AVON and ASP monthly workflows (complex)

Owned by Melanie Shaw
Last updated: Jan 10, 2024
8 min read

10/24/2023

 

General knowledge

  • Purchased from Alexander Street Press (includes subscription and perpetual buys)

  • Track everything in Tracking file: https://usu.app.box.com/file/1321443616369

    • for AVON (Academic Video Online (Premium) see: AVON edits & Tracking tab

    • for all others, see: ASP Perpetual Collections Edits tab

    • And explore the other tabs for other and historical troubleshooting

  • Tracker has a lot more information and history, so good to review it, before loading

  • Records come from ASP in labeled file folders, each holding multiple records, with only 1 record in each

  • We use MarcEdit to join them into one file

Collection

Access Type

 

Up to date as of Sept. 2023

 

 

Academic Video Online: Premium

Subscription

on going

American History in Video

Perpetual

 

BroadwayHD Collection

Perpetual

on going

Ethnographic Video Online: Volume I

Perpetual

 

National Theatre Collection

Perpetual

on going

North American Women's Letters and Diaries

Perpetual

 

The Royal Shakespeare Company Collection

Perpetual

on going

General instructions for the Perpetual Collections

Additions files sometimes appear for the older purchased collections but spot checking always shows that the titles/records are already in Sierra.

We should be able to ignore any "additions" for American History in Video, Ethnographic Video Online, and North American Women's Letters and Diaries

Actual new additions show up for the 3 more recently purchased collections, so these do need to be edited and added to Sierra.

Remember to add records for the 3 new collections:

Royal Shakespeare Company Collection

Royal Shakespeare Company Collection purchased for perpetual access Dec 2020

National Theatre Collection

The National Theatre Collection purchased for perpetual access Dec 2020

Broadway HD Collection

BroadwayHD Collection purchased for perpetual access Dec 2020

Downloading

Academic Video Online: Premium

 

http://adminportal.alexanderstreet.com

 

a092640

a09264008

MARC Records --> Monthly Changes

 

For Additions: checkmark "Split results by collection" and don't choose "Select collection" 

 

For Deletes:  do not choose either optional limit (doesn't work if you do)

 

Additions
Deletes

example of Additions split by collection:

 

 

additions-delta-Aug-2023--Sep-2023

 

open to see individual folders (will have several mrc records, of 1 bib each)

Academic Video Online/ Premium

1,594

 

American History in Video

127

spot-checked.  These are already in Sierra, not new.

Ethnographic Video Online/ Volume I

55

spot-checked.  These are already in Sierra, not new.

The Royal Shakespeare Company Collection

1

NEW title, add to Sierra

Academic Video Online/Premium (AVON)

use MarcEdit to join individual MARC records into a file for editing and loading:

Join two or more MARC files into one

an example of a possible joined file name: AcademicVideoONline-premium-08102023.mrc

markers/hooks (some done after loading into Sierra):

  • bib 830:

  • item location:

  • item code 1

  • internal note:

  • AVON - Academic Video Online.

  • cocre (Online Academic Video Online (USU and USU Eastern))

  • 20

  • AVON - Academic Video Online subscription

Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo)

Editing AVON

Unicode

Should be okay in MarcEdit

001

check 001 and edit if straight digits only

add prepend of ASP

=001  99238610100971

add prepend of ASP

  • Find: =001 (with 2 typed spaces--no indicators)

  • Replace: =001 ASP

=001  ASP99238610100971

830

Add Field

\0$aAVON - Academic Video Online.

856 - edit subfield data

delete

provided subfield z

  • 856 z

  • Delete Subfield checked

  • Remove Text

add |z

Available online; click to view.

  • 856 z

  • New subfield only checked

  • Replace Text

add prepend

Edit subfield

  • 856  u  ^b

  • https://library2.usu.edu/eval_dist/url856.php?url=

  • Use regular expression & Remove subfield codes from scope, both checked

Delete these fields:

  • 901

  • 905

  • 910

  • 941

  • 942

  • 943

  • 944

  • 945

  • 950

  • 951

  • 980

Add/Delete Fields tool

  • MARCValidator to make sure edits didn’t break file

  • Compile into MARC with easy to retrieve name

 

Loading AVON

Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo)

  • Use Review File

  • Test, then Load

Add/edit with Global Update or Rapid Update

After creating second review file of item records for the load

  • Go to Function; Rapid Update

  • Field: [the field needing edits] Value: (the desired change]

Field: item location (or 79)
Field: item code 1 (59)
Field: item internal note (x) =

Value: cocre
Value: 20
Value: AVON - Academic Video Online subscription

Create Lists:

  • copy Load review file

  • make Item file from Load review file

  • Click in blank line on list

  • Search: Change Range to Review file

  • Find the Load review file in dropdown

  • Don’t enter any terms in, just click Search

CSDirect says Rapid update can:
insert new non-MARC variable-length fields.
change the value of fixed-length fields.

Perpetual access AVON Titles

We will receive an email from Gaby with attached order number link (login with our name/password)

  • Titles selected for permanent access will be listed there (copy/paste to Note or Excel)

If records are already in Sierra:

Item record changes:
Item code 1 changed from 20 to 0
Location changed from cocre to coonl
Item internal note:
AVON - Academic Video Online purchased for perpetual access 20191210 <--(date of purchase)

Bib record changes:
Purchased add to end of 001
540:
USU institutional license held in perpetuity|5ULA
910 added:
AVON - Academic Video Online purchased for perpetual access 20191210 <--(date of purchase)

ASP perpetual collections

General information for ASP perpetual purchases

Additions files sometimes appear for the older purchased collections but spot checking always shows that the titles/records are already in Sierra.

