Phase 4 - Sierra Ingest Process

These procedures outline the process for exporting records MARC records from ArchivesSpace and ingesting into Sierra. It will also outline adding or creating item records.

This process comprises the fourth phase in the project.  Phase 1 is the inventory and barcoding process.  Phase 2 is the cleanup, quality control, and DACS compliance process.  Phase 3 is the ingest into ArchivesSpace process.  Phase 4 is the ingest into Sierra process.

Tools Needed

• Airtable

• Sierra (Integrated Library System)

• MarcEdit

Quick Navigation

Process

1. Open the Airtable base for the University Archives Remediation Project 

2. From the All Items Tab, 949 View in Airtable, locate the next collection to be exported (note that collections may be 1 item or box or they may be multiple boxes or items.  There will be just one record created for each collection in this process. Collections that need multiple records should be flagged for Becky to examine.) 

3. Add your name to the “MARC Export/Uploader” column 

4. Review the call numbers listed in MARC Subfield $ field (located between “949” and “$i”)  for each line related to the collection, choose to add the Box or Item number to the call number by clicking on the check marks in “Add Box #?” and “Add Folder/item #?”) using the following criteria: 

   1. If the collection has only one box leave the “Add Box #?” column blank 

   2. If the collection has multiple boxes, check the “Add Box #?” column 

   3. If the collection has any items at all, check the “Add folder/item#?” column 

5. Open a resources record in ArchivesSpace by searching for UUS_[record group number]  

6. Review the resource and check that subject headings have been applied.  If there are none, check the “No Subject Headings” in Airtable and move onto the next collection 

7. Click on Export ->Download MARCXML 

8. Open MarcEdit 

9. Click on MARC Tools 

10. Convert the XML to .mrc file 

    1. Under “Select Operation” choose MARC21XML=>MARC21 

    2. Under “Open”, navigate to the file downloaded from ArchivesSpace 

    3. Under “Save As”, navigate to the folder you want the .mrc file to be housed in 

    4. Click Execute 

11. Convert the .mrc file to .mrk  

    1. Under “Selection Operation” choose MarcBreaker 

    2. Under “Open”, navigate to the .mrc file just converted 

    3. Under “Save As”, navigate to the folder you want the new .mrk file to be housed in 

    4. Click Execute 

    5. Click Close 

12. Open the MARC record 

    1. Click on MarcEditor 

    2. File -> Open -> navigate to the .mrk file just saved 

13. Review the MARC record and make the following changes to MARC fields 

    1. LDR 

       1. Change the “u” to an “i”  

          Open

          

    2. Field 008 

       1. Change the “mul” to “eng” 

    3. Field 040 

       1. Replace “ULA” with “UUS” in $a and $c 

       2. Delete text in $e and replace it with “dacs” 

    4. Field 041 

       1. Delete this field 

    5. Field 049 

       1. Replace “ula” with “UUSP” for University Archives or “UUSD” (for all other SCA material except Gov Info or Art Book Room) 

    6. Field 099 

       1. Take out the preceding “UUS_” 

    7. Field 245 

       1. Standardize capitalization by ensuring that only the following things are capitalized: 

          1. First letter of title 

          2. Proper nouns 

          3. First letter of Latin names (unlikely) 

    8. Field 300 

       1. Retype the information in the following format: 1 $f box $a (.25 $f linear ft.) 

    9. Field 500 

       1. Delete this field 

    10. Field 524 

        1. Delete this field 

    11. Field 540 

        1. Delete this field 

    12. Field 541 

        1. Change to 561 

    13. Field 546 

        1. Check for a space period at the end of the string and fix 

    14. Field 856 

        1. Fix the $z to “Finding aid available online” 

14. Save file as an .mrc, with the date appended to the end of the filename, for example: UUS_1.12_20211202_214142_UTC__edited2021-12-02.mrc 

15. Import into OCLC 

16. Check and adjust the following fields: 

    1. 040  

    2. 049 

    3. ELvl = I (capital i) 

    4. Desc = i 

    5. Copy and paste the 949s related this collection 

17. Run spell check 

18. Validate 

19. Produce record 

20. Export record from OCLC 

21. Import record into Sierra 

22. Look over the record to make sure everything came across well 

23. Change the item call number fields from 090 to 099 

    1. If there are a large number of 949s, notify the Head of Cataloging to do a global update 

24. On the All Items, 949 view in Airtable, mark the date that the record was uploaded to Sierra and that items were added. 

Example record in MarcEdit: 

Open

Example of finished record in MarcEdit

 Common Problems

~Add here as they occur~