3A-JSTOR/ProQuest DDA ebc YBP/GOBI - USU/UALC (weekly) discovery records workflows

10/6/2023

Open tracking spreadsheet here: https://usu.app.box.com/file/1321317102096

• always copy/paste file name to tracker as part of the downloading process

Downloading the files (both JSTOR and ProQuest)

1. Download ftp software if needed: https://winscp.net/eng/download.php

   • All users

   • Accept all the defaults and lawyer repellant

   • and Open

   • Type in type in the vendor’s ftp site address and log in with user name & password:

     

2. open dda folder:

   • 

3. copy/paste files names to tracker: https://usu.app.box.com/file/1321317102096

4. download the both f1 and f2 of the latest files (check on tracker to see what has been already done)

5. I usually click Browse and then download the files into my own separately named folder in Documents: ybp-usu

JSTOR YBP DDA discovery

General rules

1. Do not use MarcEdit to merge these files; their delete files need to be loaded in succession with these files in date order and come in a little bit irregularly (usually, but not always monthly)

2. load weekly files of new records (if same date as deletes) first

3. then load the delete file (check that delete date is after the last new file loaded, but before the next new file)

4. JSTOR will be in same files as the ebc Proquest discovery records, so get those at the same time

5. Load jstor first, then ebc Proquest

6. filename will have .f2 at end: as of 12/10/2023, switched to .f1

7. 001 will start with jstor

8. 856 field will have: //www.jstor.org within link

9. also have 710 with JSTOR

MARC8, not Unicode (default for MarcEdit is MARC8)

• Open MarcEdit-->MARC Tools-->navigate to file in Downloads or Documents (once Windows recognizes Marc files -- just double click on the file & MarcEdit will open it) keep the same name

• click Execute:

  • record number of records that MarcEdit processed into mrk in the Tracking sheet (and use it as a quality check, while you go thru editing and loading)

• Edit Records (to open MarcEditor)

Marc edits:

Deletes:

delete 037 fields: Tools-->Add/Delete Field--> Field: 037--> Delete Field Number of deletes will vary File-->Save

Look for misleading series titles for other ebook collections in 830’s

check for 830s needing deletion such as  =830  \0$aBook collections on Project MUSE. (But don’t delete real series statements): Edit-->Find: =830, Find All, scroll down results to check for vendor-type 830’s

If you find one; highlight it; and Jump to record Copy the text in the 830$a for pasting and deleting open Add/Delete Field; Field: 830 Field Data: [copied text] Delete Field

you can double check results (if any) by redoing the =830 Find all

If unsure that an 830 is a real series title; Jump to record and look for a matching 490 series title; usually libraries will not add 490 field titles for local ebook collections

856 field edits

910 field is already correct

• Reports-->MARCValidate-->OK-->look for structural problems

• But if you want to fix the above error: Find: =082-->[scroll to find error]-->Jump to Record-->

• copy entire field and use Replace change incorrect 1st indicator: \ to 0

3. Save

4. File-->Compile into MARC record --I use the same name for the mrc file, but with Done added to end

Load into Sierra:

FUNCTION-->Data Exchange-->Get PC-->find file-->.lfts-->Prep

--prep should have same number of records as in original file

Quality Checking (no editing needed in Sierra for these files)

• go to Create lists;

• Copy-->find Load-->Load: Inserted records for ddaebc20230329.f2-done

• Open up one or two records and check the items, check over the values, etc.

  • (Most of our “hooks” were already supplied by the vendor for these files)

  • Also, test one or two record URL’s in Encore or Public view

Final Recording and cleanup

6. Finish tracking in Box spreadsheet: https://usu.app.box.com/file/1321317102096

7. Clean up Create Lists and Data Exchange

8. Statistics: record as Modified Batch record load in the Cataloger stats table

ProQuest YBP DDA discovery

MARC8, not Unicode

Remember to record in tracker: https://usu.app.box.com/file/1321317102096

General rules:

1. Do not use MarcEdit to merge the new files; their delete files need to be loaded concurrently in date order with the new, and come in a little bit irregularly (mainly, but not always, monthly)

