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Processing records for MARS

Written by Ryan Finnerty, October 11, 2004
Approved by Cataloging Committee, November 8, 2004
Revised by Steve Kubly May 7th, 2015

After sending our database to Backstage Library Works for RDA Enrichment we now need to send our regular collection and Special collection records in two separate files.  The need for two profiles arose because of different aspects of RDA enrichment that should and should not be performed on the different type of records based on the cataloging rules they follow.


To split the Current cataloging file each month into two files (one for special collections and one for general collection) requires a few extra steps:

Do a search of the entire database using the following criteria (this search is saved under the name “MARS criteria revised (spk 8/7/13)” in Millennium:

    • CATDATE > [last day of the previous month]
    • CATDATE < [first day of next month]
    • MARC Tag 001 matches the regular expression "^001  [0-9]{1,10}$" (this excludes non numerical 001s)
    • All 910 MARC files do not have MARS
    • BRANCH does not equal cdl
    • R CTRL CODE equal to –


    • CATDATE > blank
    • BRANCH does not equal cdl
    • R CTRL CODE equal to q

Now sub-search this file using these criteria:

    • Branch equals culsp OR
    • MARC tag 040$e equals dcrb OR
    • MARC tag 040$e equals bdrb OR
    • MARC tag 040$e starts with dcrm

Global update the file this sub-search created to change the R CTRL CODE to a

Do a sub-search of the original MARS file for all records with an R CTRL CODE that does not equal a

Global update the SC&A records R CTRL CODE back to –

Output the files using the “Create MARC file using item format” output table. Use the naming conventions outlined below for each file:

  • For the General collection file: UCSD.CC.D[date]  ex. UCSD.CC.D150401
  • For the Special collections file: UCSDSC.CC.D[date]  ex. UCSDSC.CC.D150401

Save the files in a new month’s folder in the MARS folder of the DBM folder on the P: Drive

Go to BSLW’s website and add each job under the appropriate sign-in for each profile, one for general collection, one for special collections.

Send conformation emails to appropriate people at BSLW and UCSD

Globally update all records (both files) to change their R CTRL CODEs from - to a. This change alerts catalogers to not edit any records that are out for MARS work because local edits will be overlaid upon return


Upon return of the records by BSLW the individual files of bibliographic and authority records must be loaded

Begin by verifying the number count that BSLW gives you to make sure there are no problems with the files

First load the Bib records for each profile using the .bmars load table

Load the authority records for each profile in any order (as long as they are loaded after the bib records) using the appropriate load tables:

    • Name authority records - .anamo
    • Subject authority records - .asubo
    • Series authority records - .atito
    • Title authority records - .atito
    • Medical Subject (MeSH) authority records - .amesh
    • Genre authority records - .agenre

Once you are finished loading, Globally update each file of bib records to change the R CTRL CODEs from a to -


                The only Millennium Headings report that is currently being processed is the Duplicate Authority Records report.  It is checked to make sure that there have been no problems due to the overlaying and addition of new authority records.  The Blind References report has become unwieldy since the RDA practice of adding relationship designators to access points has become popular. We have chosen to index these relationship designators in our public display which causes false Blind References to appear on the headings report. Until a further solution can be agreed upon to keep the system from bogging down because of full headings report files the Blind References are periodically siphoned off into a review file to be saved.


Backstage includes numerous reports on the changes and statistics of the processing of our current cataloging records each month. Not all of the reports are useful to us but some of them do need to be reviewed.

Partially Matched Headings - DBAM staff will quickly review and make any obvious changes

Unmatched Primary Headings - There are so many names and subjects that are not established that these reports are too large to be processed by our current staffing level.  The only Unmatched Primary Headings report that is processed is the one of Local Subjects.  These are subject headings with a second indicator 4. They often duplicate LCSH or MeSH headings and in those cases are deleted by DBAM staff.

Possible Invalid Tags - This report is much less important now because the tags are being correctly flipped most of the time. DBAM staff will quickly review and make any obvious changes.

Heading Usage not authorized – DBAM staff will review and correct problems

Suspicious filing indicators - DBAM staff will quickly review and make obvious corrections

Possible leading articles - DBAM staff will quickly review and make obvious corrections

Split Headings – Mostly informational at this point, DBAM staff will spot check to make sure we don’t have the corrected split headings BSLW puts on the report in our database

Tags Flipped - DBAM staff will quickly review