Loading Authority Files

LOADING MARCIVE FILES IN SIERRA

Download files from Marcive – can just click on them (see download proced)

1. Find file to load on C drive (IN ORDER) - 069, 070, etc.

2. Do files IN ORDER (subject & name can be same day)

SIERRA – HEADINGS REPORTS (FUNCTION)

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

   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

   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

   4. 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.

SIERRA – DATA EXCHANGE (FUNCTION)

1. Select process = Load records via locally created load profile

2. Icon = Get PC [Upload files from PC]

3. Find MARC record location – C:[personal Marcive folder]

4. Suffix = .lfts, click OK

5. Highlight file

6. Icon = Prep [Preprocess records loaded via FTS]
   a. Start
   b. See if numbers correspond

7. Close

8. Highlight MARC file

9. Icon = Load

10. Highlight: Batch: Load/Overlay NAME[SUBJ] auth recds

11. OK

12. At top of the page, check that Name = name OR Subj = subject
    a. If loading a delete file – [Mark X – Use Review Files]

13. Click on TEST – verify numbers at the bottom
    a. If delete file, all should say Overlaid
    i. STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian
    b. If loading a delete file – [Mark X – use Review Files]

14. Click on Load - see loading, see count, if delete file all should say Overlaid
    a. STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian

15. Close
    IF A DELETE FILE - SIERRA - CREATE LISTS (FUNCTION)

16. Tab = Review files

17. Choose line (30), Copy

18. 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
    IF A DELETE FILE – SIERRA – DELETE RECORDS (FUNC)

19. Drop down = Review

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

21. Start

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

23. See Successful deletions – is number correct?

24. Close
    IF A DELETE FILE – SIERRA - CREATE LISTS (FUNC)

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

SIERRA – DATA EXCHANGE (FUNCTION)

1. Delete four files
   C & BOX

2. Move loaded file to Files loaded folder
   EXCEL – Box:AuthCont/AuthOngoing/Loads/ (Excel, reformat file)

3. Mark spreadsheet – date file loaded
   IF A SPLIT FILE - Box:/Auth/Auth/Auth-add DONE after file name

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:
1.Search Authority Record Number (Sierra: ARN index, MARC field 001 )