Content Comparison

Updated to 6/28/2021

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1. Open MarcEdit (but not MarcEditor),

2. Click on Tools; Export; Export Tab Delimited Records, and browse to Desktop to find the historical GPO file; changing File Type to All Files.

3. Browse to the Desktop and name the future spreadsheet, then click Next:

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4. Type in each field needed for shelf-checking (and later matchpoints) and click on Add Field:

   • 086 a (Sudoc)

   • 245 ab (title)

   • 264 bc (RDA pub info)

   • 260 bc (pre-RDA pub info)

   • 035 a (matchpoint for later)

5. Then click on Export.

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6. Open Excel; navigate to the tab-delimited file; changing File Type to All Files; then formatting as usual: Delimited; Tab; General; finish; then save as an Excel Workbook file.

7. Check if there is any data in 260$bc column & merge with 264$bc if there is any text, or delete, if there is none.

8. Send shelfcheck spreadsheet with the Marcive GPO load email for the other Marcive loads and loading spreadsheets.

9. Track in Airtable Base: Marcive GPO files and go ahead and attach the USULP bib file (if not already there).

10. Attach a copy of the Marcive USULP file and spreadsheet on the shared Box.com site as backup.

After Shelf check spreadsheet is returned from Government Information showing our owned titles:

Select records to export from a GPO Marcive Historical File.

• Once Government Information has sent the updated Excel spreadsheet showing owned titles, open the spreadsheet, as we will be loading only those that we own (with the exception of bound-with volumes, or already documents already in Sierra).

• 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 too similar, and click Import File.

• Referring to the checked spreadsheet:

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  • click the boxes next to Record Numbers for owned titles:

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• Click on Export Selected.

  • 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,

    • Use Find; Find All: =245 and again, compare to the Excel shelf-checked file:

Add the 909 field:

Click on Files; Add/Delete Fields and add the 909 field

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• USUL1909-Historic-ownedDONE.mrc

Load the file into Sierra.

• Use the same procedures as the USULC (current print (and microform)) files.

• Remember to use: Load Marcive PRINT GPO (.marcivegpoprint)

• Click on Use Review Files, then run a Test first, check for problems (such as duplicates), then Load, if all looks well.

• Create a file in Create Lists using Copy, then looking for: Load: Inserted records for USULP….

• Then, create a spreadsheet of the titles loaded for Gov. Info.

1. Click on Export Records.

2. Use the saved Export: GPOmarciveload, then click OK:

3. 

4. Browse to the desktop and name the future file.

5. Open in Excel, clean up, and convert to Excel Workbook as usual.

Update OCLC Batch Holdings for the loaded files

1. In Excel spreadsheet of loaded records, highlight the 035 column and replace the (OCoLC) prefix with an * (asterisk) using A Find/Replace.

2. Copy all the * OCLC numbers in the column.

3. Log in to OCLC Connexion.

4. Then click Batch; Holdings by OCLC Number and paste the copied * OCLC numbers into the text box to the left:

5. 

   Click in the circle next to Update Holdings

6. Then, click OK to update our holdings.

7. A Batch Holdings by OCLC Number Report should open with a list of the records updated.

8. Any errors will be listed at the bottom of the report, and are usually records that, for some reason or other, already have our holdings set.

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