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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.

• 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.

• It’s a good idea to open the emails, download the filefiles, and start putting in the file numbers into your personal statistics & the Government Info. shared Airtable tracker: Airtable | Marcive GPO shared tracker

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• USULC - Current print (includes microform)

• USULP - Historical print (includes microform) - see separate procedure

• USULM - All map formats

• USULO - All online formats

General Procedure

Add 909 field:

• New Step as of 2021-9: There is one pre-load edit; not usually counted as a “modified” files, since it’s one simple step.

  • Open each file to be loaded in MarcEdit:

    • Add New Field in MarcEdit, with $b filled in with today’s date (no brackets):

      All except mapsCurrent and Online files:

    • \\$aFirstname Lastname$b[YYYY-MM-DD]$eUNMODIFIED$dCMS STATS$zMarciveGPO

    • For maps only (unless corrections are necessary needed to fix errors within the non-map batchfiles):

    • \\$aFirstname Lastname$b[YYYY-MM-DD]$eMODIFIED$dCMS STATS$zMarciveGPO

      • Example: 909 \\$aMelanie Shaw$b2023-01-06$eUNMODIFIED$dCMS STATS$zMarciveGPO

• Compile into MARC with new name showing the field has been added, like so: USULO2110-909

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1. Load Table: Load Marcive ELECTRONIC GPO (.marcivegpoelec)

2. Click "Use Review Files" box before loading, Test, then if no problems, Load.

3. In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULO…

4. Select 2 or 3 records and double-check the codes (below).

5. Do not create spreadsheet after loading in Sierra.

6. 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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1. Empty Sierra Create Lists Review File after checking.

2. Delete Sierra File loads in Data Transfer.

OCLC Connexion Batch Holdings procedure:

1. In the Excel spreadsheet of loaded titles, Find/Replace the (OCoLC) prefix with an * (asterisk).

2. Log in to OCLC Connexion.

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

4. 

   Select Update Holdings,

5. Click OK.

6. A Batch Holdings Report will open with a list of the records.

7. Scroll down to the end of the report to check for errors:

   1. Usually these are records which already have our holdings set and need no further action.

   2. If any show “Transaction failed” copy the OCLC Control # and search it individually to see what can be done. Usually its holdings can be manually updated.

   3. If there are more than one error on the report (very rare), copy all their OCLC #s to a text file, and go through each one to manual update holdings in OCLC.

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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