MARCEdit

Many libraries like to use MarcEdit for modifications or data clean up. If you’d like to do this, download MarcEdit from http://marcedit.reeset.net/

Important: Many of the actions described on this page can be done in Koha using MARC modification templates, but this section is here for those who are used to MarcEdit.

Adding a prefix to call numbers

To add or replace text at the start of a call number, before importing you data into Koha:

Step	Action	Screenshot
1.	Open MarcEdit.
2.	Select MarcEditor.
3.	Select Tools > Edit Subfield Data.
4.	To add data to the start of the call number (prepend):  select 952 from the Field dropdown list enter o in the Subfield text box add the special character ^b to the Field Data text box enter the data to add to the start of the call number in the Replace with text box, for example, FIC click Replace Text Note: Koha uses 952 to record item data.
5.	To replace existing data at the start of the call number: add ^b[string to replace] to the Field Data text box, for example, ^b[FIC] enter the replacement text in the Replace with text box, for example, NFIC click Replace Text	[Screenshot required]

Importing spreadsheet data into Koha

Suppose you have records of your library in a spreadsheet data format (e.g., comma-delimited) and want to import them into Koha. But how will you do this? Koha will not let you import spreadsheet data format records directly. There is a very simple solution for you which will let you import your spreasheet data records in Koha easily. First, we will convert the spreadsheet file into a MARC file and then will import it into Koha, by following these steps. (For more information on the MARC bibliographic record format, see the Library of Congress' MARC21 Bibliographic website.)

• Converting from Excel format into .mrk format using MARCEdit by opening it and selecting Add-ins >Delimited Text Translator:

• The following window will appear; select Next:

• Browse for your spreadsheet file:

• Locate your spreadsheet file; e.g., for an Excel file, choose the format Excel File(*.xls):

• Similarly, fill all the other entries such as Output File, Excel Sheet Name and check UTF-8 Encoded (if required) and select Next:

• Now you will be prompted for mapping the spreadsheet fields to MARC fields, e.g., suppose for Field 0 (first column in our example) we map to: 022$a (Valid ISSN for the continuing resource), then we select Apply. You can customize indicators, etc.:

• Similarly map all other fields and then Click on Finish:

• A window will appear indicating that your Marc Text File(*.mrk) has been created:

• Select Close, and you will have created your MARC file, and can browse to view it. The next step is to convert the .mrk file that we have created in the above step into raw MARC format that can be directly imported into Koha. For this step, open MarcEdit and Select MARC Tools:

• Next Select MarcMaker to convert .mrk file into .mrc format:

• Locate the .mrk file that we created in the above steps, and name your output file. Then select Execute:

• When finished, it will show you the result:

• Select Close, and now we have raw MARC bibliographic records as an .mrc file. The next step is to Stage MARC Records for Import, using your created .mrc file.
  

Selecting a subset of records to edit

Several tasks require you to modify only a portion of your records based on a singular problem. Example, title indicators need to be changed based on data in the 1xx fields. Books need additional fields or notes added. The list only limited by ways you can think of a common field, subfield, or string of text.

Step	Action	Screenshot
1.	Open a .mrk in MarcEdit
2.	Select records for edit	MarcEdit = Select Records to Edit
3.	To find select records that are missing a field or subfield. Put the field and subfield in the display field. The example has 100$a.	ME=Select records for import - Import File
4.	Selecting records to edit: A ) Select “Does not match”, Use this option if you want to edit records that are missing the 100$a field. B ) Select "Invert Selections'" Use this option if you want to edit records with the 100$a.	ME = Selecting which records to edit after Import File
4B.	Click the button 'Export Selected'
5.	Now you are ready to edit the records you selected.
6.	Once you are done making all your edits to the selected records, click Save. Note: When you click save, the file will close and the records you edited will be merged with the original file.	Save this file in MarcEdit

This is not finished yet.

Selecting a subset of records to edit that are based on text in a specific field.

Several tasks require you to modify only a portion of your records based on a singular problem. Example, title indicators need to be changed based on data in the 1xx fields. Books need additional fields or notes added. The list only limited by ways you can think of a common field, subfield, or string of text. You have a string of text in the 500$a field or in multiple subfields in the 952.

Step	Action	Screenshot
1.	Open a .mrk in MarcEdit
2.	Select records for edit	MarcEdit = Select Records to Edit
3.	Chose what you want to edit. If you want to identify a string of text that is found in multiple subfields only enter the field. The example shows the 260 field and I'm looking for 1975. Sometimes I also use this feature when trying to find notes in the item subfields.	MarcEdit = 1975 in the 260 field
4.	Selecting records to edit: A ) Select “Does not match”, Skip to 4B if you want to select the records that do not include the field/subfield you entered in #3. B ) Select "Invert Selections'" If you want to select the records with something listed in the field/subfield selected in #3 you need to invert the selections after clicking 'Does not match'.	ME = Selecting which records to edit after Import File
4B.	Click the button 'Export Selected'
5.	Now you are ready to edit the records you selected.
6.	Once you are done making all your edits to the selected records, click Save. Note: When you click save, the file will close and the records you edited will be merged with the original file.	Save this file in MarcEdit

This is not finished yet.