Batch Processes introduction & links

_{First very rough draft of general links and tasks useful to Batch & Sierra regularly occurring duties}

• ^{started 9/17/2023; updating continually}

General Principles

Most batch files are for various e-resources, but some tangible batch record collection are also loaded via batch files (print DDA files, vendor and government document and map files, loaded by Government Information staff)

1. Copy/Paste the batch file name(s) into each Collection Tracker in Box as soon as they are downloaded/received

2. Take note of how many records there are in a batch file

   • if that number changes after a batch processes, then something went wrong, and the file or the process needs to be checked for problems: some of which can be as simple as duplicate bibs in the file, but at other times, may be indicating one or more bibs with errors from a typo or a missing field)

3. When loading into Sierra, always click Use Review Files; then Test the batch, and if it looks good, Load.

4. Avoid at all costs, loading files out of order (generally, this is by the date on the file, but some will have to be added)

   • If possible, keep up with weekly loads, so loading dates out of order does not become a possibility

   • For most collection batch files, when the files have the same date; first load new/additions files, then delete files (there are exceptions noted in the these workflows); but, always check the date, and load files with earliest date before the latest.

5. 001 fields: each MARC record in a batch file needs a unique control number that is not duplicated anywhere in the catalog (we may need to overlay them later) - some collections already have good 001 as as supplied by the vendor; and all current batch collections have documented methods to apply prefixes or create completely unique numbers.

   • For any completely new batch collection, where the 001 fields are missing or contain simple numbers, there will need to be a method worked out to apply a new, non-duplicating prefix or a creation method for a 001 (and add it to your new workflow)

6. Hooks: a series of fields and codes are applied to each batch collection, making them easier to batch edit or remove. The current master document of hooks is kept in USU’s Box; updates will need to be added and updates distributed to various areas of the library (such cataloging, LIT, etc.), as old batch collections are changed, deaccessioned, or new ones are added. The most current Master List E-Resource Hooks is kept here: https://usu.app.box.com/file/1326778691763.

   • It will need regular updating, with new batch purchases, and regular batch perpetual purchases, as seen in the screen shot below:

Batch/Sierra list of tasks:

• Original Systems Librarian’s list of tasks (discovery librarian list will be much more focused on records large-bulk purchases or projects):

• Working Schedule of Tasks for Discovery Services Librarian (under revision) in Box: https://usu.app.box.com/file/1321320586852

Cheryl’s plan of training:

Start with single record loads for Wageningen, then weekly record loads of Cambridge EBA, Taylor & Francis EBA, Safari/O'Reilly subscription, and the YBP discovery records, and then the more complex Academic Complete update records.  (One thing to remember is to watch the dates on the ebook discovery and deletes and make sure you load them in order; also, with 1 exception, don't load deletes until you have loaded the discovery records with earlier dates.) Make sure you use the tracking sheet versions with “current” at the end.

Preliminary list to start with:

• Wageningen: tracked against the yearly purchase invoice & Wageningen site itself.

• Cambridge EBA: https://usu.app.box.com/file/1318202855178

• Taylor & Francis EBA: https://usu.app.box.com/file/1318195064664

• Safari/O’Reilly subscription: https://usu.app.box.com/file/1318206846659

• YBP discovery records(and deletes): https://usu.app.box.com/file/1321317102096

• pDDA deletes via email from Kevin and Tyler

• Streaming videos from Gaby: https://usu.app.box.com/file/1323615493212 (keep up with regular emails of adds/deletes)

• Academic Complete update records--part of https://usu.app.box.com/file/1321317102096

• University Press of Colorado ebooks: https://usu.app.box.com/file/1321432292725

• other more difficult batch processing

• Further note: just fyi, I'm trying to include any tracking files you might need eventually.  A lot of what I'm adding currently are NOT pressing and could be ignored until you have a day where you want a challenge. 

• WEST archived and non-archived yearly uploads

• Sierra weeding and batch cataloging projects

The former librarian’s documentation of Procedures and Tracking of files will remain in Box

• here: https://usu.app.box.com/folder/227209648067?s=q531024vtone9ogkwa6cv2uh41sq56qx

FTP downloads software/app:

Since all browsers have stopped supporting FTP protocols, we will use LIT’s suggestion of the WinSCP software:

• Download for Windows: https://winscp.net/eng/download.php

  • All users

  • Accept all the defaults and lawyer repellant

  • and Open

• type in the vendor’s ftp site address and log in with user name & password:

• 

  A split window will open with your computer on the left; the vendors files on the right:

For historical use & older tracking:

Trello website: Historical procedures & notes, but contains earliest logs of Batch record loads

https://trello.com/b/CWYisa6s/cheryl-and-melanie-batch-record-loading