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Marcive GPO Batch Files: beneral notes and workflow

Updated 6/24/2021

Overview:

Batch Files of MARC Government Document records are received monthly from Marcive.

Four monthly loads:

- current print (includes microform) – USULC plus date

- historical print (includes microform) – USULP plus date

- all map formats– USULM plus date

- all online format – USULO plus date

Notes:

Each month's record files are produced around the 4th day of the month.

Files are usually only available for 2 weeks, so it is essential to download the records without delay.

Email notifications are sent, but the download site can also be checked for record availability.

Download site is accessible via either http or ftp, which can be accessed from the email notices.

Procedure for batch-loads:

No pre-load edits (for most)

Two load tables used in Sierra:

Load Marcive PRINT GPO (.marcivegpoprint)
Load Marcive ELECTRONIC GPO (.marcivegpoelec)

USULC (current docs):
- Use Load Marcive PRINT GPO (.marcivegpoprint),

- Click "Use Review Files" box before loading.
- In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USUL…
- Select 2 or 3 records and double-check the codes as in earlier procedures.
- Use Create lists to extract spreadsheet with: bib#, sudoc, title, pub,, OCLC#
- Attach print loaded spreadsheet and send email to announce that Marcive loads are done to Government Information assistant and head.
- Use the OCLC Batch Holdings Set procedure, below, to set our holdings in OCLC Connexion.

USULM (maps) - all map formats.
Use regular map loading procedure to match the codes listed below.
Do not set holdings in OCLC.

USULO (electronic docs)
Use regular online loading procedure, except:

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:

Bib Material Type = n Government Document
Item Type = 30 Government documents
Item Location = agov
Call No. is 086 and populated with the SuDoc number.

USULO GPO Online:

Bib Material Type = q Electronic Government Doc
Item Type = 22 Electronic Government document
Item Location = cogov

USULM GPO Maps (values after edits are done):

Bib Material Type = e Map
Item Type = 66 Maps Noncirculating
Item Location = agov
Call No. is 086 and populated with the SuDoc number.

Empty Review File after checking.

Set holdings for USULC in OCLC using the procedure below.

Current OCLC Batch Holdings Set procedure:

  1. In Excel, Replace the (OCoLC) prefix with an * (asterisk) using find/replace.

  2. Log in to OCLC Connexion.

  3. Then click Batch; Holdings by OCLC Number; paste * OCLC numbers into the text box:

  5. Select Update Holdings,

  6. Click OK.

  7. A Batch Holdings by OCLC Number Report will open with a list of the records.

Notification to Government Information:

When the GPO files are loaded each month, email Government Information, with load counts, along with attached Sierra spreadsheets for loaded print GPO titles to let them know they can start processing them.

Special Procedures:

USULP (“Past” or historical docs) – see separate workflow.

Do not batch load!

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