We should be able to ignore any "additions" for American History in Video, Ethnographic Video Online, and North American Women's Letters and Diaries

Actual new additions show up for the 3 more recently purchased collections, so these do need to be edited and added to Sierra.

Remember to add records for the new collections:

Royal Shakespeare Company Collection

Royal Shakespeare Company Collection purchased for perpetual access Dec 2020

National Theatre Collection

The National Theatre Collection purchased for perpetual access Dec 2020

Broadway HD Collection

BroadwayHD Collection purchased for perpetual access Dec 2020

 

Royal Shakespeare Company Collection

item internal note (add after loading into Sierra):

Royal Shakespeare Company Collection purchased for perpetual access Dec 2020

location:

coonl

icode1:

0

bib 830:

none

bib 001 format:

ASP3883814/marcPurchased or  ASP99692985300971Purchased

bib 540:

\\$aUSU institutional license held in perpetuity|5ULA

bib 910:

\\$aRoyal Shakespeare Company Collection purchased for perpetual access Dec 2020

and follow general editing instructions below

 

The National Theatre Collection

item internal note (add after loading into Sierra):

The National Theatre Collection purchased for perpetual access Dec 2020

location:

coonl

icode1:

0

bib 830:

none

bib 001 format:

ASP3883814/marcPurchased or  ASP99692985300971Purchased

bib 540:

\\$aUSU institutional license held in perpetuity|5ULA

bib 910:

\\$aThe National Theatre Collection purchased for perpetual access Dec 2020

and follow general editing instructions below

 

BroadwayHD Collection

item internal note (add after loading into Sierra):

BroadwayHD Collection purchased for perpetual access Dec 2020

location:

coonl

icode1:

0

bib 830:

none

bib 001 format:

ASP3883814/marcPurchased or  ASP99692985300971Purchased

bib 540:

\\$aUSU institutional license held in perpetuity|5ULA

bib 910:

\\$aBroadwayHD Collection purchased for perpetual access Dec 2020

and follow general editing instructions below

 

General edits for all 3 new perpetual collections

Edits for 3 new perpetual collections

UNICODE

 

 

001

add prepend of ASP and add Purchased to the end (either in MarcEdit or after loading into Sierra)

=001  99238610100971

 

=001  ASP99238610100971Purchased

 

856 field

add |z

 

add prepend

 

 

 

 

901

delete these fields

905

delete these fields

910

delete these fields

941

delete these fields

942

delete these fields

943

delete these fields

944

delete these fields

945

delete these fields

950

delete these fields

980

delete these fields

951

delete these fields

Add fields

 

540

add (see individual collections for text)

910

add (see individual collections for text)

Loader: LOAD Streaming Video can OVERLAY on bib # (.streamingvideo)

  • test, then load

  • create lists

Rapid Update edits after loading

  • create lists; copy Load

  • make new item review list

  • Function; Rapid Update

  • Check record or two

  • finish recording in tracker spreadsheet

  • clean up

See individual collections for codes, and text

 

ASP Delete file procedure (includes AVON)

001 field edits

check 001 and edit if straight digits only

add prepend of ASP

First 001 edit

 

=001  99238610100971

add prepend of ASP

  • Find: =001 (with 2 typed spaces--no indicators)

  • Replace: =001 ASP

=001  ASP99238610100971

Second 001 edit

 

=001 ASPASP3550547/marc

=001 ASP3550547/marc

Second edit for 001 fields that already had ASP prefix

  • Find: =001 ASPASP

  • Replace: =001 ASP

  • use MARCValidator to look for 001 errors

  • and to make sure records have no internal weirdness to interfere with the load

Compile into MARC

Load using CAUTION special use for overlay and delete (.overlaytodelete)

  • test then load

  • Create lists

  • Check file for order records and/or 910s with perpetual/purchased notes; edit any with order or 910 purchased/perpetual notes, (test for access also); Remove them from the review list, then

  • Go to FUNCTION Delete Records:

FUNCTION: Delete Records; Review Review file: Load: Overlaid records for [name of file]

  • Start will bring in the records

  • Important! Chose: Delete the listed Bibliographic record AND all attached records

    • (You should have already checked that there are no perpetual access markers before leaving create lists)

  1. deep breath: then click Delete Records

  • You will be asked: Are you sure sure sure?

  • Double check number of deletes, then Close

  • And in Create Lists, the load files will disappear.

  • Finish recording in tracking and clean up everything in Data Exchange & Create Lists review files (unless needed by someone else)

Okay that was the easy part.

For all the Delete file records that DID NOT overlay

Create a file of 024 numbers for each record in the delete file

The 024 numbers have the old-style ASP control numbers,

  1. from the MarcEdit version of the deletes file, extract a list the 024s and titles for cross checking

Instructions are here:Extract a spreadsheet from MarcEdit batch file; then search numbers using Sierra Create Lists

  1. Then go thru the review list check all the records in a new Create Lists file

    • The quickest method is to Import Records in Create Lists while choosing each of the ASP/Avon hooks and look for any in the spreadsheet that don’t match (and edit, then remove from review file)

Go to Function: Delete Records;

  1. Review file: [find its name]

  2. Click Start to bring in the files

  3. double check these are the correct records and have the same number of records

  4. Choose Delete the listed Bibliographic record AND all attached records

    • Are absolutely sure? Yes

    • The number of records deleted will pop up, with the same number of deletions

  5. The create lists Review file will also disappear

There may be one or two titles left to delete manually.

  1. if so, check them and delete them one by one, both bib and attached item

Finally finish recording that set, and clean up Data Exchange