First very rough draft of general links and tasks useful to Batch & Sierra regularly occurring duties
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Most batch files are for various e-resources, but some tangible batch record collection are also loaded via batch files ((print DDA files), vendor ready files, government document and map files, (loaded by Government Information staff), etc.)
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TrackingTrack each file as soon as it is downloaded: Copy/Paste the batch file name(s) into each Collection Tracker in Box as soon as they are downloaded/received
Keep aware of how many records there are in a batch file:
if that number changes after a batch processes, then something probably went wrong, and the file or the process needs to be checked for problems : (some of which can be as simple as duplicate bibs in the file, but at other times, may be indicating indicate one or more broken bibs from typo(s), a missing field/subfield, extra subfield marker(s), random dollar signs, etc.)
When loading into Sierra: always clickUse Review Files; then Test the batch, and if it looks good, Load.
Avoid at all costs, loading files out of order (generally, this is by the date in the file name but some dates will need to be added as you are downloading them)
If possible, keep up with the weekly loads, to keep the chance of out of order loading to a minimum
For most collection batch files, when the files have the same date; first load new/additions files, then delete files (there are exceptions noted in the these workflows); but, always check the date, and load files with earliest date before the latest.
001 fields are important : in Sierra , as a management tool: each MARC record in a batch file needs some kind of unique control number that is not duplicated (we may need to overlay or pull them entire collections out, later) - some collections will already have good 001 001’s as as supplied by the vendor; and all current batch collections have documented methods to apply prefixes or create completely make unique 001 numbers.
For any completely new batch collection, where the 001 fields are missing or contain just bare numbers, we will need to make a method worked out for makeing attaching a new, non-duplicating prefix or a creation how to create method for a 001; and add it to the a new workflow for the collection.
Hooks: a series of fields and codes are applied to each batch collection, making them easier to batch edit or remove.
The current master document of hooks is kept in USU’s Box files; updates will need to be added to the document, and distributed to various areas of the library (such cataloging, LIT, etc.), as old batch collections are changed, deaccessioned, or new ones are added.
The most current Master List E-Resource Hooks is kept here: https://usu.app.box.com/file/1326778691763.
Field 856 URL will usually need a special prepend added to the URL (exceptions noted in workflows) and a public note (as requested developed by our Public Services Librarians)
Batch/Sierra list of tasks:
Original Systems ILS System Librarian’s list of tasks
(Discovery Services Librarian list will be much more focused on records dealing with small to large-bulk records for purchases or Sierra batch weeding/moving/batch cataloging projects):
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Start with single record loads for Wageningen, then weekly record loads of Cambridge EBA, Taylor & Francis EBA, Safari/O'Reilly subscription, and the YBP discovery records, and then the move on to more complex Academic Complete update records, and onward.
(One thing to remember is to watch the dates on the ebook discovery and deletes and make sure you load them in order; also, with 1 exception, don't load deletes until you have loaded the discovery records with earlier dates.) Make sure you use the tracking sheet versions in the “Current” folder.
Preliminary list to start with:
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training list:
Wageningen: cataloged individually & tracked against the purchase invoice & Wageningen site itself.
a-Cambridge EBA: https://usu.app.box.com/file/1318202855178
workflow:2-YBP/GOBI Cambridge EBA weekly workflows 2
b-Taylor & Francis EBA: https://usu.app.box.com/file/1318195064664
Safari/O’Reilly subscription: https://usu.app.box.com/file/1318206846659
YBP discovery records (and deletes): https://usu.app.box.com/file/1321317102096
pDDA deletes via email from Kevin and Tyler (Cheryl hasn’t tracked; I’ve been just keeping stats)
Streaming video emails from Gaby: https://usu.app.box.com/file/1323615493212 (keep up with regular emails of adds/edits/deletes)
workflow started here: Streaming Video Record Processes
Academic Complete update records--part of https://usu.app.box.com/file/1321317102096
University Press of Colorado and USU press ebooks: https://usu.app.box.com/file/1321432292725
Follett (Moore books; create lists used to create order records by Acq staff)
other, more difficult batch processing
Further note from Cheryl: just fyi, I'm trying to include any tracking files you might need eventually. A lot of what I'm adding currently are NOT pressing and could be ignored until you have a day where you want a challenge.
WEST archived and non-archived uploads
upload workflow: WEST AGUA exports and uploads
archived edits workflow: WEST Archived Journals edits to Holdings
Sierra weeding and batch cataloging projects
sample workflow uploaded: /wiki/spaces/ULC/pages/1728512020
see also batch projects
and Annual Sierra reports:
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I’ve included my suggested answers to your questions below in red. Becky, what do you think?
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First, I have been counting the Delete loads as records loaded, but I then remove them. So, maybe a new category? Or possibly not, since we no longer base our numbers of things in the catalog from our cataloging stats. Yes! These definitely need to be a different category. You can use the “MARC Batch-Deleted Records” in the stats. That is what Carol has been using for her batch removed records.
I also have gotten a steady stream of emails with single deletions to be done manually, where I simply erase a PDDA record that we have gotten in another format. I’ve counted those as part of the batch stuff, since again, I haven’t cataloged them individually (just deleted them). This one is a hard one. The closest thing we have is the “Sierra-Items Deleted” column. A while back, Barb made the call to collapse the “titles deleted” and the “items deleted” into one category to make it easier to record weeding projects. We decided the larger number was probably more useful. The PDDA records are odd because we never owned the item, it was always just a discovery record. So, you have a few options to consider: 1) Could make a new category for “records deleted” so that the PDDA number could be reported more accurately (but it might be complicated by the fact that Barb doesn’t report records deleted for her work – and assumptions might be made that this field includes all records deleted) or 2) you could use the “Sierra-Items Deleted” for these few one offs (complication is that this could be interpreted as materials deaccessioned) or 3) could create its own category for “PDDA records deleted” or 4) Option I can’t think of at the moment… 😊
I also download individual records from the streaming video sites for Gaby, again these are vendor records, and I edited them the same as the batch records. So, I could count them as individually cataloged titles, but I don’t do much check (except for the link) and I add in the “hooks”, so I’ve been uncertain how to count them. Right now they are in my Batch stats, because, vendor records and process is the same. I would recommend “Genstacks-CopyCat-Electronic” for this. As long as you are doing them one-by-one that is. If you are pulling them individually but compiling them into groups to manipulate and load records, then “GenStacks-Batch-Modified”.
Melanie
I will add Statistics to each workflow as soon as possible (while still keeping weekly duties on track…)
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