AVON and ASP monthly workflows (complex)

10/24/2023

General knowledge

Purchased from Alexander Street Press (includes subscription and perpetual buys)
Track everything in Tracking file: https://usu.app.box.com/file/1321443616369
- for AVON (Academic Video Online (Premium) see: AVON edits & Tracking tab
- for all others, see: ASP Perpetual Collections Edits tab
- And explore the other tabs for other and historical troubleshooting
Tracker has a lot more information and history, so good to review it, before loading
Records come from ASP in labeled file folders, each holding multiple records, with only 1 record in each
We use MarcEdit to join them into one file

Collection	Access Type
Up to date as of Sept. 2023
Academic Video Online: Premium	Subscription	on going
American History in Video	Perpetual
BroadwayHD Collection	Perpetual	on going
Ethnographic Video Online: Volume I	Perpetual
National Theatre Collection	Perpetual	on going
North American Women's Letters and Diaries	Perpetual
The Royal Shakespeare Company Collection	Perpetual	on going

General instructions for the Perpetual Collections
Additions files sometimes appear for the older purchased collections but spot checking always shows that the titles/records are already in Sierra.
We should be able to ignore any "additions" for American History in Video, Ethnographic Video Online, and North American Women's Letters and Diaries
Actual new additions show up for the 3 more recently purchased collections, so these do need to be edited and added to Sierra.
Remember to add records for the 3 new collections:
Royal Shakespeare Company Collection	Royal Shakespeare Company Collection purchased for perpetual access Dec 2020
National Theatre Collection	The National Theatre Collection purchased for perpetual access Dec 2020
Broadway HD Collection	BroadwayHD Collection purchased for perpetual access Dec 2020

Downloading

Academic Video Online: Premium
http://adminportal.alexanderstreet.com
a092640	a09264008
MARC Records --> Monthly Changes
For Additions: checkmark "Split results by collection" and don't choose "Select collection"
For Deletes: do not choose either optional limit (doesn't work if you do)

example of Additions split by collection:
additions-delta-Aug-2023--Sep-2023		open to see individual folders (will have several mrc records, of 1 bib each)
Academic Video Online/ Premium	1,594
American History in Video	127	spot-checked. These are already in Sierra, not new.
Ethnographic Video Online/ Volume I	55	spot-checked. These are already in Sierra, not new.
The Royal Shakespeare Company Collection	1	NEW title, add to Sierra

Academic Video Online/Premium (AVON)

use MarcEdit to join individual MARC records into a file for editing and loading: Join two or more MARC files into one an example of a possible joined file name: AcademicVideoONline-premium-08102023.mrc
markers/hooks (some done after loading into Sierra):
bib 830: item location: item code 1 internal note:	AVON - Academic Video Online. cocre (Online Academic Video Online (USU and USU Eastern)) 20 AVON - Academic Video Online subscription
Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo)

Editing AVON

Unicode	Should be okay in MarcEdit
001	check 001 and edit if straight digits only		add prepend of ASP
=001 99238610100971	add prepend of ASP Find: =001 (with 2 typed spaces--no indicators) Replace: =001 ASP
=001 ASP99238610100971
830	Add Field	\0$aAVON - Academic Video Online.
856 - edit subfield data	delete	provided subfield z 856 z Delete Subfield checked Remove Text
	add \|z	Available online; click to view. 856 z New subfield only checked Replace Text
	add prepend	Edit subfield 856 u ^b https://library2.usu.edu/eval_dist/url856.php?url= Use regular expression & Remove subfield codes from scope, both checked
Delete these fields: 901 905 910 941 942 943 944 945 950 951 980		Add/Delete Fields tool
MARCValidator to make sure edits didn’t break file Compile into MARC with easy to retrieve name

Loading AVON

Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo)
Use Review File Test, then Load
Add/edit with Global Update or Rapid Update After creating second review file of item records for the load Go to Function; Rapid Update Field: [the field needing edits] Value: (the desired change]
Field: item location (or 79) Field: item code 1 (59) Field: item internal note (x) =	Value: cocre Value: 20 Value: AVON - Academic Video Online subscription
Create Lists: copy Load review file make Item file from Load review file	Click in blank line on list Search: Change Range to Review file Find the Load review file in dropdown Don’t enter any terms in, just click Search
CSDirect says Rapid update can: insert new non-MARC variable-length fields. change the value of fixed-length fields.

AVON Titles chosen for perpetual access

we will receive an email from Gaby with attached order number link (login with our name/password)

Titles will be listed there.

