AGUA user manual:
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WEST Cycle 12 Disclosure (i.e. Archived Titles) Instructions, extracted from guides:
Create separate files for each OCLC holdings symbol used by your library. If possible, prepare separate files for bibliographic and holdings data using MARC21 format.
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If you are a WEST archive holder or builder, please do not include holdings records for volumes which have already been submitted to WEST as archived holdings.
Record Identification for Files
Bibliographic records should be limited to print journals:
Leader 06 (record type) = "a" (language material) AND Leader 07 (bibliographic level) = "s" (serial)
Exclude non-print description records, unless print holdings are attached:
008 byte 23 (form of item) not equal to blank
Include all print journal titles, whether active or inactive, for which your library holds print.
Exclude government documents:
008/28 not equal to blank, u, or fill character (|)
OR
Bibliographic record contains MARC 074 or 086
Where bibliographic records have met the criteria outlined above, identify and submit holdings records for print format holdings only; please exclude any holdings records for non-print formats, i.e., microform or e-resources.
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AAA.alma.bib.20210515.mrc
AAA.alma.holdings.20210515.mrc
ZZZ.iii.combined.20210603.mrc - both bib & holding records
BBB.sierra.archived.20220512.mrc - will contain only holdings records for archived committed to retain titles
UUS.sierra.archived.20230510.mrc
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See also Sierra instructions: https://documentation.iii.com/sierrahelp/Content/sgil/sgil_data_exchange_output_records.html
USU TAILORED WORKFLOW FOR ARCHIVED EXTRACT & LOAD
Sierra Create Lists
Choose Holdings records:
For journals we have committed to retain, either:
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copy/paste bib numbers into a txt file in Notepad
Import
Name the Create Lists file
Record Number
Choose txt File
Import
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Sierra Export Directions:
Go to Data Exchange:
Select process: Output MARC Records (out)
Create C = Bib, Authority, or item records
Create H = Holdings Records
Create P = patrons (ignore)
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Bibliographic or Holdings records:
Create C
Name output file
dropdown: Review
Select create lists file from Review file list
Start
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Exporting from Sierra Data Exchange:
Highlight .out file
Can then choose either: Put PC - to download to computer; Put FTS - to transfer to another system; or View to see the file, record by record
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Viewing a sample bib .out record from 2019 by Cheryl:
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9xx fields info from Sierra guides and manuals:
9XX Fields in Output Files
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For a description of the fields Innovative supports in MFHD, see MARC Format Holdings Data.
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Uploading to AGUA for archived titles
Naming conventions:
UUS
sierra
bib or holdings or archived
date yyyymmdd
For regular (unarchived holdings): UUS.catalogcode.recordtype.YYYYMMDD
UUS.sierra.bib.20230929 ← not sure if we should use “sierra” or “III”
UUS.sierra.holdings.20231014
For disclosure (archived holdings) only holdings records: UUS.catalog.archived.YYYYMMDD
UUS.sierra.archived.20230510← we only are required to provide Holdings records for archived journals “ingests”
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or create log in, if you don’t already have one
Upload for Disclosure:
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Choose Upload from your device
Browse to the file
Upload
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Go here to finish the process for archived titles (on OCLC): WEST Archived Journals edits to Holdings (annual: Spring)
WEST instructions for WEST Cycles 14 & 15 unarchived holdings, extracted from guides & emails
Note: this apparently SHOULDN’T include our Archived (Committed to retain) titles.
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Deadline Friday October 20 email text instructions:
(red text is Melanie’s highlighting)
Dear WEST members,
WEST is getting ready to identify the next round of archiving priorities for archiving Cycles 14 & 15! As we did in Cycles 12 & 13, we are inviting all WEST Members to submit files of MARC bibliographic and holdings data for your print serials collections by Friday, October 20, to seed our next collections analysis.
All WEST Members are invited to participate in the collections analysis to continue the success of our work identifying journals that have previously been overlooked for archiving and ensure they continue to be available for students and scholars into the future. In the recent Future of WEST Survey, members overwhelmingly supported a recommendation to consolidate historical Full and Supporting memberships into one standard individual membership model. This change results in equal benefits and options for participation to all members while also allowing WEST to continue the practice begun in Cycles 12 & 13 to diversify the collections and leverage the full potential of WEST members’ collections for the benefit of all.
If you’ve submitted files in the past, we request that you send a new file of your unarchived holdings, rather than resending a file submitted for any previous analysis cycles, to ensure that we are using your most up-to-date holdings information in the analysis. If you are not planning to participate in this year’s collections analysis, please inform me at anna.striker@ucop.edu.
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Again, if you have any questions, please do not hesitate to reach out to me.
Cheryl’s 2021 process notes:
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USU TAILORED WORKFLOW FOR THE UNARCHIVED EXTRACT & LOAD
Sierra Create Lists
Search Records
HOLDINGS store record type
Holdings Location equal to "gjrnl"
AND Holdings Internal Note All Fields don't have "acm"
AND Holdings 583 don’t have “west”
AND Bibliographic BIB LEVL equal to "s"
AND Bibliographic REC TYPE equal to "a"
AND Bibliographic MARC Tag 086 equal to "" ← that is: type in nothing
AND Bibliographic MARC Tag 074 equal to "" ← nothing again
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Sept. 14, 2023 review file = 10838
Delete any pre-existing 907 fields (they might block the correct formation of the export 907’s)
copy the Create Lists field and add (edit existing query):
AND bibliographic MARC tag 907 has "." ← a period
Either manually delete 907 fields from those bibs;
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or, do a Global Edit to remove them (with extreme care)
Then double check with query on main review file (chose edit current query) for 907 not equal to blank
AND bibliographic MARC tag 907 is not equal to "" ← will dump any bibs that have 907s (if some records drop out, then some still have a 907)
Sierra Export Process
Create bib file and holdings records file from the holdings review file in Create Lists
Go to Data Exchange:
Output MARC Records (out)
Create file of BIB, ITEM, or AUTHORITY records for bib file based on Holdings-type review file in Create Lists
d. Create file of HOLDINGS records based on that same Holdings review file in Create Lists
Exporting from Sierra Data Exchange
Highlight .out file
Can then choose either: Put PC - to download to computer; Put FTS - to transfer to another system; can also choose View to see the file, record by record
Can rename file as they are exported to PC Desktop
Open in MarcEdit
visual check if needed, then
compile into MARC
Rename to WEST specs:
UUS.sierra.bibs or holdings.YYYYMMDD
UUS.sierra.bibs.20230912.mrc
UUS.sierra.holdings.20230912.mrc
2023 files:
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Uploading the files to AGUA
Log into AGUA (each person will need a separate log in--but any contacts can ask for one):
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Choose Upload from your device
Browse to the file
Upload
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Wait for inevitable errors to arrive via email.
Fix and go through Upload process again
ta da!