Using the MarcEdit program to edit a group of bib records requires three steps: "breaking" the file of MARC records into a text file, making changes to the text file, and then "making" the file back into MARC format.

For more information about the MarcEdit program, or to download the program, see the MarcEdit home page

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1. "Break" the file of MARC records into a text file
1. Under Applications, choose MarcBreaker
2. Under Input File, type in the name of the file to be "broken." (or choose File, Open, then select the correct file).
3. Under Output File, type in the name of the destination file for the "broken file" (or choose File, Open, then select the correct file). Note: this should be a different file name than the input file, otherwise the input file will be replaced by the output file.
4. Click Break It!
5. When the file is finished processing, the number of records processed appears under Results.


2. Edit the file

General information for editing

• MarcEdit uses the "$" character for a subfield delimiter
• There should be no spaces between the subfield delimiter code and the text of the subfield


1. From the main screen, choose MarcEditor
2. Open the file to be worked on (File, Open).
3. Do whatever editing is necessary to the file.

• To add a field to each bib record - Choose Tools, Add Field. This will display a box with several tabs, with the "Add/Remove Fields" tab open. Under "Select Field", type the field number (or select from pull down list). Under "Field Data" type the contents of the field. If an indicator is needed (the indicators aren't both blank), type over the appropriate slash before the $a. Click on Add Field button. Repeat as needed to add additional fields.


Example




• To delete a field from each bib record - Choose Tools, Delete Field. This will display a box with several tabs, with the "Add/Remove Fields" tab open. Under "Select Field", type the field number of the field that is to be removed. Warning: this will delete all fields with that field number from all records! After the field number has been entered, click the Delete Field button.

4. Save the file (choose File, Save as).
5. Close the window. This will take you back to the main menu.
   
   
3. Reformat the file as MARC
1. Under Applications, choose MarcMaker.
2. Under Input File, type in the name of the file to be reformated into MARC (or choose File, Open, then select the correct file). This will be the file that was saved under step 2.
3. Under Output File, type in the name of the destination file for the "broken file" (or choose File, Open, then select the correct file). Note: this should be a different file name than the input file, otherwise the input file will be replaced by the output file.
4. Click Make Record.
5. When the file is finished processing, the number of records processed appears under Results.
6. The file should now be ready to load into Voyager, using either bulkimport or using the import function in Cataloging or Acquisitions.