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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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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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  1. Move loaded file to shared Box folder: Authority Control → AUTHORITY ONGOING MARCIVE UPDATES → FIles

  2. Record the number of files deleted and loaded in the Statistics Airtable Base

AFTER LOADING - NEXT DAY

SIERRA – HEADINGS REPORTS (FUNCTION)

  1. Check reports – invalid headings, near matches, non-unique 4xxs, cross-thes matches

  2. Blind refs - print blind refs report, then clear

  3. Near matches – delete meaningless entries, then print & clear as do

  4. Clear - a) headings used for first time, b) updated bib headings x

    1. Max seems to be 25,000 (per C.Adams,7/27/15)

    2. But says we’ve only used 2%

IF FILES NEED TO BE DELETED ONE BY ONE:

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