Marcive GPO Historic Documents: Workflow

Updated to 6/28/2021

Create a spreadsheet of USULP Historic MARC records for Shelf-Checking

1. Open MarcEdit (but not MarcEditor),

2. Click on Tools; Export; Export Tab Delimited Records, and browse to Desktop to find the historical GPO file; changing File Type to All Files.

3. Browse to the Desktop and name the future spreadsheet, then click Next:

4. Type in each field needed for shelf-checking (and later matchpoints) and click on Add Field:

   • 086 a (Sudoc)

   • 245 ab (title)

   • 264 bc (RDA pub info)

   • 260 bc (pre-RDA pub info)

   • 035 a (matchpoint for later)

5. Then click on Export.

6. Open Excel; navigate to the tab-delimited file; changing File Type to All Files; then formatting as usual; save as an Excel Workbook file.

7. Check if there is any data in 260$bc column & merge with 264$bc if there is any text, or delete, if there is none.

8. Send shelfcheck spreadsheet with the Marcive GPO load email for the other Marcive loads and loading spreadsheets.

9. Track in Airtable Base: Marcive GPO files and go ahead and attach the USULP file there.

10. Attach a copy of the Marcive USULP file and spreadsheet on the shared Box.com site as backup.

Selecting records to export from a GPO Marcive Historical File.

1. Open the Checked Excel file from Government Information, as we will be loading only those that we own (with exception of bound-with or already cataloged docs).

2. Open MarcEdit; Tools; Select MARC Records; Extract Selected Records.

3. Down in Source MARC File, navigate to the File:

4. In Search, select Field and Field# and in Display Field choose either 245 or 086 if titles are not differentiated, and click Import File.

5. Using the Spreadsheet, click the box next to Record Number to select only owned titles:

6. 

7. Click on Export Selected; don’t Delete the titles from the source file when asked.

8. Name the file something easily recognizable:

   1. USUL1909-HistoricalFile-Owned

      1. Optional: open the file in the MarcEditor to make sure all is well, and take a look at the titles to make sure no mistakes were made, using Find All =245 and compare to the Excel file (owned titles highlighted for easier comparing):

9. 

10. Compile the owned historical file into MARC: USUL1909-Historic-ownedDONE.mrc

Load the file into Sierra.

Use the same procedures as the USULCXXXX (current) files.

Remember to use: Load Marcive PRINT GPO (.marcivegpoprint)

Remember to click Use Review Files, Test, & then Load, and create a file in Create Lists for checking.

And to create a spreadsheet of the titles loaded for GovInfo, after checking the load.

1. Click on Export Records.

2. Use the saved Export: GPOmarciveload, then click OK:

3. 

4. Browse to the desktop and name the future file.

5. Open in Excel, clean up, and convert to ExcelWorkbook as usual.

Update OCLC Batch Holdings for the loaded files:

1. In Excel spreadsheet of loaded records, highlight the 035 column and replace the (OCoLC) prefix with an * (asterisk) using Find/Replace.

2. Copy all the * OCLC numbers in the column.

3. Log in to OCLC Connexion.

4. Then click Batch; Holdings by OCLC Number and paste in the copied * OCLC numbers into the text box to the left:

5. 

   Click in the circle next to Update Holdings

6. Then, click OK to update our holdings.

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

8. Any errors will be listed at the bottom of the report, and usually are records that, for some reason or other, already have our holdings set.

Finishing up:

1. Finish filling in the columns in the MarciveGPO file tracker in Airtable.

2. Record statistics and clean up Sierra Data Transfer and Create Lists.

3. Finally, send an email to Government Information folks to announce that what file(s) has/have been loaded, with attached spreadsheet(s) of titles.