Updated to 6/28/2021
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Once Government Information has sent the updated Excel spreadsheet showing owned titles, open the from filespreadsheet, as we will be loading only those that we own (with exception of bound-with or already cataloged docs).
Open MarcEdit; Tools; Select MARC Records; Extract Selected Records.
Down in Source MARC File, navigate to the File:
In Search, select Field and Field# and in Display Field choose either 245 or 086 if titles are not differentiated, and click Import File.
Referring to the checked spreadsheet, :
click the
boxes next to Record
Numbers for owned titles:
Click on Export Selected; and answer NO when asked if you wish to Delete the titles from the source file.
Name the file something easily recognizable, such as:
USUL1909-HistoricalFile-Owned
Optional: open the file in the MarcEditor to make sure all is well, and take a look at the titles to make sure no mistakes were made,
using Use Find; Find All: =245 and again, compare to the Excel shelf-checked file:
10. Compile the historical file of selected titles into MARC: Finally, got to File; Compile into MARC and give it a distinctive name:
USUL1909-Historic-ownedDONE.mrc
Load the file into Sierra.
Use the same procedures as the
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USULC (current print (and microform)) files.
Remember to use: Load Marcive PRINT GPO (.marcivegpoprint)
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Click on Use Review Files, Test first, check for problems,
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then Load,
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Create a file in Create Lists for checking.
And to create a spreadsheet of the titles loaded for GovInfo, after checking the load. :
Click on Export Records.
Use the saved Export: GPOmarciveload, then click OK:
Browse to the desktop and name the future file.
Open in Excel, clean up, and convert to ExcelWorkbook as usual.
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In Excel spreadsheet of loaded records, highlight the 035 column and replace the (OCoLC) prefix with an * (asterisk) using Find/Replace.
Copy all the * OCLC numbers in the column.
Log in to OCLC Connexion.
Then click Batch; Holdings by OCLC Number and paste in the copied * OCLC numbers into the text box to the left:
Click in the circle next to Update Holdings
Then, click OK to update our holdings.
A Batch Holdings by OCLC Number Report will should open with a list of the records updated.
Any errors will be listed at the bottom of the report, and are usually are records that, for some reason or other, already have our holdings set.
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Finish filling in the columns in the MarciveGPO file tracker in Airtable.
Record statistics and clean up Sierra Data Transfer and load files and the review file in Create Lists.
Finally, send an email to Government Information folks to announce that what file(s) has/have been loaded, along with attached spreadsheet(s) of titles.
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