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

  • started 9/17/2023; updating continually

Most batch files are for e-resources, but some batch records for tangibles are also loaded: ((print DDA), vendor shelf-ready books (usually loaded by Acquisitions staff), government documents and map files, (loaded by Government Information staff))

  1. Track each batch file as early in the processes as possible

  1. Use number of records in a file as a quality check thru out the processing

  1. Avoid loading a vendors collection’s files out of date order

  1. In Sierra, always: Use Review Files, then Test, and only then: Load

  1. Sierra needs a unique 001 field for each vendor/collection

  1. Hooks: each collection has a set of fields and codes for future manipulation as a group

  1. Field 856 will usually need a special prepend added to the URL (exceptions noted in workflows) and a public note (as requested by Public Services Librarians)

  1. Track each file as soon as possible: Usually, by copy/Pasting the batch file name(s) into its Collection Tracker in Box as soon as downloaded or received

  2. Keep aware of how many records there are in a batch file for quality control

    • if that number changes after a batch processes, then something probably went wrong, and the file or the process needs to be checked for problems (which may be as simple as duplicate bibs in the file, but at other times, may indicate one or more broken fields/records, missing field/subfield, extra subfield marker(s), random dollar signs, etc.)

  3. When loading into Sierra: always click Use Review Files; then Test the batch, and if it looks good, Load.

  4. Avoid at all costs, loading files out of order (generally, this is by the date in the file name but some dates will need to be added as you are downloading them)

    • If possible, keep up with the weekly loads, to keep the possibility or error to a minimum

    • For most collection batch files, when the files have the same date; first load new/additions files, then delete files (there are exceptions noted in the these workflows); but, always check the date, and load files with earliest date before the latest.

  5. 001 fields are important in Sierra as a management tool: each MARC record in a batch file needs some kind of unique control number that is not duplicated (we may need to overlay or pull entire collections out) - some collections will already have good 001’s as as supplied by the vendor; and all current batch collections have documented methods to make unique 001 numbers.

    • For any completely new batch collection, where the 001 fields are missing or contain bare numbers, we will need to make a method for attaching a new, non-duplicating prefix or how to create method for a 001; and add it to a new workflow for the collection.

  6. Hooks: a series of fields and codes are applied to each batch collection, making them easier to batch edit or for other manipulations, or to remove if we loose access to the group

    • The current master document of hooks is kept in USU’s Box files; updates will need to be added to the document, and 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.

  7. Field 856 URL will usually need a special prepend added to the URL (exceptions noted in workflows) and a public note (as developed by our Public Services Librarians)

  • Original Sierra Systems Librarian’s list of tasks

    • (Discovery Services Librarian list will be much more focused on dealing with small to large-bulk records for purchases or Sierra batch weeding/moving/cataloging projects):

Start with single record loads for Wageningen, then weekly record loads of Cambridge EBA, Taylor & Francis EBA, Safari/O'Reilly subscription, and the YBP discovery records, and then move on to more complex Academic Complete update records, and onward. 

(One thing to remember is to watch the dates on the ebook discovery and deletes and make sure you load them in order; also, with 1 exception, don't load deletes until you have loaded the discovery records with earlier dates.) Make sure you use the tracking sheet versions in the “Current” folder.

Preliminary training list:

  1. Wageningen: cataloged individually & tracked against the purchase invoice & Wageningen site itself.

  2. * a-Cambridge EBA: https://usu.app.box.com/file/1318202855178

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

  4. pDDA deletes via email from Kevin and Tyler (Cheryl hasn’t tracked; I’ve been just keeping stats)

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

  6. Streaming video emails from Gaby: https://usu.app.box.com/file/1323615493212 (keep up with regular emails of adds/edits/deletes)

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

  8. University Press of Colorado and USU press ebooks: https://usu.app.box.com/file/1321432292725

  9. Follett (Moore books; create lists used to create order records by Acq staff)

  10. other, more difficult batch processing and duties

    • Further note from Cheryl: 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. 

  11. WEST archived and non-archived uploads

  12. Sierra weeding and batch cataloging projects

The former Batch systems librarian’s (Cheryl)( documentation and Tracking of files will remain in Box

From: Liz Woolcott

To: Melanie Shaw; Becky Skeen

snip>>>>>>>

Yes, Cheryl was reluctant to put stats in our joint base – mostly because she kept them differently.  I am very appreciative that you are thinking about how to build them in.  It has been the missing piece we have needed for a long while to demonstrate the cataloging work done in the library.

I’ve included my suggested answers to your questions below in red. Becky, what do you think?

Thanks again for all your deep thinking on this Melanie!

Liz

From: Melanie Shaw <melanie.shaw@usu.edu>
Sent: Thursday, November 2, 2023 2:50 PM
To: Liz Woolcott <liz.woolcott@usu.edu>; Becky Skeen <becky.skeen@usu.edu>
Subject: Discovery Services batch statistics

 

I asked Cheryl about this, but it turns out she did not keep these kind of stats <<<

I have been keeping my own statistics of all the batch files, which come in New, Overlay (changes), and Deletes, usually (with the Deletes being just a variation of the Overlay load, that I then use to Batch Delete the records – usually “discovery” eBooks that we never owned, from the patron driven delivery loads).

 So, there’s several questions I have about what statistics the Discovery Services Librarian (and me, in the meantime) should keep.

First, I have been counting the Delete loads as records loaded, but I then remove them.  So, maybe a new category? Or possibly not, since we no longer base our numbers of things in the catalog from our cataloging stats. Yes!  These definitely need to be a different category.  You can use the “MARC Batch-Deleted Records” in the stats.  That is what Carol has been using for her batch removed records.

I also have gotten a steady stream of emails with single deletions to be done manually, where I simply erase a PDDA record that we have gotten in another format. I’ve counted those as part of the batch stuff, since again, I haven’t cataloged them individually (just deleted them).  This one is a hard one.  The closest thing we have is the “Sierra-Items Deleted” column.  A while back, Barb made the call to collapse the “titles deleted” and the “items deleted” into one category to make it easier to record weeding projects.  We decided the larger number was probably more useful.  The PDDA records are odd because we never owned the item, it was always just a discovery record.  So, you have a few options to consider: 1) Could make a new category for “records deleted” so that the PDDA number could be reported more accurately (but it might be complicated by the fact that Barb doesn’t report records deleted for her work – and assumptions might be made that this field includes all records deleted) or 2) you could use the “Sierra-Items Deleted” for these few one offs (complication is that this could be interpreted as materials deaccessioned)  or 3) could create its own category for “PDDA records deleted” or 4) Option I can’t think of at the moment… 😊

 I also download individual records from the streaming video sites for Gaby, again these are vendor records, and I edited them the same as the batch records. So, I could count them as individually cataloged titles, but I don’t do much check (except for the link) and I add in the “hooks”, so I’ve been uncertain how to count them. Right now they are in my Batch stats, because, vendor records and process is the same. I would recommend “Genstacks-CopyCat-Electronic” for this.  As long as you are doing them one-by-one that is.  If you are pulling them individually but compiling them into groups to manipulate and load records, then “GenStacks-Batch-Modified”.

Melanie

Melanie will add her statistics method to each workflow as soon as possible… but we should probably also discuss with new hire for ideas, methods, etc.

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:

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

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

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