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AGUA user manual:

See also: WEST Archived Journals edits to Holdings (annual: Spring)

Titles we’re Committed to Retain for WEST in USU box: WEST cycle 12 proposed journals

WEST Cycle 12 Disclosure (i.e. Archived Titles) Instructions, extracted from guides:

 Create separate files for each OCLC holdings symbol used by your library. If possible, prepare separate files for bibliographic and holdings data using MARC21 format.  

 Be sure to include records for holdings housed in a separate storage facility, if you have one. 

 If you have branch or affiliated libraries who do not wish to participate in WEST, do not include their holdings (if possible). If it is not possible to exclude holdings for these locations, please be sure to exclude these locations when you review your holdings locations as part of Step 4 (above). 

 If you are a WEST archive holder or builder, please do not include holdings records for volumes which have already been submitted to WEST as archived holdings.  

 Record Identification for Files 

  1.  Bibliographic records should be limited to print journals: 

    •  Leader 06 (record type) = "a" (language material) AND Leader 07 (bibliographic level) = "s" (serial)  

  2. Exclude non-print description records, unless print holdings are attached: 

    • 008 byte 23 (form of item) not equal to blank  

  3.  Include all print journal titles, whether active or inactive, for which your library holds print. 

  4. Exclude government documents: 

    • 008/28 not equal to blank, u, or fill character (|) 

    • OR 

    • Bibliographic record contains MARC 074 or 086 

  5.  Where bibliographic records have met the criteria outlined above, identify and submit holdings records for print format holdings only; please exclude any holdings records for non-print formats, i.e., microform or e-resources.

Submitting Files 

 Please use the following file naming convention <OCLC symbol>.<ILS code>.<rec type>.<submission date>.<segment>.<extension> where: 

 <OCLC symbol> = your OCLC holdings symbol in UPPER CASE 

<ILS code> = code identifying your ILS. For example: 

  • Aleph 

  • ALMA 

  • III 

  • Sirsi 

  • Symphony 

  • Voyager 

  • WMS 

 <record type> = Use "bib" or "holdings", or "combined" where a file contains both bib and holdings data/records. 

<submission date> = Date of file creation. Use YYYYMMDD format, for example: 20210515 

<file segment> = Use where providing more than one file per record type. Append a, b, c, etc. 

<file extension> = For example:  

.mrc  

.xml 

File name examples: 

  •  AAA.alma.bib.20210515.mrc 

  • AAA.alma.holdings.20210515.mrc 

  • ZZZ.iii.combined.20210603.mrc - both bib & holding records

  • BBB.sierra.archived.20220512.mrc - will contain only holdings records for archived committed to retain titles

  •  UUS.sierra.archived.20230510.mrc 

Upload your files directly to AGUA 

  1. If you are a first-time user, select “Create an account” 

  2. If you believe you already have an account, but need to reset your password, please select “Forgot/Reset Password.” 

  3. Under Bibliographic and Holdings Data Ingest, choose which upload method you prefer:  

  4.  “Upload file from your desktop” option: This option allows you to submit a file that is saved on your computer. This option is ideal for those members who do not have direct server access.  

  5.  “Upload file from remote server” option: This option allows you to use the command line to upload a file via a remote server. This option is appropriate for those members who have very large files and also have direct server access. 

-------------------------------------------------------------------------------------------- 

See also Sierra instructions: https://documentation.iii.com/sierrahelp/Content/sgil/sgil_data_exchange_output_records.html

USU TAILORED WORKFLOW FOR ARCHIVED EXTRACT & LOAD

Sierra Create Lists

Choose Holdings records:

For journals we have committed to retain, either:

  1. Search

    1. Name file

    2. Store Record Type: Holdings

      1. MARC tag 583 has “committed to retain”

      2. MARC tag 583 has “west”

OR

Import (if we have all of the bib-numbers):

  1. copy/paste bib numbers into a txt file in Notepad

  2. Import

  3. Name the Create Lists file

  4. Record Number

  5. Choose txt File

  6. Import

Sierra Export Directions:

