Marcive GPO Batch Files: general notes and workflow
Updated 6/24/2021
Overview:
Batch Files of MARC Government Document MARC records are received monthly from Marcive.
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Four monthly batch files:
USULC - Current print (includes microform) – naming convention: USULC plus date
USULP - Historical print (includes microform) – naming convention: USULP plus date
All map formats– naming convention: USULM plus date
All online format – naming convention: USULO plus date
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USULM - All map formats
USULO - All online formats
General Procedure
There are no pre-load edits, except for the Historical files.
Two load tables are used to load these files in Sierra:
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Load Table: Load Marcive ELECTRONIC GPO (.marcivegpoelec)
Click "Use Review Files" box before loading, Test, then if no problems, Load.
In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULO…
Select 2 or 3 records and double-check the codes (below).
Do not create spreadsheet after loading in Sierra.
Do not set holdings in OCLC.
Values to check after batch loading into Sierra:
USULC or USULP-Owned-Titles print GPO:
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Empty Sierra Create Lists Review File after checking.
Delete Sierra File loads in Data Transfer.
OCLC Connexion Batch Holdings procedure:
In the Excel spreadsheet of loaded titles, Find/Replace the (OCoLC) prefix with an * (asterisk).
Log in to OCLC Connexion.
Then click Batch; Holdings by OCLC Number; and paste * OCLC numbers into the text box to the left:
Select Update Holdings,
Click OK.
A Batch Holdings Report will open with a list of the records. Any errors will be listed at the bottom and are usually records which already have our holdings set.
Notification to Government Information staff and head:
When the GPO files are loaded each month, email Government Information, with load counts, along with attached Sierra spreadsheets for loaded print GPO titles to let them know they can start processing them.
Special Procedures:
USULP (“Past” or historical documents) – see separate workflow:
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