BackStage Logo Toll-free: 800-316-BSLW
Cataloging
Reclassification
Retrospective Conversion
Scanning
Original Scripts
Marcadia®
On-site Services
Other Services
search

< Marcadia

Marcadia Automated Cataloging Service

Overview
Your Search Records
Searching for Hits in RLIN
Profiles and Selection Criteria
Merging or Retaining Local Information
Records Delivered
Electronic Reports
Using Marcadia
Begin Search Notification
Updating or Changing Your Profile
Testing Marcadia
Specifying an FTP Server
Naming Conventions
Getting Help
Ordering
Supplemental Services

^ Top

Overview

How Marcadia Works
What's Required
Frequently Used Terms

Marcadia, offered jointly by the RLG and Backstage Library Works, automates finding, evaluating, and delivering cataloging records from the RLIN bibliographic files. Based on search records you supply from your local system and the selection criteria you provide on a profile form, Marcadia selects matching records from RLIN and delivers them to you by FTP. Marcadia can merge desired local fields from your search records with the cataloged records returned and provides electronic reports of nonhit and nonmatch records. You can adjust your selection criteria to suit your needs, and you can specify the number of times Marcadia will continue to search nonhit and/or nonmatch records, eliminating the need for repeated manual searching. With Marcadia, you can:

  • Take advantage of RLG's union catalog of complete library records to select copy created by libraries that most closely reflect your own cataloging practices, as well as copy with an acceptable cataloging level, LC classification number, and non-Latin scripts.
  • Select the frequency and duration of repeated searches, to have nonhit and/or nonmatch records automatically resubmitted for searching at designated intervals.
  • Choose custom selection criteria for a single batch of records or for all batches of records.
  • Have records delivered to your own FTP server or get them from an RLG FTP server
  • Choose to receive special electronic reports.
  • Decide what local information you want to include in the delivered records, and overlay the records in your local system.
  • Have your records delivered in MARC21, RLINMARC, or OCLCMARC format.
  • Test your selection criteria prior to processing to ensure the best possible match rates.

^ Top

How Marcadia Works

You supply information to Backstage Library Works that creates a profile of your Marcadia preferences and selection criteria for matched records. You can specify values including Cataloging Category (CC), Descriptive Cataloging Form (DCF), LC Call Number (LCCN), and non-Latin scripts, among several others. When Backstage Library Works receives your order form and profile information, they notify you by e-mail. You then place a file of MARC21 records (exported from your local system) on the FTP server you specified in your profile, and send e-mail to Backstage Library Works letting them know you are ready to begin processing.

The Marcadia processing flow
Marcadia gets your records from the specified FTP server and searches them in RLIN by standard numbers or title, if present in the record. Marcadia verifies any RLIN hits (RLIN records that match the search record bibliographically), and then filters the hits through your selection criteria. The first hit to meet all of your selection criteria (the "perfect" profile) becomes the perfect match record. The remaining hits that match your "acceptable" profile (a clone of the perfect profile with two options "turned off") become the acceptable match records. Search records for which no RLIN hit is found are placed in a file of nonhit records and listed in a Nonhit Report. Search records that fail to retrieve a hit that meets your perfect match profile and your acceptable match profile are listed in a Nonmatch Report. Marcadia then merges any requested local fields from your search records with the matching RLIN records, saves the records in a file of perfect match and acceptable match records, and enters partial record representations of the match records in the Perfect Match Report and Acceptable Match Report. At the end of processing for a batch, Marcadia returns the completed MARC records to the specified FTP server, along with a Statistics Report and reports of any nonhit and nonmatch records.

If you elect on your profile to have your records searched one-time only, Marcadia also returns the files containing any nonhit and nonmatch records. If you elected to have standing searches of your nonhit and/or nonmatch records, Marcadia automatically resubmits these records at the designated intervals, generating new files and reports. For each automatically submitted batch, Marcadia returns a perfect match file, an acceptable match file, a Nonmatch Report, a Nonhit Report, a Statistics Report, and any optional reports requested. Files of any remaining nonhit and nonmatch records are delivered after the last search interval has completed.

^ Top

What's Required
To use Marcadia, you need:

  • A local system from which you can extract MARC21 records for export to an FTP server. If you cannot export records in MARC21 format, see "Backstage Supplemental Services" on page 29 for information about custom programming available from Backstage Library Works.
  • FTP client software. If you cannot use FTP, see "Backstage Link Supplemental Services" on page 29 for information on sending and receiving magnetic media. If you use your own FTP server, you need enough storage to hold records exported from your local system and records delivered by Marcadia.
  • A Marcadia Identifier (ID). This is a four-letter code that identifies your institution. If you currently have an RLG Library Identifier (LI), your Marcadia ID will be the same as your RLG LI. If you do not have an RLG LI, Backstage Library Works will assign a Marcadia ID to you.
  • A completed Marcadia Order Form, Marcadia Profile Form, and a signed service agreement (all part of the Marcadia Start-up Packet).

^ Top

Frequently Used Terms

The following Marcadia terms are used frequently throughout this document:

TERM
DEFINITION
Hit An RLIN record, verified as a bibliographic match of a search record, that has not yet been filtered through the selection criteria.
Perfect Match The first RLIN record that meets all criteria in the Perfect Match Profile.
Acceptable Match The first RLIN record that meets all criteria in the Acceptable Match Profile, if a perfect match was not found.
Unacceptable Match An RLIN record that matches a search record for which neither a perfect nor an acceptable match was found. A file of unacceptable match records will never be sent to the client; rather, this file may be used to generate an unacceptable match report, which may be purchased for an additional charge.
Nonmatch A search record for which neither a perfect match nor an acceptable match was found. This is the search record that correspond with the RLIN record described in the Unacceptable Match description above.
Nonhit A search record which failed to retrieve an RLIN match according to the Marcadia search and verification criteria.