Go to Data Exchange:

  • Select process: Output MARC Records (out)

    • Create C = Bib, Authority, or item records

    • Create H = Holdings Records

    • Create P = patrons (ignore)

Bibliographic or Holdings records:

  • Create C

  • Name output file

  • dropdown: Review

  • Select create lists file from Review file list

  • Start

Exporting from Sierra Data Exchange:

Highlight .out file

Can then choose either: Put PC - to download to computer; Put FTS - to transfer to another system; or View to see the file, record by record

Viewing a sample bib .out record from 2019 by Cheryl:

9xx fields info from Sierra guides and manuals:

9XX Fields in Output Files 

Sierra is set up to output MARC records and uses 9XX fields to capture certain Innovative fields. Below is an example of an output record. 

In this example: 

  • The 907 |a field contains the bibliographic record number. 

  • The 907 |b field contains the last update date. 

  • The 907 |c field contains the record creation date. 

  • The 998 |a field contains the location. 

  • The 998 |b field contains the cataloging date. 

  • The 998 |c field contains the value of BCODE1. 

  • The 998 |d field contains the value of BCODE2. 

  • The 998 |e field contains the value of BCODE3. 

  • The 998 |f field contains the language code. 

  • The 998 |g field contains the country code. 

  • The 998 |h field contains the skip value. 

  • The 998 |i field contains the number of copies. 

  • The 945 fields contain custom mapping for OCLC users. 

Innovative can customize the output for MARC records. Contact the Help Desk for assistance. 

Exporting Holdings Records 

If your library has acquired the ability to output MARC Format Holdings Data (MFHD), you can export your library's holdings data to MARC holdings/checkin records by using Data Exchange. 

Additional Output Profile 

To export MARC Format Holdings Data to holdings records, your library must have acquired an additional output profile. 

When exporting holdings/check-in records, the system uses the library-defined output profile to map the correspondence between the holdings/check-in and bibliographic record fields in the system and the fields in the MARC file. 

For a description of the fields Innovative supports in MFHD, see MARC Format Holdings Data. 

Uploading to AGUA for archived titles

Naming conventions:

  • UUS

  • sierra

  • bib or holdings or archived

  • date yyyymmdd

    • For regular (unarchived holdings): UUS.catalogcode.recordtype.YYYYMMDD

      • UUS.sierra.bib.20230929 ← not sure if we should use “sierra” or “III”

      • UUS.sierra.holdings.20231014

    • For disclosure (archived holdings) only holdings records: UUS.catalog.archived.YYYYMMDD

      • UUS.sierra.archived.20230510← we only are required to provide Holdings records for archived journals “ingests”

Log in

https://agua.cdlib.org/west

  • or create log in, if you don’t already have one

Upload for Disclosure:

  • Choose Upload from your device

  • Browse to the file

  • Upload

WEST will contact us via email if they detect any errors in our edits or record details

There were two errors in 2023 disclosure titles:

fixed; then loaded the resulting 3 holdings records.

Go here to finish the process for archived titles (on OCLC): WEST Archived Journals edits to Holdings (annual: Spring)

WEST instructions for WEST Cycles 14 & 15 unarchived holdings, extracted from guides & emails

  • Note: this apparently SHOULDN’T include our Archived (Committed to retain) titles.

WEST Cycles 14 & 15 call for unarchived holdings - ALL WEST MEMBERS -

  • Deadline Friday October 20 email text instructions:

  • (red text is Melanie’s highlighting)

Dear WEST members,

WEST is getting ready to identify the next round of archiving priorities for archiving Cycles 14 & 15! As we did in Cycles 12 & 13, we are inviting all WEST Members to submit files of MARC bibliographic and holdings data for your print serials collections by Friday, October 20, to seed our next collections analysis.

All WEST Members are invited to participate in the collections analysis to continue the success of our work identifying journals that have previously been overlooked for archiving and ensure they continue to be available for students and scholars into the future. In the recent Future of WEST Survey, members overwhelmingly supported a recommendation to consolidate historical Full and Supporting memberships into one standard individual membership model. This change results in equal benefits and options for participation to all members while also allowing WEST to continue the practice begun in Cycles 12 & 13 to diversify the collections and leverage the full potential of WEST members’ collections for the benefit of all.

