Marcive GPO Batch Files: general notes and workflow
Updated 6/24/2021
Overview:
Batch Files of MARC Government Document MARC records are received monthly from Marcive.
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.
It’s a good idea to open the emails, download the file, and start putting in the file numbers into your personal statistics & the Government Info. Airtable tracker: Airtable | Marcive GPO shared tracker
Download site is accessible via either http or ftp, and can be found in the Marcive email notices or here: /wiki/spaces/ULC/pages/1261731956
Four monthly batch files:
USULC - Current print (includes microform)
USULP - Historical print (includes microform) - see separate procedure
USULM - All map formats
USULO - All online formats
General Procedure
Add 909 field:
New Step as of 2021-9: There is one pre-load edit.
Open each file to be loaded in MarcEdit:
Add New Field in MarcEdit:
Text for all except maps: \\$aMelanie Shaw$b[YYYY-MM-DD]$eUNMODIFIED$dCMS STATS$zMarciveGPO
Text for maps: \\$aMelanie Shaw$b[YYYY-MM-DD]$eMODIFIED$dCMS STATS$zMarciveGPO
Compile into MARC with new name showing the field has been added, like so: USULO2110-909
Two load tables are used to load these files in Sierra:
Load Marcive PRINT GPO (.marcivegpoprint)
Load Marcive ELECTRONIC GPO (.marcivegpoelec)
USULC - Current print (and microform) documents
Take note of the number of records in the file (from the email), and after each step, make sure the number is the same. Often there will be duplicates, which will not load (check to make sure they are duplicates).
Sierra Load Table: Load Marcive PRINT GPO (.marcivegpoprint),
Click "Use Review Files" box before loading.
First run a Test load; then if all looks okay, do the Load.
In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULC…; select Yes when it asks if you wish to delete the (copied) review file after loading.
Select 2 or 3 records and double-check the codes (below).
Use Create lists to extract spreadsheet for Government Information staff.
Click on Export Records; then Apply Saved Export.
Select: GPOmarciveload (click on Export Name heading to make it easier to find).
Browse to the Desktop and give the future file a name; OK.
Open Excel, navigate to the text file, choose Delimited, and use the delimiter of Other: ^ while opening the file; dress it up and save as Excel Workbook.
Attach new spreadsheet to announcement email (see below).
Use the OCLC Connexion Batch Holdings procedure, (see below) to update our holdings in OCLC.
USULM (maps) - all map formats.
Load Table: Load Marcive PRINT GPO (.marcivegpoprint)
Click "Use Review Files" box before loading.
First run a Test load; then if all looks okay, do the Load.
After loading Copy the LOAD: inserted files for USULM….. in Create Lists.
Then edit (or check) the Item Record codes to match the values below:
Bib Material Type = e Map
Item Type = 66 Maps Noncirculating
Item Location = agov
Call No. is 086 and populated with the SuDoc number.
Do not create an Excel spreadsheet of titles loaded.
Do not set holdings in OCLC.
USULO (online electronic documents)
Load Table: Load Marcive ELECTRONIC GPO (.marcivegpoelec)
Click "Use Review Files" box before loading, Test, then if no problems, Load.
In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULO…
Select 2 or 3 records and double-check the codes (below).
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 (these will be after your 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.
For all Marcive GPO files:
Empty Sierra Create Lists Review File after checking.
Delete Sierra File loads in Data Transfer.
OCLC Connexion Batch Holdings procedure:
In the Excel spreadsheet of loaded titles, Find/Replace the (OCoLC) prefix with an * (asterisk).
Log in to OCLC Connexion.
Then click Batch; Holdings by OCLC Number; and copy & paste * OCLC numbers into the text box to the left:
Select Update Holdings,
Click OK.
A Batch Holdings Report will open with a list of the records.
Scroll down to the end of the report to check for errors:
Usually these are records which already have our holdings set and need no further action.
If any show “Transaction failed” copy the OCLC Control # and search it individually to see what can be done. Usually its holdings can be manually updated.
If there are more than one error on the report (very rare), copy all their OCLC #s to a text file, and go through each one to manual update holdings in OCLC.
Notification to Government Information staff and head:
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 documents) – see separate workflow:
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