^ Top

Your Search Records

Marcadia performs batch searches of the RLIN bibliographic files using search files that consist of machine-readable records extracted from your local system.
Search files are batches of records submitted on a specific date. Records in a batch are processed one record at a time, and there is no limit to the number of records in a batch. You can submit up to 26 batches of search records on any given date (batches A through Z; see "Naming Conventions").
The search records you extract from your local system should be in MARC21 format and include at least the following fields:

  • Format Identification -- leader bytes 06 and 07
  • Title -- 245 $a
  • Publisher -- 260 $b
  • Publication Date -- 008/07-10 or 260 $c
    Note: Backstage Library Works can process records without the minimum fields; however, this might affect the accuracy of your records delivered. For example, if you do not have a correctly delimited publisher's field (field 260) but you do have a fixed field publication date, you could receive a match with an incorrect publisher.
    Search records should have proper subfield delimiters to ensure accurate matching. If your local system does not export subfield delimiters, Backstage Library Works offers custom programming (at an additional cost) to prepare your records for the best possible processing. See "Backstage Library Works Supplemental Services" for more information.
    Note: Abbreviated or truncated words in the Title (245) or Publisher (260 $a $b) field of your search record may also prevent accurate searching or matching.

Searching for Hits in RLIN

Selecting a File
Searching
Hit Verification

Marcadia searches for hits in RLIN, based on the records in your search files. First, Marcadia selects the RLIN bibliographic file to search, then searches your records against that file for any hits, and then verifies any hits found.

Selecting a File
Marcadia uses leader bytes 06 and 07 in your search record to select the appropriate RLIN bibliographic file for searching. The RLIN files are:

  • AMC -- Archival and manuscripts control
  • BKS -- Books
  • MAP -- Maps
  • MDF -- Computer files
  • REC -- Sound recordings
  • SER -- Serials
  • SCO -- Scores
  • VIM -- Visual materials

Note: Marcadia does not search the CitaDel files or RLIN special files, such as the English Short Title Catalogue (ESTC).
Marcadia selects one of the RLIN bibliographic files according to the code in leader bytes 06 and 07:

LEADER BYTE
VALUE
FILE TO BE SEARCHED
06 a Go to leader byte 07
06 b AMC
06 c SCO
06 d SCO
06 e MAP
06 f MAP
06 g REC
06 i REC
06 j REC
06 k VIM
06 m MDF
06 o VIM
06 p AMC
06 r VIM
06 t Go to leader byte 07
06 all others Search all files
07 a, c, d, m BKS
07 b, s SER
07 all others Search all files

If your local system does not identify the bibliographic format as part of its record export, you can specify the file to search on your Marcadia Profile Form. You can also request that Marcadia ignore the leader byte values in your records and search a specific file. Do this by going to Section B on your Marcadia Profile Form and checking "No" for question 1, and then checking the RLIN bibliographic file you want searched in question 2.

Searching
Marcadia searches your records in RLIN by the LCCN, ISBN, ISSN, 024, and 028 fields. Marcadia searches by Title Phrase only if there are no hits for any of the previous searches. All RLIN records found with a bibliographic match of the fields in your search record are placed in a pool of hit candidates.

MARC FIELD
SUBFIELD
RLIN INDEX
NOTES
010 $a $z LCCN Suffixes are dropped.
020 $a $z ISBN Parenthetical information is dropped.
022 $a $z ISSN Parenthetical information is dropped.
024 $a PUB????? When leader byte 06 is c, d, i, or j.
028 $a PUB????? When leader byte 06 is c, d, i, or j.
245 $a $b $n $p Title Phrase The title is searched with right truncation at 130 characters; nonfiling characters are dropped according to second indicator; subfields are concatenated in the order they appear in the record; diacritics and punctuation are removed.

Note: RLIN searches retrieve clusters. Each cluster can contain many different records for the item it represents. Marcadia can retrieve up to 25 clusters for each search, or a total of 250 individual records in a pool of hit candidates. While it is unlikely that results from your search will approach these limits, if you specified a preferred Library Identifier (LI) or some other selection criterium on your profile form, it is possible for Marcadia to reach the limit before picking up the cluster that contains a record for that LI.

Hit Verification
For each record in the pool of hit candidates, Marcadia verifies that the following values from the search record match what is found in the RLIN record:

FIELD
MARC TAG
SUBFIELD OR POSITION
NOTES
Title 245 $a $b $n $p The search is the same as that in the search above, except only the first 40 characters are searched. For music, only $a is compared.
Specific Material Designation (REC) 007 01 REC file only, and only if hit was on 024 or 028.
Publication Date 008 or 260 07-10 or $c Everything but numbers is dropped; 2- and 3-digit numbers are compared with a date range; for example, if the date is 197, dates from 1970 to 1979 are acceptable; if 008/07-10 and 260 $c exist, 008 is searched first; if no 008 match is found, 260 $c is searched. Field not used for verification if hit was on 024 or 028.
Publisher 260 $a $b In each subfield, the first word of more than two characters is searched anywhere in the whole 260 field in the RLIN record; if the first search results in no match, the second word greater than two characters is searched. Field used for verification only if hit was on 245.
Edition 250 $a Unless a numeral is present, the entire string is compared; if a numeral is present in the search record, it is compared with the entire field in the RLIN record. Field used for verification only if hit was on 245.
ISBN 020 $a or $z Used for verification only if hit was on 245. If both the search record and the hit contain an ISBN, the fields must match. If the search record contains an ISBN, but the match doesn't, the fields are considered a match. If the search record does not contain an ISBN, but the match does, the fields are considered a match.

Except for the title, each verification field is searched as a non-normalized string, and punctuation can affect a match. If a search record lacks one of the verification fields, that field is no longer considered in the verification process. For example, if a search record lacks an edition statement, but all other verification fields match an RLIN record containing 250 $a1st edition, that record will be verified as a hit.
Note: A cataloger's choices in format, abbreviation, and diacritics in the 260 $a $b fields may impede accurate matching. Depending on the nature of the collection being searched, elimination of these fields might significantly improve your hit rates.

At the end of the search and verify process, Marcadia has a pool of match candidates to filter through your selection criteria.

^ Top

Profiles and Selection Criteria

What is a Profile Form?
Choosing Your Perfect Match Criteria
Choosing Your Acceptable Match Criteria

You can specify what constitutes a match by the selection criteria you provide on your Marcadia Profile Form. The Marcadia Profile allows you to select two sets of criteria for delivered matches: Perfect Match Criteria and Acceptable Match Criteria. Perfect matches will meet all nine selection criteria and will be ready for overlay on your local system. Acceptable matches will meet all but two of the selection criteria and may require inspection from cataloging staff before they are ready for overlay on your system. If you plan on sending both types of matches through the same workflow, you may select the option to combine the perfect match and acceptable match results into one file.

