Marcive GPO Batch Files: general notes and workflow
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Each month's record files are produced around the 4th day of the month.
Files are usually only available for 2 weeks, so it is essential to download the records without delay.
Email notifications are sent, but the download site can also be checked for record availability.
Download site is accessible via either http or ftp, which and can be found in the Marcive email notices.
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General Procedure
There are no pre-load edits, except for the Historical files.
Two load tables are used in Sierra:
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Use: 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USULP (“Past” or historical documents) – see separate workflow:
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