MARC Records
Elsevier is pleased to offer MARC records free of charge to customers who have purchased books on SciVerse ScienceDirect. Through a unique collaboration with OCLC®, Elsevier has developed an online order system that automatically matches MARC records to each customer’s holdings. Instead of forcing customers to work with dozens of standard record sets that may not match their actual holdings, customers receive an initial delivery of all available records for the books in their ScienceDirect holdings. Update deliveries provide new records as they become available, again based on the customer’s actual holdings. Customers manage these orders through the ScienceDirect Admin Tool, and have the option of setting up a standing order for monthly updates.
This guide is intended for catalogers who are responsible for ordering MARC records and loading them into their library’s ILS.
Accessing MARC Order Management on the Admin Tool
Before You Start: Admin Tool ID Setup
You will need an ID and password to access to the ScienceDirect Admin Tool. If you do not already have an admin ID, please contact the Elsevier E-Helpdesk using the regional email address given in the last section of this document. If one of your colleagues already has an admin ID, they can add an ID for you or give approval for the E-Helpdesk to issue an additional ID. For more information see the Admin Tool information page at http://www.info.sciverse.com/sciverse/admintool.
Admin Tool Step 1: Log in to the Admin Tool
Access the Admin Tool through ScienceDirect by the “My Settings” link in ScienceDirect
Then choose the Admin Tool option. Note: you will not see the Account Administration options if you are not logged in with an administrator ID.
You can also go directly to the Admin Tool at https://admintool.elsevier.com/admintool/userAuthentication.url
Even if you have logged in to ScienceDirect, you will have to log in again to access the Admin Tool.
Admin Tool Step 2: Open the MARC Records Section
Select the ScienceDirect tab in the Admin Tool
Admin Tool Step 3: Open the MARC Records Section
Then select the MARC Records option …
… to open the Admin Tool MARC Records Form
First Time Setup: Linking Your ScienceDirect and OCLC Accounts
Before placing an order you must link your ScienceDirect account to an OCLC account and set up a profile on the OCLC Online Service Center. If you already have an account with OCLC, you will be able to select it. If you do not have an account with OCLC, you will be able to set one up.
The first time you access MARC Order Management on the Admin Tool you will see the special “Setup Account” screen shown below, which will guide you through the steps of linking your ScienceDirect account to your OCLC account.
OCLC Setup Step 1: Authorize Data Sharing
Check the box and click the “Setup OCLC Account” to authorize Elsevier to share your holdings data with OCLC. This will take you to the OCLC Online Service Center page shown in the next step.
Note: once you have completed your setup, the Admin Tool will show you a different view of the MARC Records page. From here you can check on orders you have placed, submit new orders, and link to the OCLC site to update your profile and manage standing orders.
OCLC Setup Step 2: Find or Create Your OCLC Account
In the OCLC Online Service Center, you will setup a profile that links your ScienceDirect account to your OCLC symbol (account identifier). You identified your ScienceDirect account to the system when you logged into the Admin Tool. Now, you must tell the system which OCLC symbol to use.
In the form shown below, you can simply type in your symbol if you know it. Or you can search for your symbol. Or, if you have never set up an account with OCLC, you can create one now. To avoid confusion and errors, you should not create a new account unless you are sure you do not already have one.
Option 1: Enter Your OCLC Symbol
If you know your OCLC symbol, simply type it into the box shown above.
Option 2: Search for Your OCLC Symbol
Clicking the link to “search for your institution’s symbol” opens the search tool shown below in a new window. Once you find your OCLC symbol, write it down or (better yet) copy it into your clipboard and close this page. Type or paste the symbol into the “Add OCLC MARC Records” page shown in the previous illustration.
Option 3: Create OCLC Account
Clicking the Create Account button will open a window where you can enter your institutional and contact data to set up an account. Once this is completed, you’ll be given and OCLC symbol which you can enter in the “Add OCLC MARC Records” form shown in Step 2 above.
OCLC Setup Step 3: Specify MARC Records Contact
Set up or pick a contact. This form has two parts. The top part is a dropdown box that allows you to select an existing contact. The bottom part allows you to add a new contact.
If you see the following error message, it means you have data in the top and bottom part of the form.
- If you want to use an existing contact, make sure that every field in the bottom of the form is empty. Check to be sure there is no hyphen in the phone number field.
- If you want to add a new contact, make sure the dropdown box in the top part of the form is set to “select contact”
OCLC Setup Step 4: Accept the OCLC Terms
Accept the terms and conditions and click “Continue”
OCLC Setup Step 5: Customize Your Profile
You can use the “Notes” and “Field/Subfield Deletes” options shown below to customize your records, including adding emails to receive notifications when records are delivered. You can also opt in for Standing Orders (discussed in detail in the Order Management section below).
OCLC Setup 6: Confirmation
The ScienceDirect Admin Tool will show a pending registration status until your OCLC account has been linked to your ScienceDirect account
You will receive a Welcome Letter from OCLC to the email address you provided during the order setup. The email will contain login directions for accessing your MARC records.