What is a Profile Form?
The Marcadia Profile Form is used for noting your Marcadia preferences and specifying the selection criteria that any match candidates must meet before being accepted as a match.
There are three types of Marcadia profiles: initial, alternate, and change. The same Marcadia Profile Form is used for all three profile types (see "Naming Conventions" for more information).

  • Initial (Default) Profile
    The initial profile is the default profile, created as part of the start-up for each institution. Changes can be made to this profile free of charge for up to 30 days from its creation date.
    To use a Marcadia Profile Form as the initial profile, check the box marked Initial (default) in Section A of the form.
  • Alternate Profile
    In addition to your default profile, you can submit any number of alternate profiles for use with batches of records for certain collections or libraries, without affecting your default profile.
    To use the Marcadia Profile Form as an alternate profile, check the box marked Alternate in Section A of the form.
  • Change Profile
    The change profile is used to make corrections or changes to either your default or an alternate profile. For example, you might find that you need to adjust your selection criteria for a particular batch of records, or you might want to change your repeat search intervals.
    To use the Marcadia Profile Form as a change profile, check the box marked Change in Section A of the form, and enter the profile name and version number you want to change.

^ Top

Choosing Your Perfect Match Criteria
The following perfect match criteria are applied successively to each RLIN record in the pool of match candidates. The first RLIN record to meet all the criteria will be selected as a perfect match. If none of the RLIN records meet all the criteria, the acceptable match criteria (in the following section) will be applied.

  • Descriptive Cataloging Form (DCF)
  • LC Call Number (LCCN)
  • Cataloging Category (CC)
  • Source of record (Library Identifiers)
  • BIBCO records
  • Form of Item
  • Non-Latin scripts
  • Successive/latest entry (for serials only)
  • Language of cataloging

Choosing Your Acceptable Match Criteria
The acceptable match criteria are specified by "turning off" two of the perfect match criteria. If all records in the pool of match candidates fail the perfect match criteria, the acceptable match criteria will be applied. The first record to meet all the acceptable match criteria will be selected as an acceptable match. If RLIN hits are found, but none of them meet all the acceptable match criteria, the RLIN record will be placed in a file of unacceptable matches. The search record that corresponds with the unacceptable RLIN match will be placed in a nonmatch file. If there are no RLIN hits, the search record will be placed in a file of nonhits.
Two of the following profile options must be "turned off" for the acceptable match criteria. You may only turn off an option if you have not selected the "accept any record" option (or fewer than five levels for option 3a.) in the perfect match criteria.

Descriptive Cataloging Form (Leader byte 18)
The Descriptive Cataloging Form (DCF) field indicates whether a record was cataloged according to the Anglo-American cataloging rules, 2nd edition (AACR2). If you select the first option, Require record with AACR2, Marcadia will return only matches with the value "a" in leader byte 18.
Note: Many AACR2 format records may lack leader byte 18. By requiring the value "a", you might be rejecting an otherwise acceptable match.

LC Call Number (MARC21 field 050)
The Library of Congress call number field contains a call or classification number assigned by the Library of Congress or according to LC classification rules. If you indicate that you prefer records with an LC call number, Marcadia delivers records without the 050 field only if no record with that field is found.

PROFILE VALUE
RLIN RECORD
MATCH?
LC classification preferred If no 050 Yes
LC classification required If 050 Yes
LC classification required If no 050 No
Accept any record If 050 or not Yes

Regardless of your selection, if the perfect match or acceptable match selected does not contain an 050 field, 090 and 950 fields from the remaining hits that were not selected will be merged into the selected match. Each merged field will contain $! with the LI of the record the field was merged from. Following is an example of merged 090 and 950 tags in an acceptable match record (the record is not a perfect match, because the profile required an 050):
090 $aZ6514.C5$bS46$!COSG
090 $aZ6514.C5$bS46 1964$!NYCX
950 $aZ2506.U58$bS355$!DCLC

NOTE: The profile contains an option not to retain 090, 950, and/or 998 tags in the delivered records (Section F.2 of the Marcadia Profile). If you do not wish to receive the merged 090 and 950 tags, you may select this option in your profile.

 

Cataloging Category (RLIN-defined field CC)

In an RLIN record, Cataloging Category is a four-digit code that indicates the level of cataloging, content designation, and the original source of the record (CC positions 2, 3, and 4).

Level of Cataloging, CC Position 2
Like MARC21 field Encoding Level, this position of CC uses a one-digit code to indicate the fullness of the bibliographic information in the record. Marcadia delivers only records for the levels of cataloging you specify on your profile form.

For example, if you only want records with a cataloging level of 1 (AACR2), select only level 1 on your profile; if you want all levels up to and including level 6, select levels 1, 4, 5 and 6 on your profile.

The following table lists and describes the values for CC position 2:

VALUE OF CC POSITION 2
CATALOGING LEVEL
1 Meets RLG full level (AACR2)
4 Meets core level standards
5 Meets RLG base level; meets RLG AMC standard
6 Unknown
9 Nonstandard; does not meet any RLG level of cataloging

Many records with a value of 6 in the second position of CC (unknown level of cataloging) are complete catalog records. This value was generally assigned to all records that were batch-loaded into RLIN before 1990, except LC records. Many such records are actually full records derived from LC records, or full original cataloging records that were created in OCLC or a local system. If you select this level in your profile, you also have the option of including only level 6 records that contain subject headings. Thus, if the matched record contains an unknown CC value and does not contain at least one 6XX heading, the record will be rejected.

While a value of 5 in the second position of CC is used for books, scores, and sound recordings records that were cataloged according to the RLG Base-Level Standard for Books and the RLG Base-Level Cataloging Standard for Music, it is also used in LC serials records (and records derived from them) that meet the National Level Bibliographic Record -- Serials, minimal level.

Excluding CC Values
In addition to selecting the levels of cataloging to accept for matches, you can specify up to five complete (four-digit) CC values you want to exclude from consideration.