If you’ve submitted files in the past, we request that you send a new file of your unarchived holdings, rather than resending a file submitted for any previous analysis cycles, to ensure that we are using your most up-to-date holdings information in the analysis. If you are not planning to participate in this year’s collections analysis, please inform me at anna.striker@ucop.edu.

Please provide this data as soon as you are able, but if at all possible, by Friday, October 20.

Please read on below my signature line for general and detailed instructions on data submission. These instructions are also available as a Google Doc: https://docs.google.com/document/d/127-AI_4zN8AC9zz6qBLdUYCUcUIt6AfQELEeEhEl2M4/edit?usp=sharing

Alternatively, we presented an overview of how to prepare and submit your file in a 2021 webinar if this format better fits your preferred learning style (the video will start midway through, at the beginning of this specific section): https://vimeo.com/620311189/fd74b2e5b8#t=2129s

If you have any questions about this new process, please email me at anna.striker@ucop.edu, and I will direct your inquiries to our technical or program staff as appropriate.

Warm regards,

Anna

Anna Striker (hear it)

Shared Print Operations and Collections Analyst

WEST and UC Libraries

California Digital Library

Anna.Striker@ucop.edu

she/her/hers

General steps for submitting your data

Step 1: WEST offers two options for uploading your unarchived data files in AGUA -

Upload files directly from your desktop

Upload files from a remote server

Step 2: Once your files are uploaded, an automated file validation job checks the files for errors in MARC record formatting, which cause the file to fail any further processing. If errors are found in your submitted file, you will receive an automated email requesting that you correct the errors and resubmit your files as soon as possible. The email will include a report that identifies the specific errors in question so they will be easy to locate and correct.

Step 3: After initial file validation, your data goes through several other back-end steps before it is loaded to AGUA’s database. In the course of these additional steps, we may identify bibliographic/holdings data that could represent non-print or non-serial formals. We will notify you of these issues (as well as control number formatting issues), but will not request any immediate action. We do recommend that you investigate and seek to correct these issues (where appropriate) in time for the next analysis.

Please note that these validation reports are now available in AGUA! Previously, these have been sent directly to individual contacts, and this change allows any AGUA user at your institution to access current and historical reports in a single central location. Read more about this new AGUA report page in the WEST blog.

Step 4: Once we have completed loading all files to the AGUA database, we will ask that you review your local holdings locations for any necessary exclusions from the analysis, as well as to identify storage locations. Your locations will be pre-populated into a web-form in AGUA for this purpose. We will ask that you do this as soon as possible after receiving the email request to ensure we can keep to our analysis timeline. We anticipate that this step will begin later in the year or early in 2024.

Detailed instructions for data submission

Create separate files for each OCLC holdings symbol used by your library. If possible, prepare separate files for bibliographic and holdings data using MARC21 format.

Be sure to include records for holdings housed in a separate storage facility, if you have one.

If you have branch or affiliated libraries who do not wish to participate in WEST, do not include their holdings (if possible). If it is not possible to exclude holdings for these locations, please be sure to exclude these locations when you review your holdings locations as part of Step 4 (above).

If you are a WEST archive holder or builder, please do not include holdings records for volumes which have already been submitted to WEST as archived holdings.

Record Identification for Files

Bibliographic records should be limited to print journals:

Leader 06 (record type) = "a" (language material)

AND

Leader 07 (bibliographic level) = "s" (serial)

Exclude non-print description records, unless print holdings are attached:

008 byte 23 (form of item) not equal to blank

Include all print journal titles, whether active or inactive, for which your library holds print.

Exclude government documents:

008/28 not equal to blank, u, or fill character (|)

OR

Bibliographic record contains MARC 074 or 086

Where bibliographic records have met the criteria outlined above, identify and submit holdings records for print format holdings only; please exclude any holdings records for non-print formats, i.e., microform or e-resources.