Use the

If records are already in Sierra:

001 add “purchased” to end of number

001 ASP99692985300971Purchased

540 change to: USU institutional license held in perpetuity|5ULA

540 USU institutional license held in perpetuity|5ULA

910 Add

AVON purchased for perpetual access Dec 2024

ASP perpetual collections

General information for ASP perpetual purchases

Additions files sometimes appear for the older purchased collections but spot checking always shows that the titles/records are already in Sierra.
We should be able to ignore any "additions" for American History in Video, Ethnographic Video Online, and North American Women's Letters and Diaries
Actual new additions show up for the 3 more recently purchased collections, so these do need to be edited and added to Sierra.
Remember to add records for the new collections:
Royal Shakespeare Company Collection	Royal Shakespeare Company Collection purchased for perpetual access Dec 2020
National Theatre Collection	The National Theatre Collection purchased for perpetual access Dec 2020
Broadway HD Collection	BroadwayHD Collection purchased for perpetual access Dec 2020

Royal Shakespeare Company Collection

item internal note (add after loading into Sierra):	Royal Shakespeare Company Collection purchased for perpetual access Dec 2020
location:	coonl
icode1:	0
bib 830:	none
bib 001 format:	ASP3883814/marcPurchased or ASP99692985300971Purchased
bib 540:	\\$aUSU institutional license held in perpetuity\|5ULA
bib 910:	\\$aRoyal Shakespeare Company Collection purchased for perpetual access Dec 2020
and follow general editing instructions below

The National Theatre Collection

item internal note (add after loading into Sierra):	The National Theatre Collection purchased for perpetual access Dec 2020
location:	coonl
icode1:	0
bib 830:	none
bib 001 format:	ASP3883814/marcPurchased or ASP99692985300971Purchased
bib 540:	\\$aUSU institutional license held in perpetuity\|5ULA
bib 910:	\\$aThe National Theatre Collection purchased for perpetual access Dec 2020
and follow general editing instructions below

BroadwayHD Collection

item internal note (add after loading into Sierra):	BroadwayHD Collection purchased for perpetual access Dec 2020
location:	coonl
icode1:	0
bib 830:	none
bib 001 format:	ASP3883814/marcPurchased or ASP99692985300971Purchased
bib 540:	\\$aUSU institutional license held in perpetuity\|5ULA
bib 910:	\\$aBroadwayHD Collection purchased for perpetual access Dec 2020
and follow general editing instructions below

General edits for all 3 new perpetual collections

Edits for 3 new perpetual collections	UNICODE

001	add prepend of ASP and add Purchased to the end (either in MarcEdit or after loading into Sierra)
=001 99238610100971
=001 ASP99238610100971Purchased
856 field	add \|z
	add prepend


901	delete these fields
905	delete these fields
910	delete these fields
941	delete these fields
942	delete these fields
943	delete these fields
944	delete these fields
945	delete these fields
950	delete these fields
980	delete these fields
951	delete these fields
Add fields
540	add (see individual collections for text)
910	add (see individual collections for text)
Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo) test, then load create lists
Rapid Update edits after loading create lists; copy Load make new item review list Function; Rapid Update Check record or two finish recording in tracker spreadsheet clean up	See individual collections for codes, and text

ASP Delete file procedure (includes AVON)

001 field edits	check 001 and edit if straight digits only		add prepend of ASP
First 001 edit
=001 99238610100971	add prepend of ASP Find: =001 (with 2 typed spaces--no indicators) Replace: =001 ASP
=001 ASP99238610100971
Second 001 edit
=001 ASPASP3550547/marc =001 ASP3550547/marc	Second edit for 001 fields that already had ASP prefix Find: =001 ASPASP Replace: =001 ASP
use MARCValidator to look for 001 errors		and to make sure records have no internal weirdness to interfere with the load
Compile into MARC

Load using CAUTION special use for overlay and delete (.overlaytodelete)

test then load
Create lists
Check file for order records and/or 910s with perpetual/purchased notes; edit any with order or 910 purchased/perpetual notes, (test for access also); Remove them from the review list, then
Go to FUNCTION Delete Records:

FUNCTION: Delete Records; Review Review file: Load: Overlaid records for [name of file]

Start will bring in the records
Important! Chose: Delete the listed Bibliographic record AND all attached records
- (You should have already checked that there are no perpetual access markers before leaving create lists)

deep breath: then click Delete Records

You will be asked: Are you sure sure sure?
Double check number of deletes, then Close
And in Create Lists, the load files will disappear.
Finish recording in tracking and clean up everything in Data Exchange & Create Lists review files (unless needed by someone else)

Okay that was the easy part.

For all the Delete file records that DID NOT overlay

Create a file of 024 numbers for each record in the delete file

The 024 numbers have the old-style ASP control numbers,

from the MarcEdit version of the deletes file, extract a list the 024s and titles for cross checking

Instructions are here:Extract a spreadsheet from MarcEdit batch file; then search numbers using Sierra Create Lists

Then go thru the review list check all the records in a new Create Lists file
- The quickest method is to Import Records in Create Lists while choosing each of the ASP/Avon hooks and look for any in the spreadsheet that don’t match (and edit, then remove from review file)

Go to Function: Delete Records;

Review file: [find its name]
Click Start to bring in the files
double check these are the correct records and have the same number of records
Choose Delete the listed Bibliographic record AND all attached records
- Are absolutely sure? Yes
- The number of records deleted will pop up, with the same number of deletions
The create lists Review file will also disappear

There may be one or two titles left to delete manually.

if so, check them and delete them one by one, both bib and attached item