The following descriptions of CC positions 1, 3, and 4 may help you identify particular values to exclude (more information can be found in the RLIN Supplement to MARC21 Bibliographic Format, Volume 1).

CC POSITION
DESCRIPTION
1 The first position of CC carries no significant information and can be ignored.
3 Level of Content Designation -- The third position of CC indicates the level of content designation in the record, whether the fixed field values are based on actual examination of the item (for original input), and whether the variable fields include appropriate tags, indicators, and subfields:

Value of CC 3 Level of Content Designation

1 Meets RLG full level -- item in hand

2 Meets RLG full level -- item not in hand

5 Meets RLG base level; meets RLG AMC standard

6 Unknown

9 Does not meet any RLG level of content designation

4 Source of Original Record -- The fourth position of CC indicates the source of the original record:

Value of CC 4 Original Source of Machine-Readable Record

0 Library of Congress MARC distributed record

1 CONSER (batch-loaded)

2 Other resource files (such as, GPO, NLM)

4, 5 RLG member cataloging

6, 7 RLIN user cataloging

8, 9 RLG member and RLIN user acquisitions record

Note: Records derived from original acquisitions records still have value 8 or 9 in the fourth position of CC. Fullness of cataloging and content designation of these records are reflected in the values of CC positions 2 and 3. To avoid retrieving acquisitions records, specify 9668 and 9669 on your list of CC values to exclude. Records with a CC value of 9118 or 9119 are likely to be useful, as the values in positions 2 and 3 indicate that the acquisitions record has been brought up to full cataloging level and content designation.

You can also use a mask, such as 91XX, when listing four-digit CC values to exclude on your Marcadia Profile Form. This mask would exclude a match for any hits that had a four-digit CC code beginning with 91.

Use masks with care. As an example, suppose you listed a CC mask of 91XX on your profile, and you also specified that only records with a cataloging level of 1 (full level cataloging) were to be accepted as a match. Any hits that were found to have an acceptable cataloging level would be rejected as a match once the mask was applied.

^ Top

Source of Record (Library Identifier)
This option allows you to specify which libraries' cataloging you prefer when there are several RLIN records for the same title. You can list up to 10 Library Identifiers (LIs) of preferred institutions. You can also list up to 10 LIs whose cataloging you do not want considered. You may use a mask in either list to represent several LIs. For example, the use of CSU* will exclude all Stanford LIs. If you are an RLIN user, be sure to include your own LI among these, to ensure Marcadia does not return your own records as matches.

PREFERRED LI?
UNACCEPTED LI?
MATCH?
Yes Not Tested Yes
No Yes No
No No Yes

^ Top

BIBCO records (MARC21 field 042)
You can require or prefer records that were created by BIBCO participants as a part of the Program for Cooperative Cataloging (PCC). Each of these records will contain an 042 field with a subfield a containing the value pcc. If your profile requires BIBCO records, Marcadia delivers only records that include 042 $apcc. If your profile indicates that BIBCO records are preferred, Marcadia delivers records without 042 $apcc only if none that include it are available:

PROFILE VALUE
RLIN RECORD
MATCH?
BIBCO records preferred If no 042 $apcc> Yes
BIBCO records required If 042 $apcc Yes
BIBCO records required If no 042 $apcc No
Accept any record If 042 $apcc or not Yes (may return a non-BIBCO record)

Form of Item (MARC21 field 008/23, RLIN REP)
You can specify that Form of Item (field 008/23) match, so that, for example, a search record for a microfilm retrieves a cataloged record only for a microfilm. If you do not specify that Form of Item match, Marcadia accepts any record, which might describe an item in a different form than the item described in your search record.

Non-Latin Scripts (MARC21 field 880)
You can require or prefer records that include non-Latin scripts. If your profile requires non-Latin scripts, Marcadia delivers only records that include at least one 880 field. If your profile indicates that non-Latin scripts are preferred, Marcadia delivers records without field 880 only if none that include it are available:

PROFILE VALUE
RLIN RECORD
MATCH?
Non-Latin scripts preferred If no 880 Yes
Non-Latin scripts required If 880 Yes
Non-Latin scripts required If no 880 No
Accept any record If 880 or not Yes (may return record with non-Latin scripts)

^ Top

Successive/Latest Entry (MARC21 008/34, RLIN SL)
Successive/latest entry is for serials only. You can require that Marcadia deliver only records that have an SL value of 0, indicating that the record is cataloged according to successive entry conventions.

Language of Cataloging (MARC21 field 040 $b)
Field 040 $b is used to indicate non-English language cataloging. You can require that Marcadia deliver only records that do not include $b, to ensure that you receive only English language cataloging.

 

Merging or Retaining Local Information

Marcadia lets you specify local fields from your search record to be merged into match records. You can also specify several local RLIN fields to retain in your match records.

Local Fields to Merge from Your Search Record
On your profile form, you can specify any local fields from your search records (control number, holdings, local notes) that you want to have merged with the cataloged records delivered.

Local Fields to Retain from RLIN Records
You can retain any or all of the following local RLIN fields in the cataloged record:

  • CALL
  • LCAL
  • CC

CALL (field 090, RLIN-defined)
CALL is used to record the holding library's call number for the record and is found in the Holdings segment of all RLIN files except AMC.
LCAL (field 950 $a $b, RLIN-defined)
LCAL is used for location-specific call numbers and is found in the Holdings segment of all RLIN files except AMC.
CC (field 998 $s, RLIN-defined)
The four-digit CC code identifies the record's level of cataloging, content designation, and the original source of the machine-readable record.

^ Top

Records Delivered

Files of Perfect Match and Acceptable Match Records
File of Nonmatch Records
File of Nonhit Records
Resubmitting Nonhit and Nonmatch Records

Marcadia automatically delivers four types of files containing records:

  • File of perfect match records
  • File of acceptable match records
  • File of nonmatch records
  • File of nonhit records

Files of Perfect Match and Acceptable Match Records
Complete RLIN records are delivered in two separate files. The perfect match file contains RLIN matches that met all perfect match criteria. The acceptable match file contains RLIN records that did not meet all perfect match criteria, but did meet all the acceptable match criteria. If you would like the perfect and acceptable match files to be combined into one file, please check "yes" in Section B, option 4.

