Marcive GPO Batch Files: General Workflow

Marcive GPO Batch Files: general notes and workflow

Updated 6/24/2021

Overview:

Batch Files of MARC Government Document MARC records are received monthly from Marcive.

• Each month's record files are produced around the 4th day of the month.

• Files are usually only available for 2 weeks, so it is essential to download the records without delay.

• Email notifications are sent, but the download site can also be checked for record availability.

• It’s a good idea to open the emails, download the files, and start putting in the file numbers into your personal statistics & the shared Airtable tracker: Airtable | Marcive GPO shared tracker

• Download site is accessible via either http or ftp, and can be found in the Marcive email notices or here: https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1261731956

Four monthly batch files:

• USULC - Current print (includes microform)

• USULP - Historical print (includes microform) - see separate procedure

• USULM - All map formats

• USULO - All online formats

General Procedure

Add 909 field:

• New Step as of 2021-9: There is one pre-load edit; not usually counted as a “modified” files, since it’s one simple step.

  • Open each file to be loaded in MarcEdit:

    • Add New Field in MarcEdit, with $b filled in with today’s date (no brackets):

      Current, held Historical, and Online files:

    • \\$aFirstname Lastname$b[YYYY-MM-DD]$eUNMODIFIED$dGOV INFO STATS$zMarciveGPO

    • For maps only (unless corrections are needed to fix errors within the non-map batchfiles):

    • \\$aFirstname Lastname$b[YYYY-MM-DD]$eMODIFIED$dGOV INFO STATS$zMarciveGPO

• Compile into MARC with new name showing the field has been added, like so: USULO2110-909

Two load tables are used to load these files in Sierra:

Load Marcive PRINT GPO (.marcivegpoprint)
Load Marcive ELECTRONIC GPO (.marcivegpoelec)

Checking for duplicates from a Marcive GPO Test Load:

• In the Test results file screen in Sierra, copy the entire load and paste into Excel, click on the resulting column, and Search for MAT = 1 (The load table is written to exclude anything that matches an OCLC number of a bib already in Sierra). Check that the number of matches on MAT = 1 are the same as the number of excluded bibs.

  • If the file is fairly small, you may be able to spot the duplicates without the Excel step.

• Then copy/paste each short title listed and search it in Sierra or Webpac (you can leave your Test load open in Sierra Data Exchange) to see if it is indeed a dupe. Then note the number of dupes, return to Data Exchange and Load the file.

• If it is not a duplicate, it is time to return to MarcEdit to see and check for errors in the file.

USULC - Current print (and microform) documents

1. Take note of the number of records in the file (from the email), and after each step, make sure the number is the same. Check for duplicates if so, or errors in the file.

2. Sierra Load Table to use: Load Marcive PRINT GPO (.marcivegpoprint),

3. Click "Use Review Files" box before loading.

4. First run a Test load; then if all looks okay, do the Load.

5. In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULC…; select Yes when it asks if you wish to delete the (copied) review file after loading.

6. Select 2 or 3 records and double-check the codes (below).

7. Use Create lists to extract spreadsheet for Government Information staff.

   1. Click on Export Records; then Apply Saved Export.

   2. Select: GPOmarciveload (click on Export Name heading to make it easier to find).

   3. Browse to the Desktop and give the future file a name; OK.

   4. Open Excel, navigate to the text file, choose Delimited, and use the delimiter of Other: ^ while opening the file; dress it up and save as Excel Workbook.

8. Attach new spreadsheet to announcement email (see below).

9. Use the OCLC Connexion Batch Holdings procedure, (see below) to update our holdings in OCLC.

USULM (maps) - all map formats.

1. Check number of records before loading as usual.

2. Load Table to use: Load Marcive PRINT GPO (.marcivegpoprint)

3. Click "Use Review Files" box before loading.

4. First run a Test load; then if all looks okay, do the Load.

5. After loading Copy the LOAD: inserted files for USULM….. in Create Lists.

6. Then edit (or check) the Item Record codes to match the values below:

   • Bib Material Type = e Map
     Item Type = 66 Maps Noncirculating
     Item Location = agov
     Call No. is 086 and populated with the SuDoc number.

7. Do not create an Excel spreadsheet of titles loaded.

8. Do not set holdings in OCLC.

USULO (online electronic documents)

1. Note number of records before loading as usual.

2. Load Table: Load Marcive ELECTRONIC GPO (.marcivegpoelec)

3. Click "Use Review Files" box before loading, Test, then if no problems, Load.

4. In Create lists click Copy, then find the file beginning with - LOAD: inserted files for USULO…

5. Select 2 or 3 records and double-check the codes (below).

6. Do not create spreadsheet after loading in Sierra.

7. Do not set holdings in OCLC.

Values to check after batch loading into Sierra:

USULC or USULP-Owned-Titles print GPO:

USULO GPO Online:

USULM GPO Maps (you will be editing these to match):

For all Marcive GPO files:

1. Empty Sierra Create Lists Review File after checking.

2. Delete Sierra File loads in Data Transfer.

OCLC Connexion Batch Holdings procedure:

1. In the Excel spreadsheet of loaded titles, Copy/paste a new column from the 035 field; Find/Replace the (OCoLC) prefix with an * (asterisk).

2. Log in to OCLC Connexion.

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

4. Open

   

   Select Update Holdings,

5. Click OK.

6. A Batch Holdings Report will open with a list of the records.

7. Scroll down to the end of the report to check for errors:

   1. Usually these are records which already have our holdings set and need no further action.

   2. If any show “Transaction failed” copy the OCLC Control # and search it individually to see what can be done. Usually its holdings can be manually updated.

   3. If there are more than one error on the report (very rare), copy all their OCLC #s to a text file, and go through each one to manual update holdings in OCLC.

Notification to Government Information staff and head:

If you are not part of the Government Information section: after the Load, email Government Information, with each load count, along with the 2 attached Sierra spreadsheets.

Special Procedures:

USULP (“Past” or historical documents) – see separate workflow:

https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1261764629