Automating Cataloging Workflows with OCLC and Alma APIs

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

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

Emory University Libraries • The 2 apps we cover rely heavily on APIs •

The Problem Inefficient manual workflow for deleting OCLC monograph holdings Stacks Lost/Missing Process Stacks

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

User Needs • • • Identify monographic records that should have OCLC holdings removed

Ingredients • 2 Alma Analytics reports • Withdrawn and Deleted Records • Alma Analytics

Steps • • Analytics is used to produce the list of OCLC numbers Analytics

Approach for Deleted Records • • • Call up Deleted monographic OCLC numbers report

Approach for Withdrawn Records • Call up Withdrawn monographic OCLC numbers report • Required

Future Enhancements • Delete OCLC holdings for last Woodruff item deleted on a record

The Problem Prompt. Cat record loads overlaying manually cataloged bibs and inventory Prompt. Cat

User Needs • Extract OCLC numbers from files destined for 2 nd load •

Ingredients • Retrieve Vendor Files • Process Files • Alma SRU https: //lh 4.

Steps • Expect is used to automate vendor file retrieval • Bash is used

Code https: //github. com/Emory-LCS/Alma. Public/tree/master/Delete. Oclc. Holdings https: //github. com/Emory-LCS/Alma. Public/tree/master/Prompt. Cat. Firm Contact

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Automating Cataloging Workflows with OCLC and Alma APIs Erin Grant, Head of Metadata Services Alex 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. 8 M titles / 1. 1 M e titles / 3. 5 M physical volumes 10 libraries, 6 OCLC symbols • Woodruff Library (main library)

Emory University Libraries Migrated 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 Problem Inefficient manual workflow for deleting OCLC monograph holdings Stacks Lost/Missing Process Stacks Withdrawn process Stacks deletes bib records App deletes OCLC holdings Cataloging manually removes 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 • World. Cat Metadata API http: //assets. marthastewart. com/styles/wmax-1500/d 27/5064_121809_snoopdogg 2_prev/ 5064_121809_snoopdogg 2_prev_vx. jpg? itok=hh. TZb. Zmo

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 World. Cat Metadata API is used to delete the OCLC holdings delete_oclc_holdings. sh get_alma_deleted_holdings. py oclc_delete_holdings. py Email Tech Services Staff

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 World. Cat

Approach for Withdrawn Records • Call up Withdrawn monographic OCLC numbers report • Required 3 Analytics reports • Normalize OCLC numbers • Remove holdings from World. Cat

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. Prompt. Cat App

The Problem Prompt. Cat record loads overlaying manually cataloged bibs and inventory Prompt. Cat EOCR load Prompt. Cat full record load Full bib and shelf-ready inventory Manual copy cataloging Prompt. Cat full record load Local full bib & 1 st copy overwritten

User Needs • Extract OCLC numbers from files destined for 2 nd 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: //lh 4. googleusercontent. com/9 q-GRYHId_Y 46 Btmzsil 8 e. Nlu-EZME-Rm. Qe. Vk. Ok. FT 2 RUd. BF 7 e. V 5 u. B 0 rbxiqrxsu. Dhm. CGj. Otm. Bm 8 p. ITW_i. Y-Lwh. MSwnp. Pyq 6 mm. Gf. Vzzog. S-gb. Arz 3 BBNm. J 8 z 9 ucr. Om. DFschj. Ows

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 ybp_firm_receive. sh gobi. exp check_oclcno_via_sru. py Email Tech Services Staff

Python for SRU

Prompt. Cat Email Reports

Code https: //github. com/Emory-LCS/Alma. Public/tree/master/Delete. Oclc. Holdings https: //github. com/Emory-LCS/Alma. Public/tree/master/Prompt. Cat. Firm Contact Info erin. grant@emory. edu alexander. cooper@emory. edu Thank you!