MARC21 Format
Match records are returned in MARC21 format by default. The following fields are included in each delivered match record:

  • Search record control number in the 001 field
  • RLIN ID of the matched record in the first 035 field
  • Any other local fields you have selected for merging from your original search records or from the RLIN records.

You can request having your records delivered in RLINMARC format or OCLCMARC format by selecting the desired format on your Marcadia Profile Form, in Section B.

In RLINMARC Format
To facilitate overlay of delivered records, you can have your match records delivered in RLINMARC format by specifying that format on your Marcadia Profile Form. If you choose this format, you are asked to specify the RLIN location code (LOC) to be used for each batch of records. The following fields are then included in each record delivered:

  • RLIN ID of the mat
  • ched record in the 001 field
  • Search record control number in the first 035 field
  • 950 $l and 955 $l, with the RLIN location code (LOC), you supplied on your profile, appended. For example, if you supplied RLIN location code MAIN on the Marcadia Profile Form, you would receive a 950 $lMAIN and a 955 $lMAIN for every record in the match file. If you also chose to have the 950 (LCAL) local RLIN field retained in your records, that information will be contained in 950 $a and/or $b. If there is a 950 $a$b in the RLIN record, Marcadia appends 950 $a$b to the end of 950 $l.
  • Any other local fields you have selected for merging from your original search records or retaining from the RLIN records.

Note: If your system requires the 035 field rather than the 001 field for search record overlay, you must indicate this on your Marcadia Profile Form.Note: If your system requires the 035 field rather than the 001 field for search record overlay, you must indicate this on your Marcadia Profile Form.

In OCLCMARC Format
To facilitate overlay of delivered records, you can have your match records delivered in OCLCMARC format by specifying that format on your Marcadia Profile Form. If you choose this format, you are asked to specify the holdings symbol to be used for each batch of records. The following fields are then included in each record delivered:

    • RLIN ID of the matched record in the 001 field
    • Search record control number in the first 035 field
    • 049 $a with the holdings symbol, unless the 049 is already present in the record
    • Any other local fields you have selected for merging from your original search records or retaining from the RLIN records

      Note: If your system requires the 035 field rather than the 001 field for search record overlay, you must indicate this on your Marcadia Profile Form.

File of Nonmatch Records
If none of the RLIN hits for a particular search match all the perfect match or acceptable match criteria, the RLIN hits are placed in a file of unacceptable matches. This file of RLIN records may be used to generate an unacceptable match report, which is available for an additional charge. (See "Rates for Basic Marcadia Cataloging Service via FTP".)
The search records used to generate the unacceptable match file will be placed in a file of nonmatch records, which are automatically delivered with every batch processing for no additional charge.

File of Nonhit Records
At the end of processing, Marcadia automatically returns a file containing any search records from the batch for which no RLIN hits were found. If you requested on your profile to repeat searches for any nonhit records, this file is resubmitted for searching at the specified intervals.

Resubmitting Nonhit and Nonmatch Records
The Marcadia Profile Form offers two search options for nonhit and nonmatch records:

One-Time Search
Selecting this option means that a batch of search records is searched one time only. Any nonhit or nonmatch records are returned in separate files at the end of processing for that batch. Marcadia automatically returns a file of matches, a nonhit file and report, a nonmatch file and report, and a statistics report to the specified FTP server. If requested on your profile, a Match Report and/or an Unacceptable Match Report are also delivered.

Repeat Searches
Selecting this option on your profile form sets up a standing search for nonhit and/or nonmatch records from a batch. You can indicate on your profile which files you want resubmitted for further searching: the nonhit file, the nonmatch file, or both files.
You must specify a frequency for Marcadia to automatically search any nonhit and/or nonmatch records. This is in addition to the initial search. The search frequency can be set to:

  • Once only
  • Weekly
  • Biweekly
  • Monthly
  • Quarterly
  • Semi-annually
  • Annually
  • Other

You must also specify how long Marcadia is to continue to automatically search nonhit and/or nonmatch records from a batch. You can specify a minimum of one month, up to a maximum of 24 months.

When the initial search of the batch is complete, Marcadia returns files of perfect and acceptable match records, a statistics report, and separate reports for any nonhit and nonmatch records. The files of nonhit and nonmatch records are resubmitted, at the specified intervals, for further searching. Each time Marcadia searches nonhit and nonmatch records from a batch, if matches are found, Marcadia returns a new files of matches, a new statistics report, and new reports of any remaining nonhit and nonmatch records. When all requested search intervals are complete, if there are any remaining nonhit or nonmatch records from the initial batch, Marcadia returns these records in separate files, along with the other files and reports generated by the last search interval.


Note: For repeat searches, each time nonhit and nonmatch records are resubmitted, Marcadia generates new files and reports of the same names as those for the initial search, overwriting any existing files having those names. To prevent Marcadia from overwriting an existing file, rename your Marcadia files and reports before the standing search interval elapses.

^ Top

Electronic Reports

Perfect Match Report
Acceptable Match Report
Unacceptable Match Report
Nonmatch Report
Nonhit Report
Statistics Report

Marcadia generates several electronic reports for each batch of records searched. The following reports are delivered (automatically and per request) to the specified FTP server:

  • Perfect Match Report
  • Acceptable Match Report
  • Nonmatch Report
  • Nonhit Report
  • Unacceptable Match Report
  • Statistics Report

Reports are not sorted. They are returned in the order in which they are processed. All report headings, except the Statistics Report, show the name of the report, the institution's name, and the Marcadia ID. Each record listed in a report is separated by two blank lines and contains the following fields, if they are present in the record:

  • 001 -- Control Number
  • 035 -- System Control Number
  • 090 -- RLIN-defined CALL
  • 1XX -- Main entry
  • 245 -- Title
  • 260 -- Imprint
  • 9XX -- Any requested local fields from the search record or local RLIN fields, as specified on the profile

Perfect Match Report
This report is optional and delivered only if you request it on your profile. Records listed in the Perfect Match Report (see below) are partial record representations of the complete MARC records contained in the file of match records that is delivered by Marcadia.

