Marcive GPO Batch Files: general notes and workflow
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Overview:
Batch Files of MARC Government Document MARC records are received monthly from Marcive.
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USULC - Current print (includes microform)
USULP - Historical print (includes microform) - see separate procedure
USULM - All map formats
USULO - All online formats
General Procedure
Add 909 field:
New Step as of 2021-9: There is one pre-load edit; not usually counted as a “modified” files, since it’s one simple step.
Open each file to be loaded in MarcEdit:
Add New Field in MarcEdit, with $b filled in with today’s date (no brackets):
Current, held Historical, and Online files:
\\$aFirstname Lastname$b[YYYY-MM-DD]$eUNMODIFIED$dCMS $eUNMODIFIED$dGOV INFO STATS$zMarciveGPO
For maps only (unless corrections are needed to fix errors within the non-map batchfiles):
\\$aFirstname Lastname$b[YYYY-MM-DD]$eMODIFIED$dCMS $eMODIFIED$dGOV INFO STATS$zMarciveGPO
Example: 909 \\$aMelanie Shaw$b2023-01-06$eUNMODIFIED$dCMS STATS$zMarciveGPO
Compile into MARC with new name showing the field has been added, like so: USULO2110-909
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Take note of the number of records in the file before loading, and after each step, make sure the number is the same. Often there will be duplicates, which won’t load (check that they are duplicates). Number mismatches (unless they are duplicates) can be a warning that something is wrong with the file. |
Checking for duplicates from a Marcive GPO Test Load:
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In the Test results file screen in Sierra, copy the entire load and paste into Excel, click on the resulting column; , and Search for MAT = 1 (The load table is written to exclude anything that matches an OCLC number of a bib already in Sierra). Check that the number of matches on MAT = 1 are the same as the number of excluded bibs.
If the file is fairly small, you may be able to spot the duplicates without the Excel step.
Then copy/paste each short title listed and search it in Sierra or Webpac (you can leave your Test load open in Sierra Data Exchange) to see if it is indeed therea dupe. Then note the number of dupes, return to Data Exchange and Load the file.
If it is not a duplicate, it is time to return to MarcEdit to see and check for errors in the file.
USULC - Current print (and microform) documents
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Note number of records before loading as usual.
Load Table: Load Marcive ELECTRONIC GPO (.marcivegpoelec)
Click "Use Review Files" box before loading, Test, then if no problems, Load.
In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULO…
Select 2 or 3 records and double-check the codes (below).
Do not create spreadsheet after loading in Sierra.
Do not set holdings in OCLC.
Values to check after batch loading into Sierra:
USULC or USULP-Owned-Titles print GPO:
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Empty Sierra Create Lists Review File after checking.
Delete Sierra File loads in Data Transfer.
OCLC Connexion Batch Holdings procedure:
In the Excel spreadsheet of loaded titles, Copy/paste a new column from the 035 field; Find/Replace the (OCoLC) prefix with an * (asterisk).
Log in to OCLC Connexion.
Then click Batch; Holdings by OCLC Number; and copy & paste * OCLC numbers into the text box to the left:
Select Update Holdings,
Click OK.
A Batch Holdings Report will open with a list of the records.
Scroll down to the end of the report to check for errors:
Usually these are records which already have our holdings set and need no further action.
If any show “Transaction failed” copy the OCLC Control # and search it individually to see what can be done. Usually its holdings can be manually updated.
If there are more than one error on the report (very rare), copy all their OCLC #s to a text file, and go through each one to manual update holdings in OCLC.
Notification to Government Information staff and head:
When the GPO files are loaded each monthIf you are not part of the Government Information section: after the Load, email Government Information, with each load countscount, along with the 2 attached Sierra spreadsheets for loaded print GPO titles to let them know they can start processing them.
Special Procedures:
USULP (“Past” or historical documents) – see separate workflow:
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