Workflow originally developed by Mavis Molto in 2014. Revised and update by Melanie Shaw and Liz Woolcott.
LOADING MARCIVE FILES IN SIERRA
Download files from Marcive – can just click on them (see download proced)
Find file to load on C drive (IN ORDER) - 069, 070, etc.
Do files IN ORDER (subject & name can be same day)
Step 1. SIERRA – HEADINGS REPORTS (FUNCTION)
Clear some so <10000
Check on total # of headings currently in report by:
Click on “All”
Click on Create
Record total # in the spreadsheet AUTHORITY_FILES_loaded-into-Sierra
Click on Close and select “NO” – this will prevent deletion of all files
Delete the “Headings Used For First Time” headings by:
Click on “Headings used for first time”
Click on Create
Record the # of headings in the spreadsheet listed above
Click on “Close” and select “Yes” to delete all the files
Delete the Updated Bib Headings
Click on “Updated Bib Headings”
Check on the dates that the headings were generated – they should be the day or two after your last load
Record the number in the spreadsheet listed above
Click on “Close” and select “Yes” to delete all the files
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.
Step 2. SIERRA – DATA EXCHANGE (FUNCTION)
Select process = Load records via locally created load profile
Select Icon = Get PC [Upload files from PC]
Find MARC record location
Select the suffix = .lfts, click OK
Highlight LFTS file
Select the Icon = Prep [Preprocess records loaded via FTS]
Start
See if number of files (shown at the bottom of the report) correspond to the number recorded in the spreadsheet
Close
Highlight MARC file
Select Icon = Load
Highlight: Batch: Load/Overlay NAME[SUBJ] auth recds
OK
Click on TEST – verify numbers at the bottom match the number of records included in the file
FOR DELETE FILES
If delete file, all records should be Overlaid
STOP – If not all files show as overlaid and consult the ILS Librarian
If loading a delete file – check the “Use Review Files” before moving onto the next step
13. Click on Load - see loading, see count, if delete file all should say Overlaid
STOP – IF DELETE FILE – not all overlaid, see the ILS Librarian
14. Close
FOR DELETE FILES
Delete files will require two extra steps before proceeding to the final step listed below.
Step 2a. CREATE LISTS (FUNCTION)
Tab = Review files
Choose line (30), Copy
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
Step 2b. DELETE RECORDS (FUNC)
Drop down = Review
Review file = Load/Overlaid [file name - CAREFUL] – Highlight
Start
See delete list – Click delete records - Click yes
See Successful deletions – is number correct?
Close
Empty file – [if a delete file - will be gone already]
Step 3. SIERRA – DATA EXCHANGE (FUNCTION)
Delete four files
C & BOXMove loaded file to Files loaded folder
EXCEL – Box:AuthCont/AuthOngoing/Loads/ (Excel, reformat file)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)
Check reports – invalid headings, near matches, non-unique 4xxs, cross-thes matches
Blind refs - print blind refs report, then clear
Near matches – delete meaningless entries, then print & clear as do
Clear - a) headings used for first time, b) updated bib headings x
Max seems to be 25,000 (per C.Adams,7/27/15)
But says we’ve only used 2%
IF FILES NEED TO BE DELETED ONE BY ONE:
Search Authority Record Number (Sierra: ARN index, MARC field 001 )
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