MARCADIA PERFECT MATCH REPORT
ANYWHERE LIBRARY
ABCD
01/10/1996
56 RECORDS
001 PPT005112131
035 $aCOSG82-B19263
090 $aZ6514.C5$bS46
100 10 $aReisner, Robert George.
245 10 $aShow me the good parts;$bthe reader's guide to sex in literat
260 0 $aNew York,$bCitadel Press$c[1964]
966 $lREFSTK$mREF-1$sZ6514.C5S46$b39074005036363
001 PPT005112302
035 $aDCLC6711844-B
100 10 $aLocke, Louis Glenn,$d1912-$ecomp.
245 10 $aReadings for liberal education.$c[Edited by Louis G. Locke, W
260 0 $aNew York,$bHolt, Rinehart and Winston$c1967]
966 $lAMBSTK$mBKS-1$sPN6014.L6663 1967x$b39074003006103
001 PPT005112494
035 $aNYCX89-B39907
100 10 $aMcClennen, Joshua,$d1913-
245 10 $aMasters and masterpieces of the short story.$nSecond series.
260 0 $aNew York,$bHolt, Rinehart and Winston$c[1960]
966 $lAMBSTK$mBKS-1$sPN6014.M13x 1960$b39074003006202
950 $aPZ1.M13$bM4

Acceptable Match Report
This report is optional and delivered only if you request it on your profile. Records listed in the Acceptable Match Report (see the Perfect Match Report example above) are partial record representations of the complete MARC records contained in the file of match records that is delivered by Marcadia.

Unacceptable Match Report
This report is optional and delivered only if you request it on your profile, and there is an additional charge (see "Rates for Basic Marcadia Cataloging Service via FTP"). The Unacceptable Match Report contains the partial record representations of the actual RLIN records for any nonmatch records, and is similar to the sample shown below. These are RLIN hits that failed to meet your perfect match and acceptable match criteria:

MARCADIA UNACCEPTABLE MATCH REPORT
ANYWHERE LIBRARY
ABCD
01/10/1996
3 RECORDS
001 PPT005112131
035 $aCASXR6415967-B
090 $aZ6514.C5$bS46
100 10 $aReisner, Robert George.
245 10 $aShow me the good parts :$bthe reader's guide to sex in literature.
260 0 $aNew York :$bCitadel Press,$c1964.
998 $s9665
952 $aCASXR6415967B$bUniversity of California at Santa Barbara
001 PPT005112131
035 $aCUBUGLAD84003685-B
100 10 $aReisner, Robert George.
245 10 $aShow me the good parts;$bthe reader's guide to sex in literature.
260 0 $aNew York,$bCitadel Press$c[1964]
998 $s9665
952 $aCUBUGLAD84003685B$bUniversity of California, Berkeley, Bancro
950 $aHQ457$b.R4
001 PPT005112131
035 $aGAEG31156907-B
100 1 $aReisner, Robert George.
245 10 $aShow me the good parts;$bthe reader's guide to sex in literature.
260 $aNew York : $b[Citadel Press$c[1964]
998 $s9665
952 $aGAEG31156907B$bEmory University
950 $bZ6514.C5 S46

Note: In this report, the 035 field represents the ID of the unacceptable RLIN record. If you chose RLINMARC format on your profile form, the RLIN ID will be in the 001 field instead.

Nonmatch Report
This report lists search records for which RLIN hits were found but the hits did not meet your perfect match or acceptable match criteria. The Nonmatch Report is delivered automatically and appears similar to that shown below:

MARCADIA NONMATCH REPORT
ANYWHERE LIBRARY
ABCD
01/10/1996
1 RECORDS
001 PPT005112131
090 $aZ6514.C5$bS46
100 10 $aReisner, Robert.
245 10 $aShow me the good parts
260 0 $bCitadel Press,$c1964.

Nonhit Report
This report lists search records for which either no RLIN hit was found or RLIN hits found could not be verified. The Nonhit Report is delivered automatically and appears similar to that shown below:

MARCADIA NONHIT REPORT
ANYWHERE LIBRARY
ABCD
2/19/1996
7 RECORDS
001 PPT005113176
100 10 $aSCHRANK, JOSEPH
245 00 $aWALL STREET ANYONE? A GUIDE TO HIGH FINANCE
FORWIDOWS,ORPH
966 $lAMBSTK$mBKS-1$sPN6231.S73S3$b39074003038338
001 PPT005122990
100 10 $aU.S. LIBRARY OF CONGRESS REFERENCE DEPT.
245 00 $aSOVIET GEOGRAPHY;A BIBLIOGRAPHY
966 $lREFSTK$mREF-1$dpt.1$sZ2506.U58$b39074005029632
966 $lREFSTK$mREF-1$dpt.2$sZ2506.U58$b39074005029681
001 PPT005127546
100 10 $aSKEAT, WALTER WILLIAM
245 04 $aTHE CHAUCERCANON, WITH A DISCUSSION OF THE WORKS
ASSOCIATED W
966 $lAMBSTK$mBKS-1$sPR1911.S51965$b39074003134038

Statistics Report
This report contains a summary of the processing for each batch of search records. A Statistics Report is generated for the initial search of a batch, and for any standing search batches. The report includes your Marcadia ID, the date and time the process started and completed, the number of records searched, the number of search records with hits, the number of perfect matches, the number of acceptable matches, the number of nonhits, and the number of nonmatches, along with the hit rate and the match rate. The Statistics Report is delivered automatically and is similar to that shown below:

MARCADIA ID: ABCD
DATE STARTED: 01/10/96 - 8:54 A.M.
DATE FINISHED: 01/10/96 - 10:00 A.M.
RECORDS SEARCHED: 100
SEARCH RECORDS WITH HITS: 72
PERFECT MATCHES: 52
ACCEPTABLE MATCHES: 11
NONHITS: 28
NONMATCHES: 9
HIT RATE: 72%
PERFECT MATCH RATE: 52%
ACCEPTABLE MATCH RATE: 11%

^ Top

Using Marcadia

There are five steps to using Marcadia:

1. You mail a Marcadia Profile Form to Marcadia Support at Backstage Library Works.
2. Marcadia Support e-mails you a Profile Receipt Notification that includes a Begin Search Notification template.
3. You transfer your search files to the FTP server and e-mail a Begin Search Notification to Marcadia Support.
4. Marcadia processes your files.
5. Marcadia Support e-mails you a Results Ready Notification.

