Serials Solutions Batch Files: Workflow
Serials Solutions Batch Files Workflow
Copied from Trello on 9/21/2016
Monthly loads of updating records for our ejournals.
Called 360 MARC Updates.
Each month's record files are produced around the 7th day of the month.
Files stay available for a while without disappearing too soon.
Email notifications are sent, but the download site can also just be checked for record availability.
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Three files each month:
Changed records (overlay)
Deleted records (overlay and batch delete)
New records (no overlay)
ALWAYS Load files in this order:
1. Changed.
2. Deleted (then delete bibs before loading New).
3. New.
CURRENT preload CHECKLIST FOR ALL SERIALS SOLUTIONS FILES:
Download the zip files from the link provided in the email notification.
Make sure that the date of the SerSol zip file matches the SerSol load date!
Format of zip file: UUS_360MARC_Update_2015-09-07.zip
In your Download folder check the zip file's Date Modified column -- it should match current date of the SerSol load in the notification email.
Once the file is unzipped and the three MARC files are removed; the date is no longer referenced in the file names--make sure the zip file is the correct one.
Extract the MARC files; there should be at least 3:
UUS_360MARC_Update_serials_changed_1.mrc
UUS_360MARC_Update_serials_deleted_1.mrc
UUS_360MARC_Update_serials_new_1.mrc
Use MARCVIEW to look one or two bib records in ALL THREE FILES.
Look at the first bib and double-check the date in 005 field:
005 20150811436452.0 -- First 8 digits should match the current SerSol load
Finally, go to the end of the file and make a note of the total number of bibs
Write down the number of bibs for each file to refer to during each checkpoint during loading: I usually use a post it note
LOADING SERIALS SOLUTIONS FILES:
General Checklist for Loading Serials Solutions bibs in Sierra Data Exchange
In the Prep results window; make sure the number of records matches the number of records you saw in MARCVIEW
Before loading, click on the "prepped" lmarc file and use View to look at the first bib record
Check these fields (paying close attention to the 005 date):
005 20150811##### -- Date should match SerSol load date
001 ssj### or ssib###
003 WaSeSS
910 Serials Solutions
Leader value "c" or "n" (for changed and new) or "d" (for deleted only)
LOADING: For all 3 types of files, use LOAD SerSol records (.serialssolution)
ALWAYS click on "Use Review Files"
ALWAYS do a TEST Load for each file:
When loading the “changed” file in TEST mode: Every record should overlay; no records should load as new. The number of records overlaid should match exactly the number of records in that file. If any records are created rather than overlaid, STOP and DO NOT LOAD the file.
Deleted file (USE CHECKLIST FOR LOADING DELETED FILES, below)
When loading the “new” file in TEST mode: Every record should load as new with an item also created; no records should overlay. The number of bib records created should match exactly the number of records in that file. If any records are overlaid rather than created, STOP and DO NOT LOAD the file.
Go to Create Lists in Sierra
Choose a part of the Create Lists with enough space for the number of bib records in each file.
"Copy" each SerSol Load file, making sure to check that number of bibs match (in parentheses) for each file.
Check a couple bibs for each type of file:
Item location: coser
Item Type: 23
Bib Mat Type: y Electronic Journal
MARC leader has "c" or "n" or (for deleted only) "d"
View Public Display and check link by clicking it--skip this for Delete file.
Checklist for loading Serials Solutions DELETED Files
These records should all have a Leader Record Status value of "d" for Delete.
Don't forget to check "Use Review Files" when loading.
Load the “deleted” file in TEST mode. Every record should overlay; no records should load as new. The number of records overlaid should match exactly the number of records in that file. If any records are created rather than overlaid, STOP and DO NOT LOAD the file.
If goes well LOAD the file. Then go to Create Lists and Copy the Delete file; spot check a couple of bibs -- (see Create Lists checklist above) make doubly sure bib has LEADER value of "d".
Go to function Delete Records.
Choose your Review File beginning with Load: overlaid records.
Click START button to bring in the file.
Make doubly sure you have the correct file to be deleted!!--open a couple of bibs to recheck for for the "d" in the leader
Click in the circle for "Delete the listed bibliographic records and all attached records".
Click Delete Records button.
Once all bibs are deleted, load the SerSol "new" files.
When finished: record the name and number of records in of each file and your initials in the Load Tracking checklist on Trello.
Finally, email ProquestLibrary Contact, so he can update the Knowledgebase:
Include number of records loaded for each type of file: # changed, # new, # deleted.
https://usulibrary.atlassian.net/wiki/spaces/ULC/pages/1261732144