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Background: The UP Resource Development Department worked with Library Systems to create the Online Library Acquisitions System (OLAS) so that order requests would be available in a central place and data input into the system could be extracted and used to create provisional records in the library database without rekeying any information. When a file of extracted data is created an email is automatically sent from the ‘facorder.fiu.edu’ account to the ‘olas.fiu.edu’ account—recipients include acquisition and cataloging staff (back-up loaders for Acquisitions). Individual files are created based on campus location as well as format—UP book, UP score, UP sound recording, UP visual material, etc. Files are posted to the Acquisitions shared drive (V:) at the end of the day. The following day, Acquisitions staff loads the files using the following methods: MarcEdit is used to convert the text delimited file to a MARC file based on a template that maps the OLAS text fields to MARC fields. The GenLoad profile for each campus maps the different formats to the appropriate location information in the HOL record and the appropriate item data in the item record. Preparation for loading recordsOrganize files for processing:Individual files are posted to FIU UP Acquisitions drive: “V:\OLAS” based on campus and format.OLAS<campus><format><date>.txtexamples: OLASUPBKS20081104.txt— book format(book)OLASUPCOM20081104.txt— computer file(electronic resource)OLASUPEBKS20081104.txt — E-Book format (electronic book)OLASUPMAP20081104.txt— map(cartographic resource)OLASUPREC20081104.txt— music cd, etc(sound recording)OLASUPSCO20081104.txt— music scores(score)OLASUPVIS20081104.txt— DVD,etc.(visual material)Create a separate processing subfolder for each date in the appropriate campus folder—<campus> <yyyy>, i.e. bbc 2009Move all the campus specific files for that date to the processing subfolderV:\OLAS\OLAS\<campus> <yyyy>\<campus><yyyymmdd>i.e. V:\OLAS\UP 2009\OLASUP20081031Convert OLAS text file to MARC format:Use MarcEdit 5.2 “Delimited Text Translator” to import delimited text data into MarcEdit’s mnemonic format.Open MarcEdit 5.2Go to the Add-ins tab Select Delimited Text TranslatorClick on Next buttonMarcEdit Delimited Text TranslatorScreen one conversion specifications:Input file: text file to be converted, i.e. OLASUPBKSyyyymmdd.txtOutput file: (auxiliary file name) file name.mrk, i.e. OLASUPBKSyyyymmdd.mrkDelimiter: TabText qualifier: noneEditLDR/008: option to change formatDefault format for LDR/008 is for bookIf format is not book, click on Edit LDR/008Choose appropriate format from drop down menuClick on Next buttonNote: OLAS creates the data files by the record format (book, visual material, Score, etc.), so the record’s fixed fields (Leader and the 008) will be appropriately coded.Click on Next buttonScreen two conversion specifications:Load Template:Click on Load template buttonBrowse for “olastemp.mrd” (should be in ‘V:\OLAS’ directory)Uncheck Sort fields boxClick on Finish buttonNote: The following message will display—MarcEdit’s Delimited Text translator has successfully created a MARC text fileClick on Close Convert MarcEdit’s mnemonic format into MARC format:Go to MarcEdit Start Page tabClick on MarcToolsClick on MarcMaker functionInput file : OLASUPBKSyyyymmdd.mrkOutput file : OLASUPBKSyyyymmddClick on Execute button Note: At the bottom of the screen the number of records in the file will display.Click on Close Loading Records with GenLoad:Open GenLoadFile/Open Data File: browse/change directories and select file to be loaded; i.e. OLASUPBKSyyyymmddchoose appropriate profile:OLAS BBCOLAS UPprocess records with Report box checkedpreview records:check BIB for appropriate TKRscheck HOL for appropriate sublibrary and collectioncheck ITEM for appropriate Status, Type, and Processing Statuswith Report box still checked, Send recordsFile/View Log File: review log file and resolve any issuesSend records without Report box checkedFile/View Log File: review log filemanually correct HOLs or items sent incompletecopy system number from log filedisplay BIB record in ALEPHupdate appropriate HOL or itemCheck number of records loaded in ALEPH:TKR = OLAS UP YYYYMMDDTKR = OLAS BBC YYYYMMDDNote: The default TKR is set on the date the file is loaded. CHECKLIST:File moved to processing folder?Text file converted to MarcEdit mrk (.mrk) file?appropriate LDR/008 format chosen?template loaded?sort box unchecked?MarcEdit mrk file made into MARC file?Records loaded?appropriate campus profile?Skip problems resolved?Error during search: record resent?Duplicate record found: confirmed it’s a duplicate?Any incomplete HOLs or items manually corrected in ALEPH?Was e-mail sent to the ‘olas.fiu.edu’ account—recipients include acquisition and cataloging staff (back-up loaders for Acquisitions)? *Revised by Aminta Mayorga 06/24/2011Load specifications: Code MappingBBCFXNH[CD] maps to FIBAV AVFXNN maps to FIBBL: GENFXNN[RES] maps to FIBRV RESFXNR maps to FIBBL REFFXNV[DV] maps to FIBAV AVUPFXGC maps to FIUCR CURFXGD[CD] maps to FIBAV MUSCDFXGF maps to FIUGL SCOFXGG maps to FIUGL: GENFXGG[RES] maps to FIURV RESFXGH[CD] maps to FIUAV COMPFXGM maps to FIUGL MAPFXGR maps to FIUGL REFFXGR[ENG] maps to FIENG REFFXGS maps to FIUSP SPCFXGV[DV] maps to FIUAV VIDNew TagsBBC & UP TKR = (Source)%fBBC TKR = OLAS BBC <yyyymmdd> (file date)UP TKR = OLAS UP <yyyymmdd> (file date)Tag FlipsFrom: Tag = 035## To: Tag = TKR##MatchingEnable = checkBIBMatch = Don’t LoadNo Match = Create NewHOL for BIB Match/ReplaceMatch = Don’t LoadNo Match = Don’t LoadITEM create if none exist = checkMatch Search Order = ISBN 10/13Load OptionsEncoding Level = from recordCreate:HOL = checkITEM = checkNotes: noneCreating a MarcEdit 5.2 template for the OLAS text file:Open MarcEditGo to the Add-ins tab Select Delimited Text TranslatorClick on Next buttonNote: To continue to the next screen there must be an input and output file.Click on Next buttonDefine the structure of the template:Select: scroll to desired field and highlight, i.e Field 0Map to: type the MARC tag that corresponds to the text file position, including subfield code (i.e. 020$a)Indicators: default is \\Click on Apply buttonContinue until all text file fields are definedCheck Save TemplateClick on FinishClick on CloseMapping table for OLAS templatedescriptiontext file field positionmaps to MARC tag:indicatorsISBN0020$a\\OLAS control number1035$a\\049 mapping code2049$a \\Author3100$a 1\Title4245$a \\Name of publisher5260$b \\Date of publication6260$c \\Today’s date7980$a \\Price8980$b \\Quantity9980$g \\Fund code10981$b \\Requester Id11981$e \\ ................
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