^ Top

Begin Search Notification

When you receive your Profile Receipt Notification, follow the instructions therein; transfer your search files to the specified FTP server, then e-mail a completed copy of the Begin Search Notification back to Marcadia Support, at marcadia@marclink.com

You must complete and e-mail a copy of the Begin Search Notification for each batch of search files you place on the FTP server.

^ Top

Updating or Changing Your Profile

You can update or make changes to an existing profile (initial or alternate) at any time. Do this by completing and submitting a new Marcadia Profile Form and checking the box at the top of the form marked Change under Profile Types (Section A of the form). Be sure to enter the name and version number of the profile you want to change. Profiles less than 30 days old can be changed free of charge.

^ Top

Testing Marcadia

In order to help you achieve a good match rate, Marcadia includes an initial 100-record test as part of the start-up fee. Testing allows you to preview the match rates you will achieve with your selection criteria, allowing you to adjust your criteria prior to searching a large batch of files.
Each 100-record test automatically returns a perfect match file and report, an acceptable match file and report, a nonhit file and report, a nonmatch file and report, a statistics file, and an unacceptable match report. The unacceptable match report is useful in analyzing results and adjusting the profile.
To order the first 100-record test included in the start-up fee, at the time of startup, check Initial (default) profile in Section A on the Marcadia Profile Form, and check Yes when asked if you want the 100-record test run now.

To order an additional 100-record test for any search file, use a copy of the Marcadia Profile Form as an Alternate or Change profile for that batch of records, and check "Yes" in Section B, question 5.

^ Top

Specifying an FTP Server
You can specify use of an RLG FTP server or your own FTP server for storing and retrieving your search files and Marcadia records delivered.

  • Using an RLG FTP Server
    To use an RLG FTP server, check that item on your profile form. When Marcadia Support notifies you that Marcadia is ready to use (with an e-mailed Profile Receipt Notification), you will be given the name and Internet address of an RLG FTP server, an account name, password, and the name of the directory to use on the FTP server for storing your search files and retrieving your records delivered.
    Note: Marcadia files will remain on the RLG FTP servers for a period of 35 days from their delivery date, after which they will be deleted.
  • Using Your Own FTP Server
    To use your own FTP server, check that item on your profile and enter the type of operating system you have running on your server (such as DOS®, UNIX®, or Windows®). Enter the name and Internet address of your server as servername@serveraddress. For example, if your server name is "raja" and the Internet address of your server is "ucsc.edu," enter raja@ucsc.edu.
    You must also provide a login and password, and a directory name on your server for Marcadia to use. While the password you provide can be whatever you choose, the login account and directory names must follow the conventions described in the following section.
    Note: In the event that Marcadia is unable to reach your own FTP server, your files are automatically delivered to an RLG FTP server as a backup. If this situation occurs, you will be notified (by e-mail) where to retrieve your files. Instructions for accessing an RLG FTP server are included in each Profile Receipt Notification sent to you by Backstage Library Works. If you have questions about retrieving backup files, contact Marcadia Support at 1-800-316-BSLW x228 or email at marcadia@bslw.com

^ Top

Naming Conventions
Marcadia naming conventions are:

  • Login Accounts
    All Marcadia account names consist of a four-letter Marcadia ID plus the letters DIO (all uppercase) appended. For example, if your Marcadia ID is CRLG, your Marcadia account name will be CRLGDIO.
  • Directories
    All Marcadia directory names consist of a four-letter Marcadia ID plus the letters DIO (all uppercase) appended to it. For example, if your Marcadia ID is CRLG, your Marcadia directory name will be CRLGDIO.
  • Search Files
    Your search files must be named yymmddA, where yy represents the two-digit year, mm represents the two-digit month, and dd represents the two-digit day. The A indicates the batch number of the file (A-Z), with A representing the first batch, B the second batch, C the third batch, and so on. For example, if you submit a single file of search records on January 10, 1996, the name of your search file will be 960110A.
    If you have only one batch of search records on any given date, use batch number A. If you have more than one batch of search records on the same date, use the letters B through Z to distinguish the batches. For example, if you submit four batches of search files on January 10, 1996, you will have four files named 960110A, 960110B, 960110C, and 960110D, all of which will be placed on the specified FTP server.
  • Profiles
    The three types of Marcadia profiles (initial, alternate, and change) each have their own naming conventions. A copy of the Marcadia Profile Form is used for all profile types, by specifying the type of profile in Section A of the form. All profile names and version numbers are assigned by Marcadia Support.
    • Initial (default)
      Your initial (default) profile is named profileA.001, where A indicates your default profile, and 001 indicates this is the first version of profileA.
      When you submit changes to this profile, only the version number will change. For example, the first set of changes to profileA.001 will produce a new profile name of profileA.002, and so forth.
    • Alternate
      You can have as many alternate profiles as you want. Alternate profiles use the names profileB.001 through profileZ.001, where B through Z indicate an alternate profile name, and 001 indicates the first version of that profile.
      For example, profileB.003 identifies the third version of an alternate profile named profileB. ProfileD.001 identifies the first version of an alternate profile named profileD.
    • Change
      Change profiles are used to make changes to either the initial profile (profileA) or an alternate profile (profileB through profileZ). Whenever a change is submitted, you must specify the name of the profile you want to change and its version number.
      For example, suppose you wanted to change the third version of an alternate profile named profileH.003. You get a Marcadia Profile Form (or a copy), check Change under Profile Types, enter the name profileH.003 to the right of the checked box, then complete the form with your changes and return it to Marcadia Support.
      When Marcadia Support receives your changes, they will e-mail you a Profile Receipt Notification that includes the new profile name and version number of profileH.004. You then transfer your batch of search records for this profile to the FTP server, and e-mail a completed Begin Search Notification that includes the new profile name and version number back to Marcadia Support.

