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REMEMBER: Only designated staff members are permitted to run jobs. Refer to the matrix at Jobs & Batch Processes to see which staff members are approved to run which jobs.

Some rules have been written and can be applied by the staff listed here. For all other requests, please submit a ticket to LTS.


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Prerequisites

Read ExL doc: Working with Normalization Rules. Make sure to look at the examples in the linked blog post and the Word doc linked from the bottom of the page. 

Precautions to take

You cannot undo the changes you make to a set. Take great care. Individual records can be restored manually by using the MDE View Versions feature. 

For performance reasons, sets should be smaller than 5,000 records. Check with LTS if you need to run a larger set. 

Make sure set is as small as possible and includes only the records you need to change. This will minimize the consequences if there is an error

Test on sandbox to make sure the rule has the desire effect. 

Writing new rules

  • Make sure you have read all the documentation from ExL about how rules work
  • Best practice is to contact LTS to review all rules that will be run on batches
  • Naming conventions: 
    • Rule name should start with your unit's prefix, e.g. HUA or ITS
    • Rule name should be sufficiently descriptive for there to be no ambiguity about what it will do when you choose it from the list when running a job. The list shown during Run a Job does not show the rule description 
    • E.g.: DIG - add 830 Santo Domingo 
    • The prefix "zLTS" is used exclusively by LTS
  • Once you have save the rule with a name you cannot rename it. To fix this, duplicate the rule and correct the name. Then delete the original rule. 
  • When testing rules, open the MDE in split pane with the bib/holding on the left and rule on the right. Save often. Note that if you make a change to the rule and apply the rule to the bib/holding (rather than preview), the pane will close and if you have not saved your rule your changes will be lost. Always save before executing. 
  • When changing bytes in control fields, what appears as a # in the MDE is really a space, so rule needs to use a space and not #.
  • Always test the rule in the sandbox. Test as many variations of data as you can think of. For example:
    • if you need to change a subject heading, test your rule on un-subdivided and subdivided headings to make sure there are no unintended consequences. 
    • if you need to replace text, be careful – if you need to change Dogs to Cats, and one of your records has Dogstown, be careful you don't end up with Catstown. 
  • Always add conditions where possible to ensure you're only changing the data element you need to. 
    • "when" rules at the top apply to an entire bib, and all rules will be applied if the "when" rule is true for the bib
    • "if" rules are inline and apply to the field being test/changed

Bib record changes

Always ask LTS to review your rule.  

The steps below should also be run on sandbox if you are using a rule that is new to you. 

Step 1: Create the set on which to run the job

    • Create set as specific as possible
    • Set may be All Titles or Physical Titles
    • (There may be an issue with logical sets – not all the bibs seems to get processed)

Step 2: If the job and rule have already been established and you have been approved to run the job by LTS or a Working Group:

    • Got to Admin > Run a job
      • Choose process: 
        • In the dropdown, type: Staff Use
        • Filter Type: MARC21 Bib Normalization
        • Filter Source: User Defined
        • For rules that you only plan to use once or twice, select  "HVD Staff Use BIb normalization", then choose your rule from the list
        • For rules that you want to run periodically, contact LTS to set up a dedicated Job for that rule so it can be run periodically with less room for error
        •  IF YOU'RE NOT SURE WHAT THE RULE DOES DO NOT PROCEED. Contact LTS. 
      • Choose your set. IF YOU'RE NOT SURE WHICH SET YOU NEED TO CHOOSE, STOP. Cancel and review sets and rename if needed. 
      • Submit. 

Step 3: After submitting a job

    • You will receive an email when the job is done
    • View the report for errors and spot check the set
      • If the set was a logical query it may be empty now depending on what the query was and what you changed via the norm rule. 

Holding record changes

Applying norm rules to batches of holdings is quite different than doing it for bibs. All rules must be configured as a process in advance by LTS (Metadata Config for MARC 21 Holdings). 

Step 1: Create the set

 

    1. Important information:
      1. BEST: Start with a Physical ITEMS set. This is the best option, as it will insure that only the holdings linked to those items will be modified, as opposed to all holdings on the bib. 
      2. OTHERWISE: Start with a Physical TITLES set. This is the riskier option but may be necessary if the target set has holdings without items. When running a norm rule on a physical titles set, ALL HOLDINGS are processed by the rule. Thus, you must take extra care to ensure that the rules are designed to only change the holdings/fields that should be changed. 
    2. Set should be as narrow/specific as possible and not have more records than required. 
    3. If you need to use Analytics to identify the set:
      1. If all holdings have items, create a report that contains the barcode. 
      2. If some holdings lack items, create a report that contains the IEP value. 
        1. IEP value can be found in the Physical Item Details section. You can add it to the report even if a holding has no items. 
        2. The IEP value gets generated even if a bib has a holding and no items, despite this value being under the Physical Item Details section. 
      3. Format the report so that grouping is OFF
        1. In the TABLE of the report, click on View Properties
        2. Choose these values: 
          1. Fixed headers with scrolling content
          2. Enable alternate style
          3. Repeat cell values
          4. Click to enlarge screenshot:
      4. Run the report and download as Excel
      5. From the Excel file, copy the IEP column or Barcode into a text file
      6. Rename the column:
        1. If you're using IEPs, change column name to PID
        2. If you're using Items, column name should be Barcode
      7. Upload the file as a new set in Alma 

 

Step 2: If the job and rule have already been established and you have been approved to run the job by LTS or a Working Group:

    1. Got to Admin > Run a job > Name: Change Holding Information
    2. Choose set. IF YOU'RE NOT SURE WHICH SET YOU NEED TO CHOOSE, STOP. Cancel and review sets and rename if needed. 
    3. If applicable, choose the filters for library and location
    4. Select the check box in line with the option to "Correct the data using normalization rules"
    5. Choose your rule.  IF YOU'RE NOT SURE WHAT THE RULE DOES DO NOT PROCEED. Contact LTS. 
    6. Submit. 
    7. Read Step 4 below. 

Step 3: If the rule does not exist yet:

    • On sandbox: create and thoroughly test the rule
    • Ask LTS to create a test process for you on sandbox (LTS will review the rule as well)
    • On sandbox: run a set through the rule as documented in Step 2 above
    • Wait for emailed report and spot check results. 
    • Set up rule on production 
    • Ask LTS to create the process on production. 

Step 4: After submitting a job

    • You will receive an email when the job is done
    • View the report for errors and spot check the set
      • If the set was a logical query it may be empty now depending on what the query was and what you changed via the norm rule. 
      • If your set was for Titles and not Items, the report will reflect the total number of holdings attached to the bibs in the set. Not all holdings in the report count will have been affected by the job, depending on which rule set you ran.
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