Florida International University



Batch Process for LAC Books with OCLC RecordsED created 12/2017, rev 2/2018, 7/2018, 9/2019, dr rev 10/2019Latin American (LAC) approval books with OCLC records can use this process on an as-needed basis. Call up Aleph Records and Extract their OCLC#First time: search by TKR (FMFIU)LacOSecond time onward: search by TKR (FMFIU)LacO NOT TKR (FMFIU) OCLC SET MMSave the set of found holding records as mmddlacoRun print08 in Aleph to get OCLC# of records1771652730500 Get OCLC# Copy file data to a spreadsheet lac.xlsx in H drive under the folder 0 Latin American (LAC) Approvals\Batch Process LacO\[date]\, use this folder to save all the files generated for this batch processUse Text to Columns function to filter out OCLC#s: use ) as delimiterCopy OCLC# to notepad, save file as lac.txt fileBatch Download OCLC Records via MarcEditOpen MarcEdit, go to MarcEdit Z39.50/SRU ClientSelect Batch Mode on left panel, open the source file lac.txtDefine destination file as lac.mrc under the same folder H:\0 Latin American (LAC) Approvals\Batch Process LacO\[date]\Use Custom @attr 1=12Select OCLC Cataloging Service, then click Modify. (do not tick Retrieve Unicode)Put value as screenshot 2 below. Enter your OCLC Username, Password, and save itClick Green arrow button as screenshot 1 below to run37719010668000center388864600Sort OCLC MARC records by GenLoadSort and identify records in lac.mrc that’s not cataloged in EnglishIn GenLoad-Utilities-File Sorter:Sort file lac.mrc for records have eng in subfield $b of 040 field as shown below. Output File name eng. Records in the unmatched file eng.nomatch are not cataloged in Englishcenter829945000. Rename eng.nomatch as eng.mrc, for the titles in eng.mrc, search OCLC and find their OCLC records cataloged in English, then add their OCLC# to lac.txt and save it as lace.txt, redo the step 2 above to get the lace.mrc file1765935508000Sort and separate records in lace.mrc for full-level records: complete call# in 050/090 field, then Encoding level (ELvl)=blank (Full-level), ELvl=1 (number 1, Full-level, material not examined), ELvl=I (letter I, Full-level input by OCLC participant). Save sorted results.In GenLoad-Utilities-File Sorter:Sort file lace.mrc for records containing 050/090field AND subfield $b as shown below. Output File name call. Records in the Matched file call.match have complete call# in 050 or 090 field. Records in the unmatched file call.nomatch have incomplete call number OR without call number1523510508000center829945000Sort file call.match for records with Elvl=blank as shown below, output file name #: 1443990508000For the unmatched file #.nomatch, sort records with Elvl=1 (number), output file name #1For the unmatched file #1.nomatch, sort records with Elvl=I (letter), output file name ICombine the unmatched file I.nomatch and call#.nomatch as one file LacN.mrc for all the non full-level records using the MarcJoin Utility of MarcEdit as shown below, and save it639175231400Combine the matched files #.match, #1.match, I.match as one file LacF.mrc for all the full-level records and save itUse MarcEdit to check and edit 856 and 490 fields of LacF.mrc file as stated below, save and compile the edited mrk file as LacFr.mrcIn 856:If record is for print, URL links to related resources (e.g., table of contents): make sure the indicators are 42 to prevent false eBook icon for the print recordIf record is for print, URL links to free full-text ebook: make sure the indicators are 41, and add $y Also available online. Click here! to prevent false eBook icon for the print recordIf record is for electronic book, and 856 links to full text eBook: delete the record from the mrk fileIn 490 (optional):If a records has an indicator 0 (search =490 0), check the OCLC number in OCLC and verify if the series is established or not.If the series is established but simply does not have the indicator 1 and an 830 field, edit the OCLC record and the mrc file to include it using the proper series headingIf the series is not established, leave everything as is and do the load below as normal, simply go to that record after and input a note in the holdings saying on Mirtha’s series shelf, find the book and then place it on the series shelf.Batch Load Records by GenLoadBatch load will update Aleph bib and holding as stated below:Aleph bib: replace bib while protecting local dataAleph holding: replace 852 fields if the load matches existing 852 subfields $b FIUGL and $c GEN; also adds TKR (FMFIU) OCLC SET MM for batch adding FIU holding in OCLCTest Load by GenLoadOpen GenLoad and login with your Aleph user name and passwordImport the profile fiu-lac.pro from H:\0 Latin American (LAC) Approvals\Batch