Modifying Your OCLC Profile
Once you have linked your ScienceDirect and OCLC accounts and setup your OCLC profile, you can modify your OCLC profile by accessing the OCLC Online Service Center through the “Edit OCLC Account” link at the right of the Admin Tool MARC Records Management screen. The OCLC Online Service Center will work essentially the same way as shown in the “OCLC Setup” directions above, expect your OCLC symbol should be displayed by default when you first enter the OCLC Online Service Center. From there you can
- Change contact information for notification
- Add or change custom text in specified fields for all MARC records delivered to you
- Delete or reinstate specified fields from all MARC records delivered to you
- Turn standing orders option on or off
- Change the OCLC symbol associated with your ScienceDirect account (see section below)
When you first enter the OCLC Online Service Center you must confirm your OCLC symbol. Confirm that the OCLC symbol displayed in the text box is correct and then click the “Continue” button. (If you need to change the OCLC symbol associated with your ScienceDirect account, please see the section this topic, below.)
Ordering Records
About Standing Orders vs. On-Demand Orders
The system allows you to order records whenever you want them or opt in for monthly standing orders. One-time orders are controlled from the Admin Tool, while standing orders are controlled from your OCLC profile.
If you have chosen to opt-in for Standing Orders in your OCLC profile, do not submit an order from the Admin Tool MARC Records screen.
The Admin Tool only displays the status for on-demand orders. Your standing order will be processed by OCLC even though it is not shown in the Admin Tool.
About Initial Orders vs. Updates
Typically, your first order will contain all the available MARC records for the books in your holdings, and subsequent orders will provide additional records that have not already been delivered to you. There are three reasons why you may need to load additional records:
- You have purchased a front list collection, so new books will be added to your holdings as the books become available on ScienceDirect
- OCLC has created a MARC record for an older book that previously did not have a MARC record (this is most common for book in series)
- You have purchased additional books
Order History
Behind the scenes, OCLC keeps track of the MARC records that have been delivered to your institution through the Admin Tool system. This information is used to determine which records to send in update orders.
Placing a One-Time Order
Use the “Order MARC Records” section of the Admin Tool MARC Records form to submit on-demand orders.
The first time you order records through the Admin Tool, you should use the “All Books” option. If you have already loaded MARC records for ScienceDirect books obtained by another method, you should still choose this option and then exclude duplicate records. OCLC will not be able to determine which records to send you in update orders unless you have started off with an “All Books” order.
Normally, you will never need to use the “All Books” option after your first delivery.
Use the “Books recently added” option to place an update order. OCLC will send you all available MARC records for books that are in your holdings, for which you have not already been sent a records.
Order status is shown below the order form, and shows only on-demand orders.
Turning Standing Orders On and Off
To turn standing orders on or off, login to the OCLC Online Service Center as described in the section above on “Modifying Your OCLC Profile.” Then, select “Yes” in the dropdown box shown below to opt in for standing orders. Click the “Continue” button to update your profile and save the change.
Turn off standing orders by updating your profile to set the opt in choice to “No.”
When you first turn on standing orders, OCLC will deliver with a few days all available MARC records for your holdings. Thereafter, OCLC will deliver updates once a month as needed. If you aren’t missing any MARC records for your holdings, then the monthly delivery will be skipped.
Notification When Your Records Are Ready
It can take 1-2 work days to process your records. When they are ready you will receive an email like the one shown below that provides a link to the download site at http://psw.oclc.org/
Downloading Your Records
Step 1: Access the Download Site
Once you receive notification that your records are ready, go to OCLC’s Product Services site at http://psw.oclc.org/ and click on “download records and reports” link.
Click on “OCLC Contract Cataloging for Publishers and Vendors records and reports”
Enter in your OCLC authorization and password from the Welcome Letter (see above) or any valid Connexion or FirstSearch ID and password.
Step 2: Download Your Records
Once you login to the download site, you will see your file(s) listed. Your library’s OCLC symbol will also be shown in the grey bar. “ABCD” is used here as an example.
Click “Download” next to the file’s name.
Please note that the MARC files are ASCII text and end in a .bin filename extension. Upon download, you may rename the file to end in a different extension (such as .mrc or .dat) without corrupting the file.
Modifying OCLC Account Linking
Some institutions have worked with OCLC for many years and may have inadvertently created multiple OCLC account symbols. Note that if you have ordered records using one symbol, the order history will not transfer to the new symbol.
To change the OCLC symbol associated with your ScienceDirect account, follow the steps described above to “Link Your ScienceDirect and OCLC Accounts” and either select an existing OCLC Symbol or create a new one in the OCLC Online Service screen shown below.
Important note: If you change the OCLC Symbol linked to your ScienceDirect, this change will not show up immediately in your ScienceDirect Admin Tool profile. If you change the OCLC symbol, you should close your browser and check back periodically until you see that the OCLC symbol has been updated in the Admin Tool. The change can take up to 24 hours to process. Do not place any orders or make any other changes until you see the new OCLC symbol in the Admin Tool.
Elsevier E-Helpdesk Customer Service Department
Europe, Middle East and Africa
Tel: +31 20 485 3767
Fax: +31 20 485 3432
E-mail: nlinfo@sciencedirect.com
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Tel: 1 888 615 4500 (1 212 462 1978, if calling from outside the USA and Canada)
Fax: 1 212 462 1974
E-mail: usinfo@sciencedirect.com
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Tel: +55 21 3970 9300
Fax: +55 21 2507 1991
E-mail: brinfo@sciencedirect.com
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Tel: +65 6 349 0222
Fax: +65 6 733 1050
E-mail: sginfo@sciencedirect.com
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