Marmot Authority Process
- Lloyd Chittenden
Marmot uses Marcive authority service to maintain authorized headings in our databases.
Database backfile
At the start of authority service with Marcive we sent them a copy of our entire database of MARC records. This is called the backfile.
New record processing
New records are sent to Marcive at the beginning of each month for each database. These new records are added to the backfile, so they have a complete copy of our databases.
When we send them new records, they send back copies of our records with any updates or changes they make to the records. These changes are loaded into our database.
Sending records to Marcive
MLN1 Criteria
MLN1 Bib records are sent to Marcive if all of these are true:
Bib has a linked item, order, or checkin record
MAT TYPE is not v, q, or -
SPEC’L USE is not x
Bib does not have “no a.c.” in a 958
CAT DATE is within the previous month
MLN2 Criteria
MLN2 Bib records are sent to Marcive if all of these are true:
Location must be between bd and md
This excludes Boulder Carnegie and something called Superior Locker Pickup
Bib has linked item, order or checkin record
BCODE3 is not w
Bib does not have “no a.c.” in a 958 field
CAT DATE within the previous month
Comprehensive Update
On a regular basis Marcive will send us records with updates to headings, such as changes to names or subject terms. Both MLN1 and MLN2 get a comprehensive updates quarterly.
Each database user group has made different decisions about what changes they want Marcive to make.
This is the processing profile document for MLN1
https://marmot-support.atlassian.net/wiki/spaces/MKB/pages/1371701300
This is the processing profile document for MLN2
https://marmot-support.atlassian.net/wiki/spaces/MKB/pages/1373962401
Marcive’s guide to processing details:
Protected Fields for Marcive Bib Record Loading
https://marmot-support.atlassian.net/wiki/spaces/MKB/pages/1371799629
https://marmot-support.atlassian.net/wiki/spaces/MKB/pages/1371603047
Warnings
This process means that Marcive will store a copy of your records. Periodically they will send copies of these records back and overlay the records in our databases with updates. If you have locally changed a record in the mean time, that information may be lost when the Marcive version of the record overlays the record in our database.
The way to avoid this is to send Marcive a new copy of a record if you update it locally. You can do this by updating the CAT DATE. Records with a new CAT DATE will be sent to Marcive again in the next monthly update. Then the new record will be what comes back with updates.
Using “No A.C.” in a 958 will prevent a record from going to Marcive. However, that will have no effect if the record is already in the Marcive database. That record will continue to be overlaid with updates from Marcive.
If something is already at Marcive, to remove it you would have to make a copy of the record, move the attached records to the copy and delete the original. Then if the copy has “No A.C.” in a 958 that version will not go to Marcive, and the original will be deleted from Marcive as well.
However, if it is in the Marcive database, we have already paid the $0.06 for that record. We won’t save any money by removing it. You can still remove it, if you are concerned about Marcive’s changes disrupting your local record.
Log of authority actions
We keep a logs of all authority actions here:
https://docs.google.com/document/d/1jtd8gH1on88nF-3UEvPRSFPmQBO7rmJ2JoRKeFkdT8o/edit?usp=sharing
https://docs.google.com/document/d/1L-a5j2kSsUL25mT7pwLKQ6AniLNu3kv7dSmd-Fzsyb4/edit?usp=sharing
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