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4.6. MARC Batch Edit

Last Updated 09/23/2024

How to Batch Edit Bibliographic Records

This function is used to batch edit MARC records, such as adding a field, removing a field, or changing the contents of a field.

You can use this function to batch modify records in buckets.

What MARC Batch Edit Can and Cannot Do

MARC Batch Edit is a powerful tool, but it also has some limitations.  This tool can do the following tasks to a group of MARC records:

1. Remove all instances of a specific tag (e.g. remove all =992 tags)
2. Remove all instances of a specific tag if a particular subfield has a particular values (e.g. remove all =650 fields in which the subfield $2 is fast)
3. Remove all instances of a specific subfield (e.g. remove all =245$h)
4. Remove all instances of a specific set of subfields
5. Add a field
6. Add a subfield to an existing field
7. Replace data in a specific field or subfield

This tool cannot do more advanced tasks, such as:

1. Swapping data from one field to another
2. Deduplicating MARC records
3. Complex logic based on existing data

For more complex batch editing of MARC records, it is recommended that you use MarcEdit instead.

Setting Up a Batch Edit Session

To access MARC Batch Edit, select it from the Cataloging dropdown menu:

The MARC Batch Edit screen will display:

Record Source

This includes options to batch edit identifying MARC records in a record bucket, CSV file, or by record ID.

Go! (button)

This button runs the action defined by the rule template(s).

Action (Rule Type)

Replace:  Replaces the value in a MARC field for a batch of records.

Delete:  Removes a MARC field and its contents from the batch of records.

Add:  Use this to add a field and its contents to a batch of records.

Other Template Fields

MARC Tag:  This is used to identify the field for adding, replacing, or deleting.

Subfields (optional):  Indicates which subfield is being edited.

MARC Data:  Use this to indicate the data to add or used in replacing the existing data.

Advanced Matching Restrictions (Optional)

You should never have to use these fields.  In fact, we strongly recommend you use MarcEdit instead should you need this level of complexity when batch editing MARC records.

Remove This Merge Rule

Click this button if you wish to delete a merge rule you have created.  You should only need to do this if you have created multiple merge rules, but we would recommend you stick with a single merge rule in the first place rather than attempting to apply several at once.

Add a New Merge Rule

Click this button if you wish to add an additional merge rule for this session.  However, as stated above, it is recommended that you only stick to one merge rule at a time.

Running a Template to Add, Delete, or Replace MARC Data

1. Click Cataloging → MARC Batch Edit
2. Select Record Source
3. Select the appropriate bucket, load the CSV file, or enter the record ID, depending on Record Source selected

   • Note that you can only enter one record ID at a time.  Even if you enter multiple record ID’s, only the first record will be impacted by the edit.  The other records will not be touched.

4. Select the Action Rule
5. Enter the MARC Tag with no indicators (e.g. 245)
6. Enter the subfields with no spaces.  Subfields are optional.  Multiple subfields can be entered such as auz.
7. Enter the MARC Data which is the value in the fields
8. Click Go!
9. Results page will display indicating the number of records successfully edited

Example Add Merge Rules

The above example demonstrates adding =250 \\$aLarge print edition. to several records in a bucket.  The "Merge Template Preview" box shows you what the information will look like in the record.

The above example demonstrates adding =250 \\$aFull screen edition. to several records that were selected using a CSV file.

Example Delete Merge Rule

The above example demonstrates deleting field =250 from a record selected using its record ID.

Note:  If there is only one subfield in the field (MARC Tag) you enter to be deleted, you do not need to include the subfield (or subfields, if there are multiple, and you want to delete all of them).  If you do include the subfield (or all subfields), the process will hang indefinitely.  However, if there are multiple subfields, and you only want to delete one of them, enter the subfield in the Subfields (optional) field.

Example Replace Merge Rule

The above example demonstrates replacing the existing =100 field in several records in a bucket with a new =100 \\$aPatterson, James,$d1947- field, subfields, and data.