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Workflow originally developed by Mavis Molto in 2014. Revised and update by Melanie Shaw and Liz Woolcott, most recently in 2021.

This workflows outlines the process for downloading authority records from Marcive and uploading the files into Sierra. This is done on a monthly basis and requires coordination with the General and Authority Record Cataloger - and on occasion - the Integrated Systems Librarian. Please note that there is a difference in workflows for the add/updated files and delete files. Delete file workflow forks are noted in red information boxes.

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  1. Clear some so <10000

    1. Check on total # of headings currently in report by:

      1. Click on “All”

      2. Click on Create

      3. Record total # in the spreadsheet AUTHORITY_FILES_loaded-into-Sierra

      4. Click on Close and select “NO” – this will prevent deletion of all files“close.”

    2. Delete the “Headings Used For First Time” headings by:

      1. Click on “Headings used for first time”

      2. Click on Create

      3. Record the # of headings in the spreadsheet listed above

      4. Click on “Close” and select “Yes” to delete all the files

      5. Ensure that only the “Headings Used For First TIme” is checked

      6. Select “Clear”

      7. Try to open Headings report again, it should indicate that no records are left

      8. Check box in Airtable that indicates this report has been deleted.

    3. Delete the Updated Bib Headings

      1. Click on “Updated Bib Headings”

      2. Check on the dates that the headings were generated – they should be the day or two after your last load

      3. Record the number in the spreadsheet listed above

      4. Click on “Close” and select “Yes” to delete all the files

      Verify that the equation in column G in the spreadsheet adds up to less than 10,000 to proceed. If it is greater, talk with the ILS Librarian about additional headings records that can be deleted

      2. Ensure that only the “Updated Bib Headings” is checked

      3. Select “Clear”

      4. Try to open this report again, it should indicate that no records are left

      5. Check box in Airtable that indicates this report has been deleted.

    4. Click on “All” and “Create”

      1. Check the total number of files and verify that it matches the “Remaining Headings Shoudl Be” Calculation in Airtable.

Step 2. SIERRA – DATA EXCHANGE (FUNCTION)

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Warning

FOR DELETE FILES

  1. All records should be Overlaid

    1. STOP – If not all files show as overlaid and consult the ILS Librarian

  2. If loading a delete file – check the “Use Review Files” before moving onto the next step

13. Click on Load (Ensure Use Review File is selected if loading a Delete File). Verify that the count matches the number of records expected and that if delete file, all should say Overlaid

STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian

14. Close

Warning

FOR DELETE FILES

Delete files will require two extra steps before proceeding to the final Step 3 listed below.

Step 2a. CREATE LISTS (FUNCTION)

  1. Tab = Review files

  2. Choose a line appropriate to the number of records

  3. Select Copy

  4. Find title – Load/Overlaid [file name] – Highlight - OK
    a. Do you want to remove file – Yes
    b. Show records – correct no./records?
    c. [Check first record – overlaid record has leader=d] [Close]
    d. Close

Step 2b. DELETE RECORDS (FUNCTION)

  1. Drop down = Review

  2. Review file = Load/Overlaid [file name - CAREFUL] – Highlight

  3. Start

  4. See delete list – Click delete records - Click yes

  5. See Successful deletions – is number correct?

  6. Close

  7. Empty file – [if a delete file - will be gone already]

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