Automating Cataloging Workflows with OCLC

and Alma APIs

Erin Grant, Head of Metadata ServicesAlex Cooper, Data Analyst

Emory University Libraries• 14,724 total FTE 2015 (53% undergrad, 47%

grad/professional)• 2 campuses: Main & Oxford• 200+ librarians and staff • 3.8M titles / 1.1M e titles / 3.5M physical volumes• 10 libraries, 6 OCLC symbols• Woodruff Library (main library)

Emory University LibrariesMigrated to Ex Libris Alma (from Ex Libris Aleph) December 2015

Metadata/Cataloging• Alma changed/still changing workflows

Core Systems• Supports all Emory libraries’ core systems, including Alma• Long history of scripting custom solutions

Emory University Libraries• The 2 apps we cover rely heavily on APIs• You might say: Along with migration, we caught “API fever”

APIs!!https://cdn.meme.am/instances/36097454.jpg

1. OCLC Delete App

The ProblemInefficient manual workflow for deleting OCLC monograph holdings

Stacks Lost/Missing Proces

s

Stacks

Withdrawn proce

ss

Stacks

deletes bib

records

Cataloging

manually

removes OCLC holding

sApp deletes OCLC holdings

(Sidebar: Alma OCLC Publishing)Alma does have the ability to publish holdings to OCLC, but:

• Our holdings need to be removed if they’re Deleted OR Withdrawn

• Time-consuming and complicated to set up?• Must use all 6 Emory OCLC symbols?• Requires a reclamation project with OCLC?• Requires bib records with embedded holdings information?

…Scripting something with APIs sounded easier and quicker

User Needs• Identify monographic records that should have OCLC holdings

removed• Produce list of corresponding OCLC numbers• Search Alma for flagged OCLC numbers (QC)• Automatically delete holdings from OCLC• Email QC report of OCLC numbers for manual resolution

Ingredients• 2 Alma Analytics reports• Withdrawn and Deleted Records

• Alma Analytics API• Alma SRU• WorldCat Metadata API

http://assets.marthastewart.com/styles/wmax-1500/d27/5064_121809_snoopdogg2_prev/ 5064_121809_snoopdogg2_prev_vx.jpg?itok=hhTZbZmo

Email Tech Services Staffoclc_delete_holdings.pyget_alma_deleted_holdings.pydelete_oclc_holdings.sh

Steps• Analytics is used to produce the list of OCLC numbers• Analytics API is used to retrieve the list of OCLC numbers• SRU is used to ensure that there are no duplicate holdings in Alma• WorldCat Metadata API is used to delete the OCLC holdings

Approach for Deleted Records• Call up Deleted monographic OCLC numbers report• Normalize OCLC numbers• Double-check for Deleted OCLC numbers in Alma• Email report of OCLC numbers still currently in Alma• Remove holdings from WorldCat

Approach for Withdrawn Records• Call up Withdrawn monographic OCLC numbers report• Required 3 Analytics reports

• Normalize OCLC numbers• Remove holdings from WorldCat

SQL Query

QC Deletes Email Report

Future Enhancements• Delete OCLC holdings for last Woodruff item deleted on a record• Analytics/SQL similar to Withdrawn process

• Use same basic concept to set OCLC monographic holdings 

2. PromptCat App

The ProblemPromptCat record loads overlaying manually cataloged bibs and inventory

PromptCat EOCR

load

PromptCat full record

load

Full bib and shelf-ready inventory

PromptCat EOCR load

Manual copy cataloging

PromptCat full record load

Local full bib & 1st

copy overwritt

en

User Needs• Extract OCLC numbers from files destined for 2nd load• Search Alma for OCLC numbers• Split original file into 2 files• Not in Alma – ok to load• Already in Alma – hand off to Cataloging

• Email files

Ingredients• Retrieve Vendor Files• Process Files• Alma SRU

https://lh4.googleusercontent.com/9q-GRYHId_Y46Btmzsil8eNlu-EZME-RmQeVkOkFT2RUdBF7eV5uB0rbxiqrxsuD-hmCGjOtmBm8pITW_iY-LwhMSwnpPyq6mmGfVzzogS-

gbArz3BBNmJ8z9ucrOmDFschjOws

Email Tech Services Staffcheck_oclcno_via_sru.pygobi.expybp_firm_receive.sh

Steps• Expect is used to automate vendor file retrieval• Bash is used to process the files and email reports• SRU is used to ensure that there are no duplicate holdings in Alma

Python for SRU

PromptCat Email Reports

Codehttps://github.com/Emory-LCS/Alma-Public/tree/master/DeleteOclcHoldings

https://github.com/Emory-LCS/Alma-Public/tree/master/PromptCatFirm

Contact Infoerin.grant@emory.edu

alexander.cooper@emory.edu

Thank you!