Marcive GPO Batch Files: general notes and workflow
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Overview:
Batch Files of MARC Government Document MARC records are received monthly from Marcive.
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USULC - Current print (includes microform)
USULP - Historical print (includes microform)
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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Take note of the number of records in the file (from the email), and after each step, make sure the number is the same. Often there will be duplicates, which will not load (check to make sure they are duplicates).
Sierra Load Table: Load Marcive PRINT GPO (.marcivegpoprint),
Click "Use Review Files" box before loading.
First run a Test load; then if all looks okay, do the Load.
In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULC…; select Yes when it aske asks if you wish to delete the (copied) review file after loading.
Select 2 or 3 records and double-check the codes (below).
Use Create lists to extract spreadsheet for Government Information staff.
Click on Export Records; then Apply Saved Export.
Select: GPOmarciveload (click on Export Name heading to make it easier to find).
Browse to the Desktop and give the future file a name; OK.
Open Excel, navigate to the text file, choose Delimited, and use the delimiter of Other: ^ while opening the file; dress it up and save as Excel Workbook.
Attach new spreadsheet to announcement email (see below).
Use the OCLC Connexion Batch Holdings procedure, (see below) to update our holdings in OCLC.
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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 copy & 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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