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Liz Woolcott

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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

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Table of Contents

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Tools

  • Email

  • Marcive FTP link

  • Authority Record Airtable base

  • Sierra

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Procedures

Pre-Processing

  1. Download files from Marcive

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  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. Open email, click on the FTP link

    2. For each file, create a new line in the Authority Records Airtable base

    3. Record the following (listed in the email)

      1. File Name

      2. Number of Records

      3. File Size

    4. Add the following information

      1. Name or Subject file

      2. Add/Update or Delete file

      3. File Number

    5. Download each file from Marcive and attach to the correct record line in Airtable

      1. Note that files will disappear after a set amount of time (currently set at 45 days). If they are not downloaded within this time frame, Marcive will need to be contacted to recreate and upload the files. There is an additional cost for this.

    6. Record the date of download and the name of the person who downloaded the file

Note: For each step in the following procedures, the files must be done in their file number order (not sorted by title).


Step 1. SIERRA – HEADINGS REPORTS (FUNCTION)

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Warning

FOR DELETE FILES

  1. 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 (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 3 listed below.

Step 2a. CREATE LISTS (FUNCTION)

  1. Tab = Review files

  2. Choose 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]

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