First very rough draft of general links and tasks useful to Batch & Sierra regularly occurring duties
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Track each file as soon as possible: Usually, by copy/Pasting the batch file name(s) into its Collection Tracker in Box as soon as downloaded or received
Keep aware of how many records there are in a batch file for quality control
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 (which may be as simple as duplicate bibs in the file, but at other times, may indicate one or more broken fields/records, 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 possibility or error 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 entire collections out) - some collections will already have good 001’s as as supplied by the vendor; and all current batch collections have documented methods to make unique 001 numbers.
For any completely new batch collection, where the 001 fields are missing or contain bare numbers, we will need to make a method for attaching a new, non-duplicating prefix or how to create method for a 001; and add it to 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 for other manipulations, or to remove if we loose access to the group
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 developed by our Public Services Librarians)
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(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.
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What statistics should new Discovery Services Librarian (temp. and
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permanent)
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collect:
From: Liz Woolcott
To: Melanie Shaw; Becky Skeen
>>>>>>>snip>>>>>>>
Yes, Cheryl was reluctant to put stats in our joint base – mostly because she kept them differently. I am very appreciative that you are thinking about how to build them in. It has been the missing piece we have needed for a long while to demonstrate the cataloging work done in the library.
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 Melanie will add Statistics her statistics method to each workflow as soon as possible (while still keeping weekly duties on track…)possible… but we should probably also discuss with new hire for ideas, methods, etc.
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FTP downloads software/app:
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