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Workflow originally developed by Mavis Molto in 2014. Revised and update by Melanie Shaw and Liz Woolcott.

LOADING MARCIVE FILES IN SIERRA

Download files from Marcive – can just click on them (see download proced)

  1. Find file to load on C drive (IN ORDER) - 069, 070, etc.

  2. Do files IN ORDER (subject & name can be same day)

...

  1. Select process = Load records via locally created load profile

  2. Select Icon = Get PC [Upload files from PC]

  3. Find MARC record location

  4. Select the suffix = .lfts, click OK

  5. Highlight LFTS file

  6. Select the Icon = Prep [Preprocess records loaded via FTS]

    1. Start

    2. See if number of files (shown at the bottom of the report) correspond to the number recorded in the spreadsheet

  7. Close

  8. Highlight MARC file

  9. Select Icon = Load

  10. Highlight: Batch: Load/Overlay NAME[SUBJ] auth recds

  11. OK

  12. Click on TEST – verify

    1. Verify numbers at the bottom match the number of records included in the file

Warning

FOR DELETE FILES

  1. If delete file, all All records should be Overlaid

    1. STOP – If not all files show as overlaid and consult the ILS Librarian

  2. If loading a delete file – check the “Use Review Files” before moving onto the next step

13. Click on Load - see loading, see count,(Ensure Use Review File is selected if loading a Delete File). Verify that the count matches the number of records expected and that if delete file, all should say Overlaid

STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian

14. Close

Warning

FOR DELETE FILES

Delete files will require two extra steps before proceeding to the final step Step 3 listed below.

Step 2a. CREATE LISTS (FUNCTION)

  1. Tab = Review files

  2. Choose line (30), a line appropriate to the number of records

  3. Select Copy

  4. Find title – Load/Overlaid [file name] – Highlight - OK
    a. Do you want to remove file – Yes
    b. Show records – correct no./records?
    c. [Check first record – overlaid record has leader=d] [Close]
    d. Close

Step 2b. DELETE RECORDS (FUNC)

  1. Drop down = Review

  2. Review file = Load/Overlaid [file name - CAREFUL] – Highlight

  3. Start

  4. See delete list – Click delete records - Click yes

  5. See Successful deletions – is number correct?

  6. Close

  7. Empty file – [if a delete file - will be gone already]

...

IF FILES NEED TO BE DELETED ONE BY ONE:

Search Authority Record Number (Sierra: ARN index, MARC field 001 ) OR Use the Step 2a. Create List process and copy the “Load: Inserted records for [name of file]” instead of the “Load: Overlaid records [name of file]”. Be sure to verify that the number listed at the end of the filename matches the number of records that were “inserted” instead of overlaid. Then procedure with Steps 2b and 3.