AGUA user manual:
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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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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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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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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)
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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!
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Then you just click the Approve button and that submits your selection.
Sample letter announcing the approval step:
From: WEST Primary Contacts <WEST-PRIMARY-CONTACTS-L@LISTSERV.UCOP.EDU> on behalf of Anna Striker <Anna.Striker@UCOP.EDU>
Sent: Friday, January 12, 2024 12:32 PM
To: WEST-PRIMARY-CONTACTS-L <WEST-PRIMARY-CONTACTS-L@LISTSERV.UCOP.EDU>
Subject: WEST Cycles 14 & 15 Unarchived Holdings Ingest is Complete! Unarchived Holdings Locations now available for review in AGUA (DUE JANUARY 26) + AGUA error reports
TO:
WEST Primary Contacts
WEST Technical Contacts
Dear WEST Primary and Technical Contacts,
I am very happy to report that your submitted unarchived holdings files have been successfully processed on the AGUA production server. With this step complete, we are ready for contributors to review the locations found in the unarchived holdings files and make decisions about which holdings locations should be included in the analysis and which locations will be eligible for receiving archiving proposals. You will also now find your validation reports in AGUA noting any metadata issues that were identified in those unarchived holdings files.
Please review all locations included in this table and make any necessary changes (i.e., noting your storage locations and indicating any locations you want to exclude from archiving proposal) by January 26, 2024.
All members are encouraged to participate in the Cycles 14 & 15 analysis as Archive Holders 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. To participate as an Archive Holder, simply leave the “Holder Proposal Exclusion” checkboxes unchecked; this will allow the project team and OCC greater insight into your holdings and identify scarce and unique held journal and serial titles at your institution that may be in need of the protections that come with archiving them for WEST. By leaving the “Holder Proposal Exclusion” checkboxes unchecked, you may be proposed some journals for archiving at the end of the analysis, but this does not obligate you to archive any materials on behalf of WEST at this time.
To help support members’ decision making about serving as an Archive Holder during this analysis, WEST has put together a brief slide deck that provides an overview of the analysis steps, decision points for members, what it means to serve as an Archive Holder for the analysis, and an introduction to the responsibilities Archive Holders take on when agreeing to retain materials for WEST.
Please see below my signature line for the list of institutions that have locations to review and brief instructions for accessing the holdings location review interface in AGUA, as well as information on accessing your institution's validation reports. Members who have chosen not to participate in the collection analysis for Cycles 14 & 15 may disregard this email.
Finally, I would like to note that everyone should have received an announcement from Alison that I have accepted a new position within the California Digital Library and will be transitioning out of shared print and off of the WEST team in the coming weeks. I will continue to provide support for the WEST Cycles 14 & 15 collections analysis through February 23, but I would like to encourage everyone to submit your location selections as soon as possible to best maximize the time I have left with WEST. I have truly enjoyed my time working with all of you and have so much admiration for the work you’ve done during my time here. WEST is an incredible collaboration of amazing people and institutions, and I am grateful to have been a part of it.
Please let me know if you have any questions or if you run into any difficulties using this review and selection page.
Best,
Anna
Anna Striker
Shared Print Operations and Collections Analyst
WEST and UC Libraries
California Digital Library
(510) 287-3819