These procedures outline the process for setting OCLC holdings for the Congressional Hearings using item level information collected in an Airtable base.

Tools Needed

• Sierra (local catalog)

• Airtable                                                                                             

• OCLC Connexion

• MarcEdit

• Excel

Quick Navigation

Procedures

Set Holdings, Already in Sierra:

Go to Hearings Airtable view: Set Holdings, Already in Sierra

1. Sign Up Name: you (and pull down to fill in all the rows you are working on)

2. Batch Cataloging Status: In Progress (pull down to end of your signed rows)

Download an CSV/Excel spreadsheet, making sure to keep OCLC Masterpiece column.

1. In Airtable, click on the three dots (meatball menu); and Select Download CSV file.

2. Open Excel; Open new file; select All Files in the dropdown to the bottom right, and select your file.

3. Click OK, when it complains that your file doesn’t match.

4. Chose Delimited, Next, click Comma, Next, then Text, then Finish; and Save As Excel Worksheet.

5. Highlight OCLC Masterpiece and check for duplicates: Conditional Formatting; Highlight cells rules; Duplicate Values; OK.

   1. For Updating OCLC holdings only, we can simply get rid of the duplicates: go to DATA tab; Remove Duplicates; and in the Remove Duplicates window; Unselect All; then scroll down and click on OCLC Masterpieces only; then OK.

   2. All multi-volume sets/serials rows with the same OCLC number should be gone.

6. Insert an * (asterisk) in front of the OCLC numbers.

   1. Insert two empty columns in front of OCLC Masterpiece

   2. In the second empty column; add an asterisk to the top cell (the header)

   3. pull the first cell down to fill in all the cells in the asterisk column

   4. in the first cell of the first empty column, concatenate the 2 columns:

      • =CONCATENATE(X1,Y1)

      • Where X=letter of the asterisk column Y=letter of OCLC Masterpiece column

      • pull the 1st cell down to fill in the rest of the column

      • If the new column looks good, Copy it, then Paste As Values in the same column.

      • New Asterisk + OCLC Masterpiece column pasted As Values into a new column

      • Open

        

        OCLC Masterpiece and concatenate highlighted in blue for ease of viewing only

Currently, you must log in through the Batch menu in OCLC Connexion

1. Batch; Enter Bibliographic Search Keys

   1. click on Local File Manager

   2. click on Authorization; then sign in with number and password

   3. Close Local File Manager window; click Save, then Close.

2. Now go to Batch; Holdings by OCLC Number; and skipping the header, Copy & Paste all *OCLC numbers (asterisk plus OCLC number) into the text box to the left:

   Open

   

   I like to check the last & first numbers against the spreadsheet

3. Select Update Holdings only

4. Click OK

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

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

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

   • 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.

   • 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 manually update holdings in OCLC.

Go back to the Airtable view, and change all rows in Batch Cataloging Status to OCLC Updated.

CMS stats are recorded as OCLC Holdings Updated