Loading Authority Files

LOADING MARCIVE FILES IN SIERRA

Download files from Marcive – can just click on them (see download proced)
EXCEL – Box:AuthCont/Auth Ongo/Proced - Marcive auth updates

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)

3. Clear some so <10000
   a. Check on total # of headings currently in report by:
   i. Click on “All”
   ii. Click on Create
   iii. Record total # in the spreadsheet AUTHORITY_FILES_loaded-into-Sierra
   iv. Click on Close and select “NO” – this will prevent deletion of all files
   b. Delete the “Headings Used For First Time” headings by:
   i. Click on “Headings used for first time”
   ii. Click on Create
   iii. Record the # of headings in the spreadsheet listed above
   iv. Click on “Close” and select “Yes” to delete all the files
   c. Delete the Updated Bib Headings
   i. Click on “Updated Bib Headings”
   ii. Check on the dates that the headings were generated – they should be the day or two after your last load
   iii. Record the number in the spreadsheet listed above
   iv. Click on “Close” and select “Yes” to delete all the files
   d. 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 Cheryl about additional headings records that can be deleted.
   SIERRA – DATA EXCHANGE (FUNCTION)

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

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

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

7. Suffix = .lfts, click OK

8. Highlight file

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

10. Close

11. Highlight MARC file

12. Icon = Load

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

14. OK

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

16. 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 Cheryl
    b. If loading a delete file – [Mark X – use Review Files]

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

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

19. Tab = Review files

20. Choose line (30), Copy

21. 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)

22. Drop down = Review

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

24. Start

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

26. See Successful deletions – is number correct?

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

28. Empty file – [if a delete file - will be gone already]
    SIERRA – DATA EXCHANGE (FUNCTION)

29. Delete four files
    C & BOX

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

31. 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)
32. Check reports – invalid headings, near matches,
non-unique 4xxs, cross-thes matches
33. Blind refs - print blind refs report, then clear
34. Near matches – delete meaningless entries, then print & clear as do
35. Clear - a) headings used for first time, b) updated bib headings x
a. Max seems to be 25,000 (per C.Adams,7/27/15)
b. 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 )