^ Top

File Names for Records Delivered
Marcadia delivers files of match records, nonhit records, and nonmatch records. The file of match records contains the actual completed MARC records to be used for system overlay. The files of nonhit and nonmatch records contain search records from a batch for which either no hit was found or the hit failed selection filtering.
All file names use the name of the search file with a special file extension appended to it.

  • Perfect Match Records (yymmddA.pm)
    Marcadia saves perfect match records in a file named yymmddA.pm, where yymmddA identifies the name of the search file that the records originated from, and .pm is the file extension used to identify the records contained in the file as perfect matches. For example, a file named 970310B.pm contains match records from a search file named 970310B; that is, the second batch of search records submitted on March 10, 1997.
    NOTE: If you select option B.4. in the profile to combine your perfect and acceptable match files into one file, the extension .m will be used.
  • Acceptable Match Records (yymmddA.am)
    Marcadia saves acceptable match records in a file named yymmddA.am, where yymmddA identifies the name of the search file that the records originated from, and .am is the file extension used to identify the records contained in the file as acceptable matches. For example, a file named 970310B.am contains match records from a search file named 970310B; that is, the second batch of search records submitted on March 10, 1997.
    NOTE: If you select option B.4. in the profile to combine your perfect and acceptable match files into one file, the extension .m will be used.
  • Nonhit Records (yymmddA.nh)
    Search records for which no RLIN hit is found are placed in a file named yymmddA.nh, where yymmddA identifies the name and batch of the search file the records are from, and .nh is the file extension used to identify the records contained in the file as nonhits. These records are identical to the original search records.
  • Nonmatch Records (yymmddA.nm)
    Search records for which a verified RLIN hit was found but the hit did not meet your perfect match or acceptable match criteria are placed in a file named yymmddA.nm, where yymmddA identifies the name and batch of the search file the records are from, and .nm is the file extension used to identify the records contained in the file as nonmatch records. These records are identical to the original search records.

^ Top

Names of Reports Delivered
Report names use the name and batch of the original search file with special file extensions appended, as follows:

  • Perfect Match Report (yymmddA.rpm)
    For a batch of search records submitted on March 10, 1997, the Match Report will be named 970310A.rpm.
  • Acceptable Match Report (yymmddA.ram)
    For a batch of search records submitted on March 10, 1997, the Match Report will be named 970310A.rpm.
  • Unacceptable Match Report (yymmddA.rum)
    For a batch of search records submitted on March 10, 1997, the Unacceptable Match Report will be named 970310A.rum.
  • Nonmatch Report (yymmddA.rnm)
    For a batch of search records submitted on March 10, 1997, the Nonmatch Report will be named 970310A.rnm.
  • Nonhit Report (yymmddA.rnh)
    For a batch of search records submitted on March 10, 1997, the Nonhit Report will be named 970310A.rnh.
  • Statistics Report (yymmddA.sta)
    For a batch of search records submitted on March 10, 1997, the name of the Statistics Report will be 970310A.sta.

^ Top

Getting Help

If you have general questions about ordering Marcadia or filling out the forms, contact marcadia@bslw.com.

Once Marcadia has been set up for you to use and you have received a Profile Receipt Notification from Marcadia Support, direct all questions to Marcadia Support at 800-316-BSLW x228, or send e-mail to marcadia@bslw.com.

^ Top

Ordering

To order Marcadia, send e-mail to marcadia@bslw.com and request the Marcadia Start-up Packet. When you receive your packet, read and sign the enclosed Marcadia service agreements, make copies of your forms to use as masters, complete copies of the Marcadia Order Form and the Marcadia Profile Form, then send your completed forms to Marcadia Support, as described on the forms.

^ Top

Supplemental Services

In addition to the services Marcadia provides, Backstage Library Works offers the following supplemental services, at additional cost:

  • Use of magnetic media -- If you do not have FTP capability, you can use Marcadia by sending and receiving magnetic media. The following types of media are available: 4 mm tape, floppy diskette, and CD ROM.
  • LC Call Number verification -- For automated LC reclassification, this supplemental selection filter for MARC field 050, 090, or 950 is available. This will be the last filter applied, after all other selection criteria are applied. For each match, call numbers in the 050, 090, or 950 fields will be verified against the latest edition of the LC Classification Outline. If the classification number in the match lies within the range of valid LC Call Numbers, then the call number is retained in the match record; otherwise, the call number is deleted.
  • Electronic Call Number Selection Report -- This is a report of titles with multiple valid LC Call Numbers. You can manually select call numbers to be merged.
  • Custom programming for format changes -- Changes can range from simple (change of one MARC tag to another) to complex(conversion of non-MARC or non-MARC21 data to MARC21). Contact Backstage Library Works for a list of available non-MARC21 formats and time schedules for non-MARC21 to MARC21 conversions.
  • Manual review and edit of nonmatches -- Since many nonmatches can result from typographical errors and other problems with the search record, Backstage Library Works offers manual review and edit of nonmatches to improve the match rate.
  • Full contract cataloging -- For nonmatches, you can submit photocopies of title page, verso, preface, and table of contents for full contract cataloging.
  • For nonmatches and matches without LC call numbers -- Backstage Library Works offers professional classification. You have the option of submitting photocopies of title page, verso, preface, and table of contents for the classification, or the MARC record itself can be used.
  • AACR2 upgrades -- Upgrade pre-AACR2 MARC records to current AACR2 standards; automated, or automated with manual review options are available.
  • Barcodes, spine labels, and shelflist cards -- These include smart, dumb, and smart-barcode-and-spine-label-combination, with multiple format options available. Spine label and shelflist card printing are available in Latin, Hebrew, and Cyrillic scripts.
  • MARC Stylebooks -- A series of MARC Stylebooks that combine current MARC and AACR2 rules into complete reference and training manuals for cataloging staff. Monograph, serials, audiovisual, and foreign language stylebooks are available.
  • MARC Made Easy Workshops -- On-site training workshops that focus on MARC cataloging. Pricing depends on the number of participants, number of days, number of topics covered, etc.

For more information, contact via email at marcadia@bslw.com or telephone at 1-800-316-BSLW x228.

^ Top

 


© 2003, Backstage Library Works.
Formerly MARC Link and Access Imagery, now merged and re-energized in Orem, Utah.