Submitting Files

Please use the following file naming convention <OCLC symbol>.<ILS code>.<rec type>.<submission date>.<segment>.<extension> where:

<OCLC symbol> = your OCLC holdings symbol in UPPER CASE

<ILS code> = code identifying your ILS. For example:

Aleph; Alma; FOLIO; III; Sirsi; Symphony; Voyager; WMS

<record type> = Use "bib" or "holdings", or "combined" where a file contains both bib and holdings data/records.

<submission date> = Date of file creation. Use YYYYMMDD format, for example: 20210515

<file segment> = Use where providing more than one file per record type. Append a, b, c, etc.

<file extension> = For example:

.mrc

.xml

  • File name examples:

    • AAA.alma.bib.20210515.mrc

    • AAA.alma.holdings.20210515.mrc

    • ZZZ.iii.combined.20210603.mrc

Upload your files directly to AGUA

Log into AGUA (https://agua.cdlib.org/west/login)

If you are a first-time user, select “Create an account”

If you believe you already have an account, but need to reset your password, please select “Forgot/Reset Password.”

Under Bibliographic and Holdings Data Ingest, choose which upload method you prefer:

“Upload file from your desktop” option: This option allows you to submit a file that is saved on your computer. This option is ideal for those members who do not have direct server access.

“Upload file from remote server” option: This option allows you to use the command line to upload a file via a remote server. This option is appropriate for those members who have very large files and also have direct server access.

Again, if you have any questions, please do not hesitate to reach out to me.

Cheryl’s 2021 process notes:

USU TAILORED WORKFLOW FOR THE UNARCHIVED EXTRACT & LOAD

Sierra Create Lists

  1. Search Records

    • HOLDINGS store record type

    • Holdings  Location  equal to  "gjrnl"   

    • AND Holdings  Internal Note  All Fields don't have  "acm"  

    • AND Holdings 583 don’t have “west”

    • AND Bibliographic  BIB LEVL  equal to  "s"  

    • AND Bibliographic  REC TYPE  equal to  "a"   

    • AND Bibliographic  MARC Tag 086  equal to  ""    ← that is: type in nothing

    • AND Bibliographic  MARC Tag 074  equal to  "" ← nothing again

  • Sept. 14, 2023 review file = 10838

  1. Delete any pre-existing 907 fields (they might block the correct formation of the export 907’s)

    1. copy the Create Lists field and add (edit existing query):

      1. AND bibliographic MARC tag 907 has "." ← a period

      2. Either manually delete 907 fields from those bibs;

  1. or, do a Global Edit to remove them (with extreme care)

  2. Then double check with query on main review file (chose edit current query) for 907 not equal to blank

    1. AND bibliographic MARC tag 907 is not equal to "" ← will dump any bibs that have 907s (if some records drop out, then some still have a 907)

Sierra Export Process

  1. Create bib file and holdings records file from the holdings review file in Create Lists

    1. Go to Data Exchange:

    2. Output MARC Records (out)

    3. Create file of BIB, ITEM, or AUTHORITY records for bib file based on Holdings-type review file in Create Lists

d. Create file of HOLDINGS records based on that same Holdings review file in Create Lists

Exporting from Sierra Data Exchange

  1. Highlight .out file

    1. Can then choose either: Put PC - to download to computer; Put FTS - to transfer to another system; can also choose View to see the file, record by record

  2. Can rename file as they are exported to PC Desktop

Open in MarcEdit

  1. visual check if needed, then

  2. compile into MARC

Rename to WEST specs:

  • UUS.sierra.bibs or holdings.YYYYMMDD

    • UUS.sierra.bibs.20230912.mrc

    • UUS.sierra.holdings.20230912.mrc

  • 2023 files:

Uploading the files to AGUA

  1. Log into AGUA (each person will need a separate log in--but any contacts can ask for one):

 https://agua.cdlib.org/west/

  1. Choose Upload from your device

    1. Browse to the file

    2. Upload

  1. Wait for inevitable errors to arrive via email.

    • Fix and go through Upload process again

    • ta da!