Process LacO\Procedure & GenLoad Profile\Select the profile and check the box ReportClick on File, and scroll down to Open Data fileBrowse to find the file LacFr.mrc, click on Open. Run the Process RecsClick on Preview Recs to preview and ensure bib, holding, and item has correct additionsClick on Send Recs, a pop up window appears to indicate the load was complete, click OK to close the windowView Log File for ErrorsClick on File, scroll down to View Log FileCheck the log file to see if there were any errors All records loaded should be merged with existing Aleph recordsIf a record is loaded as new, indicating the title has a latest OCLC record with a different OCLC#. In this case, find this title from the LacFr.mrk file by the record#, copy its ISBN# and search it in Aleph, which should bring up the Aleph record for the title, copy the OCLC# from the 035 field of the mrk file to replace the 035 field of Aleph record and save the bib. When do the real load, the latest OCLC record should overlay the Aleph record for the titleIf there are multiple matches, dedup first: open all the matched records for the same title, move the FIU holding/item/order to the other record, and delete the FIU recordLoad for RealUncheck the report option and click on Send Recs, this time they will load for realClick on File, scroll down to View Log FileCheck log file for Aleph numbers for the records loadedCheck one record to ensure the bib, holding, and item are updatedBatch Replace Item Process Status (IPS)710565434340000After batch load, select one of the Aleph bib numbers from the GenLoad Log File and open the Holding in Aleph. Then, copy the new TKR (ex: (Source)920lacf.mrc 20190920) and search for it in Aleph to get the LacF record set and save it as lacfh71056523685500Use Aleph Service-Manage 70 to convert from hol (lacfh) to item (lacfi):710565639318000Use Aleph Service-Manage 62 to replace lacfi file records’ IPS from IP to LB:LabellingGo through the approval books by scanning barcodes, pull out the ones with item IPS=LB, write call# on the first page of the book?according to the item display, and send them for labelling. If found incomplete call#, consult Diana or Gus.The books with incomplete records remain on the shelves in Cataloging.Optionally you can use the original mmddlaco file to pull up the titles using another print-08 to verify each title while sorting through the volumes:14859034925Process for Non Full-level Records1) Obtain OCLC#s of Non Full-level recordsObtain OCLC#s from spreadsheet (leftovers), save them to notepad and save as noclc.txt 2) Import Records into OCLC Local Save FileIn OCLC, from the top menu, click on Batch-Enter bibliographic search keysSelect OCLC Number (no:) for “Use default index” option, click on button Import at rightSelect the file noclc.txt (* Delete original file), save and close924359243900Once again, click on Batch-Process batch… 1083310125920500Click to select on the following, and then click OKOCLC will start searching online for each OCLC# from your file. After the process is done, close the Batch Search ReportGo to OCLC Cataloging-Search-Local save file. All the records are imported thereReview and upgrade easy to fix records to full-level and change Encoding level code to I. Remove the records that are not cataloged in English by sorting Column CatL to ensure the keep records are all cataloged in English (040 $b eng) as shown below:267423194900Keep the upgraded records in local save file and remove the non-upgraded records, replace the OCLC records but don’t update FIU holding in OCLCFor the ones that need authority work, mark them on the spreadsheet OCLC# of Non Full-Lvl Recs.xlsx, find their Aleph records by corresponding OCLC#, add “on Mirtha's 053 shelf [date]” or “on Mirtha's series shelf [date]” to 852 $x using macro. Pull out these books and place them on Mirtha’s shelfExport Records from OCLCLog in to OCLC and go to Tools-Options-Export. Select File (Prompt for filename) and then Create--File (path/folder) to save exported OCLC records as lacn.dat under H:\0 Latin American (LAC) Approvals\Batch Process LacO\. Then Apply and Close (one time only)Select all the upgraded records in your local save file and click on to export records Copy lacn.dat file and rename it as lacn.mrc, and save it under H:\0 Latin American (LAC) Approvals\Batch Process LacO\[date]\Select all records in your local save file and click on to delete all records from local save fileRepeat Step 4 for batch load records by GenLoad Repeat Step 5 for batch replace item IPS, don’t change the item IPS for the ones that need authority work)Repeat Step 6 for labeling ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download