Batch Processes introduction & links

_{First very rough draft of general links and tasks useful to Batch & Sierra regularly occurring duties}

• ^{started 9/17/2023; updating continually}

General Principles

Most batch files are for various e-resources, but some tangible batch record collection are also loaded via batch files (print DDA files, vendor and government document and map files, loaded by Government Information staff)

1. Copy/Paste batch file names into their respective Collection Trackers in Box as soon as they are downloaded/received

2. Take note of how many records there are in a batch file

   • if that number changes after a batch processes, then something went wrong, and the file or the process needs to be checked for problems (some of which can be as simple as duplicate bibs in the file, but at other times, may indicate bibs with errors added by a typo or a missing field)

3. When loading in Sierra, always click Use Review Files, and first Test the load, then run the Load.

4. Avoid at all costs, loading files out of order (generally this is by the date on the file;)

   • If possible, keep up with weekly loads, so loading dates out of order does not become a possibility

   • For most collection batch files, when the files have the same date; first load new/additions files, then delete files (but there are exceptions noted in the documentation); but, if the delete file is dated earlier than the new additions file, load the earliest date before the latest.

5. 001 fields: each MARC record in a batch file needs a unique control number that is not duplicated anywhere in the catalog (if possible) - some collections already have them as supplied by vendor; all current batch collections have documented methods to apply prefixes or create completely unique numbers.

   • For any new batch collections, where the 001 fields are missing or contain simple numbers, there will need to be a way of applying a new, non-duplicating prefix or a creation method for a 001 (and add it to a new workflow)

6. Hooks: a series of fields and codes are applied to each batch collection, making them easier to batch edit and remove. The current master document of hooks is kept in Box; updates will need to be added and updates distributed to various areas of the library (such cataloging, LIT, etc.), as old batch collections are changed, deaccessioned, or new ones are added. The most current Master List E-Resource Hooks is kept here: https://usu.app.box.com/file/1326778691763 It will need regular updating, with new batch purchases, and regular batch perpetual purchases, as seen in the screen shot below:

Batch/Sierra list of tasks:

• Original Systems Librarian’s list of tasks (discovery librarian list will be more focused):

• Working Schedule of Tasks for Discovery Services Librarian (under revision) in Box: https://usu.app.box.com/file/1321320586852

Plan of attack for training:

Start with the easier Cambridge EBA, Taylor & Francis EBA, Safari/O'Reilly subscription, and the YBP discovery records, and then the more complex Academic Complete update records.  (One thing to remember is to watch the dates on the ebook discovery and deletes and make sure you load them in order.  Also, don't load deletes until you have loaded the discovery records with earlier dates.) 

Make sure you use the tracking sheet versions with “current” at the end.

• Cambridge EBA: https://usu.app.box.com/file/1318202855178

• Taylor & Francis EBA: https://usu.app.box.com/file/1318195064664

• Safari/O’Reilly subscription: https://usu.app.box.com/file/1318206846659

• YBP discovery records(and deletes): https://usu.app.box.com/file/1321317102096

• Academic Complete update records--part of https://usu.app.box.com/file/1321317102096

• Further note:

• just fyi, I'm trying to include any tracking files you might need eventually.  A lot of what I'm adding currently are NOT pressing and could be ignored until you have a day where you want a challenge. 

• Focusing on the weekly and monthly and quarterly (Univ. Press of Colorado ebooks) for now seems like it makes the most sense. 

• Also, I've always tried to keep right up with all streaming video additions/deletions/edits for Gaby.

• pDDA to be deleted emails from Kevin and Tyler

The former librarian’s Procedures and Tracking of files will remain in Box

here: https://usu.app.box.com/folder/227209648067?s=q531024vtone9ogkwa6cv2uh41sq56qx

FTP downloads software/app:

Since all browsers have stopped supporting FTP protocols, we will use LIT’s suggestion of the WinSCP software:

• Download for Windows: https://winscp.net/eng/download.php

  • All users

  • Accept all the defaults and lawyer repellant

  • and Open

• type in the vendor’s ftp site address and log in with user name & password:

• 

  A split window will open with your computer on the left; the vendors files on the right:

• Ta Da!

For historical use & older tracking:

Trello website: Historical procedures & notes, but contains earliest logs of Batch record loads

https://trello.com/b/CWYisa6s/cheryl-and-melanie-batch-record-loading