2. will be in same download file list as JSTOR, so download at the same time

3. Load JSTOR first; and this one, ebc-ProQuest, second

4. Will have .f1 at end of file; as of 12/10/2023 changed to .f2

5. 001 will start with ebc

6. 856 will have: //ebookcentral.proquest.com

7. also: 710 with ProQuest

Marc Edits

delete 037 fields.  (Some have ProQuest title ID but many have other vendor ids and the PQ title ID is present in the 856 url) Tools-->Add/Delete field-->Field 037-->Delete Field number will vary Edit-->Save

check for 830s needing deletion such as  =830  \0$aBook collections on Project MUSE. (But don’t delete real series statements) Edit-->Find-->Find =830 --->Find All Delete any Project MUSE or similar ebook collection type of 830 fields

856 edits

Prepend as provided:	=856  40$uhttps://library.usu.edu/catlog/url856.php?url=https://www.jstor.org/stable/10.2307/jj.5590586$zAvailable online; click to view
No proxy prepend needed in this e collection, so we delete it	=856  40$uhttps://www.jstor.org/stable/10.2307/jj.5590586$zAvailable online; click to view
Edit--Replace-->copy/paste prepend into Find:	https://library.usu.edu/catlog/url856.php?url=
Replace:	(leave empty)
Replace All
Quality Check--> Find: =856 to make sure edited URL hasn’t been harmed Edit-->Save	number of modifications should match number of records in file $uhttps://ebookcentral.proquest.com/lib/USU/detail.action?docID=30769784$zAvailable online; click to view

Field 910 is already done

• Quality Check step:

  • Tools-->MARCValidator to check for malformed records:

Potential duplicates in file; a few ways to check:

Edit-->Find
Find: Creators in the academic library Jump to Record to look at each one (if desired)
Can also Find each field; then sort the results by clicking on the 1st column header:
The “duplicates” in the file above all appear to be false (possibly the validator is set too broad)

1. File-->Save

2. File-->Compile File into MARC (with same name; I add Done to end)

Sierra load:

FUNCTION-->Data Exchange--Get PC-->Find File-->.lfts-->prep

QC: prep’s number of records matches numbers in file

Quality Check (no edits needed in Sierra)

• Create lists-->Copy-->find file-->Yes

• check records, look over hooks (most are already in supplied file)

  • Check url in public view and Encore

Final recording and cleanup

• Finish recording in spreadsheet: https://usu.app.box.com/file/1321317102096

• Clean up data exchange and create lists

• Take stats for Cataloging: records loaded: Modified Batch

UALC consortial EBA

YBP eDDA from ProQuest Ebook Central

(file name as provided starts with dda; add ualc_ at the beginning for clarity)

Edits

Create 001 from 035

Copy 035 to 001 then edit/replace 001 indicators with two spaces; with empty for $a,

OR use Swap Field Data:

1. Tools-->Swap Field Data

2. Original Data:

   • Field: 035,

   • Indicators: \\

   • Subfields: a

   • leave Find empty

3. Modified Data:

   • Field: 001

   • leave Indicators, Subfields, and Find empty

   • Select: Add to existing/create new

4. Process

   • Sample result: =001 ebc30059517

   • number of modifications should match number of records

   • Can do a Find All on =001 to see the new fields

5. Save

856 edits:

edit replace text in 856	old version	ours
Edit Subfield Data Field: 856 Subfield: u Field Data: ualc-ebooks Replace with: usu Replace Text	ualc-ebooks	usu
edit subfield 856 z	Available online; click to view
Edit Subfield Data Field: 856 Subfield: z Replace with: Select New subfield only Save	Available online; click to view

910 edit

	old version	our version
change 910 wording	=910  \\$aYBP DDA consortia	=910  \\$aUALC YBP DDA discovery record
OR:	use Edit Subfield Data:	Field: 910 Subfield: a Field Data: YBP DDA consortia Replace with: UALC YBP DDA discovery record Replace Text Save

• Find All: =830

• Add/Delete entire 830 and text, if any vendor type 830’s are there:

• 

• Save

• MARCValidator

• Compile into MARC: w/Done or Finished or Ready at the end of name

Load into Sierra:

• Create Lists-->Copy

• Check hooks

• Test link in OPAC and Encore

• Finish recording in Tracking sheet: https://usu.app.box.com/file/1321317102096

• Add to CAP stats: General Stacks-Batch-Modified

Academic Complete: on separate workflow page

here Academic Complete Proquest (monthly) USU ebookcentral workflow