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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Sierra is set up to output MARC records and uses 9XX fields to capture certain Innovative fields. Below is an example of an output record.
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In this example:
The The 907 |a field contains the bibliographic record number.
The 907 |b field field contains the last update date.
The 907 |c field contains the record creation date.
The 998 |a field contains the location.
The 998 |b field contains the cataloging date.
The 998 |c field contains the value of BCODE1.
The 998 |d field contains the value of BCODE2.
The 998 |e field contains the value of BCODE3.
The 998 |f field contains the language code.
The 998 |g field contains the country code.
The 998 |h field contains the skip value.
The 998 |i field contains the number of copies.
The The 945 fields contain custom mapping for OCLC users.
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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 (12/13)
Naming conventions:
UUS
sierra
bib or holdings or archived
date yyyymmdd
FALL: For regular (unarchived holdings): UUS.catalogcode.recordtype.YYYYMMDD
UUS.sierra.bib.20230929 ← not sure if we should use “sierra” or “III”(Bibs)
UUS.sierra.holdings.20231014 ← (Holdings records)
SPRING: 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”ingests
Log in
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There were two errors in 2023 disclosure titles:
fixed; then loaded the resulting 3 holdings records.
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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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 bib 907 fields (they might would 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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Create bib file and holdings records file from the holdings review file in Create Lists
Go to Data Exchange:
Output MARC Records (out)
Create CREATE file of BIB, ITEM, or AUTHORITY records for bib file based on Holdings-type review file in Create Lists
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UUS.sierra.bibs or holdings.YYYYMMDD ← date of extraction
UUS.sierra.bibs.20230912.mrc
UUS.sierra.holdings.20230912.mrc
2023 files:
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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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