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BBAS is a self-service tool that allows you to compare your holdings against the Wilson Standard Catalogs and Resources for College Libraries at your convenience. The process begins with you creating and downloading a file of your holdings from your ILS. In order to maximize your match rates, it is recommended that the file contain all of the following information:
- ISBN
- LCCN
- Title
- Sub-title
- Author
- Uniform Resource Identifier/URL
(only if matching against Resources for College Libraries)
Additionally, if you wish to incorporate any of the content from the data cleansing files, it is integral that the file you send to BBAS contain your ILS’ Unique Record Identifier. The Unique Record Identifier is the identifier within your ILS that uniquely identifies each record within your ILS. This is generally some sort of sequential number field. Inclusion of your ILS' Unique Record Identifier will allow you to electronically match the results from the data cleansing files back to the content in your ILS. The Unique Record Identifier is not a mandatory field.
Any single file submitted for processing must contain 500,000 records or less. Files containing over 500,000 records will not be processed. If your monograph collection size is greater than 500,000 records, you may wish to break up your collection by subject, location, or any other meaningful parameter.
For RCL customers, one suggestion for breaking up collections that are greater than 500,000 records is by LC Call Number range. We have done an analysis of the records in RCL by RCL top level subject heading and the first three digits of the LC Classification Number on those records. Click here to view an Excel file of counts by the first three digits of the LC Classification Number by RCL Subject heading.
To follow this suggestion:
- Determine which RCL subject headings you would like to analyze in your collection
- Look up those RCL subjects in the attached file and extract all the “LC3” values for those subjects
- Extract holdings from your collection whose first three values of the LC Classification Number match the “LC3” values from step 2 above
BBAS accepts two input file formats: MARC and CSV, with double quotes as text qualifiers. However, we strongly recommend that you use MARC files, as MARC is a standard and introduces fewer issues with the BBAS matching process.
MARC Format Notes: There is no need to extract the fields above from your MARC file. In fact, we recommend sending the MARC file with ALL the MARC fields to avoid introducing formatting errors. The BBAS MARC file reader will pull out the fields that BBAS needs for matching purposes.
CSV Format Notes: It is integral that the Title and Author fields are discrete and do not contain extraneous information. The Title field should only contain the title, and the Author field should only contain the author name. For example, do not include the author in the title field or author birth dates in the author field.
IMPORTANT NOTE:
Be sure the ISBN is exported as a text field (as opposed to numeric). ISBNs are not a numeric field; they may have a check digit of X or may have dashes or other text embedded. If you are creating a CSV file it is OK to view the exported file in Excel, but DO NOT save the file in Excel. If you do, Excel will chop off leading zeros from any ISBNs that do not have text data (like dashes, for example). This will cause BBAS to report an inflated number of unmatched records and invalid ISBNs.
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