Marcive GPO Batch Files: Historic Files Workflow

Updated to 6/28/2021

General note:

Create a new row in the Marcive GPO file tracking base in Airtable, using the GPO Historic to date tab, and follow along with the workflow: https://airtable.com/appidfFBW4VIUkMAZ/tblpFDMB17NvCjwDQ/viwNf418XvqpcQfdp?blocks=hide

Create a spreadsheet of USULP Historic MARC records for Shelf-Checking

1. Open MarcEdit (but not MarcEditor),

2. Click on Tools; Export; Export Tab Delimited Records, and browse to Desktop to find the historical GPO file; changing File Type to All Files (if needed)

3. Browse to the Desktop and name the future spreadsheet, then click Next:

   1. Open

      

4. Type in each field needed for shelf-checking (and later matchpoints) and click on Add Field:

   • 035 a (matchpoint for later) - Due to an unfortunate change in Excel (involving cells with empty data) this field should be first

   • 086 a (Sudoc)

   • 245 ab (title)

   • 264 bc (RDA pub info)

   • 260 bc (pre-RDA pub info) - Due to a change in Excel, this field must come last (in case it has no data)

5. Then click on Export.

6. Open

   

   Open Excel; navigate to the tab-delimited file; changing File Type to All Files; then formatting as usual: Delimited; Tab; General; finish; then save as an Excel Workbook file.

7. Check if there is any data in 260$bc column & move text over to 264$bc if there is any text, or delete, if there is none. For large files with some 260$bc text, insert a column; put =C2&D2 in first cell, then drag down to end of column; copy the new column and paste as Values.

8. Send shelfcheck spreadsheet with the Marcive GPO load email for the other Marcive loads and loading spreadsheets.

9. Track in Airtable Base: Marcive GPO files and go ahead and attach the USULP bib file (if not already there).

10. Attach a copy of the Marcive USULP file and spreadsheet on the shared GPO files Airtable base as backup.

After Shelf check spreadsheet is returned from Government Information showing our owned titles:

Select records to export from a GPO Marcive Historical File.

1. Once Government Information has sent the updated Excel spreadsheet showing owned titles, open the spreadsheet, as we will be loading only those that we own (with the exception of bound-with volumes, or already documents already in Sierra).

2. Open MarcEdit; Tools; Select MARC Records; Extract Selected Records.

3. Down in Source MARC File, navigate to the File:

4. In Search, select Field and Field# and in Display Field choose either 245 or 086 if titles are too similar, and click Import File.

5. Referring to the checked spreadsheet:

6. click the boxes next to Record Numbers for owned titles:

7. Click on Export Selected.

   • A window will pop up and ask if you want to delete those records from the original file, I always answer No. (Deletion is useful for editing selected bibs, then returning them to the file; plus MarcEdit often chokes on the Delete function)

   • Name the file something easily recognizable, such as:

   • USUL1909-GPOhistoricFile-Owned

   • OK

     •  

     • Open the file in the MarcEditor to make sure all is well, and take a look at the titles,

     • Use Find; Find All: =245 and again, compare to the Excel shelf-checked file:

     •  

8. Add the 909 field:

Click on Files; Add/Delete Fields and add the 909 field

• Using this form (with today’s date in subfield b):

  • \\$aMelanie Shaw$b[YYYY-MM-DD]$eUNMODIFIED$dCMS STATS$zMarciveGPO

9. Finally, go to File; Compile into MARC and give it a distinctive name:

• USUL1909-GPOhistoric-ownedDONE.mrc

Load the file into Sierra.

• Use the same procedures as the USULC (current print (and microform)) files.

• Remember to use: Load Marcive PRINT GPO (.marcivegpoprint)

• Click on Use Review Files, then run a Test first, check for problems (such as duplicates), then Load, if all looks well.

• Create a file in Create Lists using Copy, then looking for: Load: Inserted records for USULP….

• Then, create a spreadsheet of the titles loaded for Gov. Info.

1. Click on Export Records.

2. Use the saved Export: GPOmarciveload, OK:

4. Browse to the desktop and name the future file.

5. Open in Excel, clean up, and convert to Excel Workbook as usual.

Update OCLC Batch Holdings for the loaded files

1. In Excel spreadsheet of loaded records, highlight the 035 column and replace the (OCoLC) prefix with an * (asterisk) using A Find/Replace.

2. Copy all the * OCLC numbers in the column.

3. Log in to OCLC Connexion.

4. Then click Batch; Holdings by OCLC Number and paste the copied * OCLC numbers into the text box to the left:

5. Click in the circle next to Update Holdings

6. Then, click OK to update our holdings.

7. A Batch Holdings by OCLC Number Report should open with a list of the records updated.

8. Any errors will be listed at the bottom of the report, and are usually records that, for some reason or other, already have our holdings set.

Finishing up

1. Finish filling in the columns in the MarciveGPO file tracker in Airtable.

2. Record statistics (as Modified, since each file was changed by the title selection process).

3. Clean up Sierra load files and the review file in Create Lists.

4. Finally, send an email to Government Information folks to announce what file(s) has/have been loade, making sure to attach the spreadsheet(s) of titles for each selected file.