Approval step for Cycle 14-15 January

  • There will also be some errors to fix (non-fatal, informational, to fix or not as we can)

  • We only sent one location to WEST, so we don’t need to do much, except:

  1. To complete this step, log in to AGUA and open the Set Storage Location and Exclusion Flags page:

 

image-20240126-234009.png

  1. That will open up the page of your locations. Since you do want us to analyze the holdings in the location and I assume you'd also like us to make archiving proposals to you if your holdings meet the OCC's analysis criteria, you would only select to exclude the location from Builder proposal (since USU is not an Archive Builder), like this:

image-20240126-234036.png

  1. Then you just click the Approve button and that submits your selection.

Sample letter announcing the approval step:

From: WEST Primary Contacts <WEST-PRIMARY-CONTACTS-L@LISTSERV.UCOP.EDU> on behalf of Anna Striker <Anna.Striker@UCOP.EDU>
Sent: Friday, January 12, 2024 12:32 PM
To: WEST-PRIMARY-CONTACTS-L <WEST-PRIMARY-CONTACTS-L@LISTSERV.UCOP.EDU>
Subject: WEST Cycles 14 & 15 Unarchived Holdings Ingest is Complete! Unarchived Holdings Locations now available for review in AGUA (DUE JANUARY 26) + AGUA error reports

 

TO: 

WEST Primary Contacts

WEST Technical Contacts

 

 

Dear WEST Primary and Technical Contacts,

I am very happy to report that your submitted unarchived holdings files have been successfully processed on the AGUA production server. With this step complete, we are ready for contributors to review the locations found in the unarchived holdings files and make decisions about which holdings locations should be included in the analysis and which locations will be eligible for receiving archiving proposals. You will also now find your validation reports in AGUA noting any metadata issues that were identified in those unarchived holdings files.

Please review all locations included in this table and make any necessary changes (i.e., noting your storage locations and indicating any locations you want to exclude from archiving proposal) by January 26, 2024. 

All members are encouraged to participate in the Cycles 14 & 15 analysis as Archive Holders to continue the success of our work identifying journals that have previously been overlooked for archiving and ensure they continue to be available for students and scholars into the future. To participate as an Archive Holder, simply leave the “Holder Proposal Exclusion” checkboxes unchecked; this will allow the project team and OCC greater insight into your holdings and identify scarce and unique held journal and serial titles at your institution that may be in need of the protections that come with archiving them for WEST. By leaving the “Holder Proposal Exclusion” checkboxes unchecked, you may be proposed some journals for archiving at the end of the analysis, but this does not obligate you to archive any materials on behalf of WEST at this time.

To help support members’ decision making about serving as an Archive Holder during this analysis, WEST has put together a brief slide deck that provides an overview of the analysis steps, decision points for members, what it means to serve as an Archive Holder for the analysis, and an introduction to the responsibilities Archive Holders take on when agreeing to retain materials for WEST. 

Please see below my signature line for the list of institutions that have locations to review and brief instructions for accessing the holdings location review interface in AGUA, as well as information on accessing your institution's validation reports. Members who have chosen not to participate in the collection analysis for Cycles 14 & 15 may disregard this email.

Finally, I would like to note that everyone should have received an announcement from Alison that I have accepted a new position within the California Digital Library and will be transitioning out of shared print and off of the WEST team in the coming weeks. I will continue to provide support for the WEST Cycles 14 & 15 collections analysis through February 23, but I would like to encourage everyone to submit your location selections as soon as possible to best maximize the time I have left with WEST. I have truly enjoyed my time working with all of you and have so much admiration for the work you’ve done during my time here. WEST is an incredible collaboration of amazing people and institutions, and I am grateful to have been a part of it.

Please let me know if you have any questions or if you run into any difficulties using this review and selection page.

Best,

Anna

Anna Striker

Shared ​Print Operations and Collections Analyst

WEST and UC Libraries

California Digital Library

(510) 287-3819

Anna.Striker@ucop.edu

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