RETRIEVING AND LOADING SCP FILES

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RETRIEVING AND LOADING SCP FILES Powered By Docstoc
					                                               Ad4b564b-2e90-46ab-A11c-Aaf87a14a1d9.Doc 4/19/2011 lh, td


Add Local Records to OCLC

      OCLC Bibliographic Formats and Standards
      MarcEdit Help

Output Millennium Review File*
   1. Millennium Cataloging  Data Exchange
   2. Select Process dropdown menu  “Output MARC records to another system using ftp (out)”
   3. Click Create 9 icon:
          a) Output File….out box: name the output file here
          b) Select Review from the dropdown menu, and locate appropriate review file in the list
          c) Click Start to create the output file
          d) When “executing command” completes, click Close icon to return to Data Exchange view
   4. Select the new .out file
          a) Click Put PC icon  Desktop (or location of your choice)  Save

          (*Verify contents of review file prior to output. It should contain added records only, i.e., no OCLC numbers)


Create .mrk file using MarcEdit
   1. MarcEdit  MarcBreaker
         a) Input File:
                 Select Browse
                 Files of type: dropdown  All Files (*.*)
                 Select the new .out file, then Open
         b) Output File:
                 Browse
                 Click Save
         c) Click Execute
         d) Click Edit Records


 Print records, without URLs linking to subscribed content, may be edited according to the procedure
  below. To edit and prepare ebrary and other electronic records, skip to the section Edit .mrk file in
  MarcEditor (electronic records)

Edit .mrk file in MarcEditor (print records)
   1. Delete 9xx and 008 (or delete 9xx only; edit 008 individually in Connexion, if desired)
         a) Press F7 (or Tools  Add/Delete Field)
                  Field:  9xx  Delete Field
                  Field:  008  Delete Field
         b) Close




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    2. Derive and replace 008 (or skip this step and edit individually in Connexion). In first record, position
       cursor where new 008 will be inserted.
           a) Edit  Insert/Edit 008  Book, Serial, etc.  OK
           b) Press F7 (or Tools  Add/Delete Field)
                   Check box marked “Add field only if not present”
                   Field:  008* (*cut and paste derived 008 into Field Data:)
                      **Field Data: 090421u19uuuuuuxx\uu\p\\\\\\u0\\\u0eng\d  Add Field**

                          (**Sample Serials Field Data (008). Use Insert/Edit 008 function, or consult BFAS to
                          create 008 for other material types)

    3. Edit MARC Leader1 (or skip this step and edit individually in Connexion)
          a) Click Edit Subfield Data in MarcEdit.NET Batch Editing Tools Window (Or choose Tools 
                 Edit Subfield Data)
                      Field:  LDR  Subfield (Position:) 17  Replace With: K  Replace Text

    4. Edit Subfields & Convert 035 to 9492, 3 (Required for overlay on bib number)
          a) Continue to Edit Subfield Data in MarcEdit.NET Batch Editing Tools Window
                   Field:  035  Subfield:  c  Remove Text
                   Field:  035  Subfield:  b  Remove Text
                   Field:  035  Subfield:  a  Field Data  ^e  Replace with:  ;
                          Replace Text  Close
             b) Edit     Replace
                        Find what: =035 \\$a.
                        Replace with: =949 *ov=. (for serials: =949            *b2=s/ov=.)
                        Click Replace All  OK  Close

    5. Validate MARC Records & Globally Edit as Required*
          a) Tools  Validate MARC Records  OK (Validation errors appear in pop-up window)
          b) Edit records individually (To edit globally, use Tools  Edit Indicator Data4  )

                 Examples:

                 Underscore “_” represents a blank space. Type in asterisks, substitute space bar for underscore.

                 Field:  362  Indicators:  **  Replace Indicators  0_  Replace
                 Field:  600  Indicators:  *_  Replace Indicators  10  Replace
                 Field:  610 or 650  Indicators:  _*  Replace Indicators  _0  Replace
                 Field:  700, 710, 730 or 740  Indicators:  _*  Replace Indicators  __  Replace
                              (*Prevents most validation errors in Connexion. Records will also be validated in Connexion)


1
  Special Replace (LDR field, 006, 007, 008)
2
  Subfield Delete (global)
3
  Append Data to subfield
4
  Edit Indicators


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   6. Create .mrc file
         a) File  Save  Compile File into MARC (.mrc)
                 Name the file, then Save
         b) Close MarcEdit


Import Bibliographic Records (.mrc) to OCLC Connexion
   1. OCLC Connexion  File  Import Records
        a) File to Import:  Browse  Locate and Select .mrc file
        b) Destination  Select Import to Local Save File:  OK
        c) “Do you want to delete your original import file?”  No

Edit Bibliographic Records & Export into Millennium
   1. Log on to Connexion*
   2. OCLC Connexion  Cataloging  Search  Local Save File  OK
          a) Click and drag to select all newly imported records
          b) Choose Edit  Validate
          c) Minimize Validation Results; edit records in the Local Save File as needed
   3. Edit Ctry, Dates, and DtSt, if necessary
   4. Select multiple, or individual, records
       Action  Holdings  Update Holdings

                                                            (*Log on required to add records to WorldCat/OCLC)
Review & Edit in Millennium
   1. In Millennium, edit Location*, if necessary
                                                                   (*OCLC default export bib Location is “ms.”)




 Procedure to edit and prepare ebrary and other electronic records begins here

Edit .mrk file in MarcEditor (electronic records)
   1. Delete 040 and 9xx
         a) Press F7 (or Tools  Add/Delete Field)
                  Field:  040  Delete Field
                  Field:  9xx  Delete Field


   2. Edit MARC Leader1 (or skip this step and edit individually in Connexion)
         b) Click Edit Subfield Data in MarcEdit.NET Batch Editing Tools Window (Or choose Tools 
             Edit Subfield Data)
                  Field:  LDR  Subfield (Position:) 17  Replace With: K  Replace Text


   3. Edit Subfields & Convert 035 containing bib number to 9492, 3 (Required for overlay on bib number)

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       a) Continue to Edit Subfield Data in MarcEdit.NET Batch Editing Tools Window
              Field:  035  Subfield:  c  Remove Text
              Field:  035  Subfield:  b  Remove Text
              Field:  035  Subfield:  a  Field Data  ^e  Replace with:  ;
                   Replace Text  Close
       b) Edit  Replace
              Find what: =035 \\$a.
              Replace with: =949 *ov=. (for serials: =949               *b2=s/ov=.)
              Click Replace All  OK  Close


4. Delete 035 if additional fields are still present (i.e., $a(CaPaEBR)ebrxxxxxxxx)
      a) Press F7 (or Tools  Add/Delete Field)
               Field:  035  Delete Field


5. Validate MARC Records & Globally Edit as Required*
      a) Tools  Validate MARC Records  OK (Validation errors appear in pop-up window)
      b) Edit records individually (To edit globally, use Tools  Edit Indicator Data4  )

           Examples:

           Underscore “_” represents a blank space. Type in asterisks, substitute space bar for underscore.

           Field:  362  Indicators:  **  Replace Indicators  0_  Replace
           Field:  600  Indicators:  *_  Replace Indicators  10  Replace
           Field:  610 or 650  Indicators:  _*  Replace Indicators  _0  Replace
           Field:  700, 710, 730 or 740  Indicators:  _*  Replace Indicators  __  Replace
                       (*Prevents most validation errors in Connexion. Records will also be validated in Connexion)


6. Edit Subfields to replace local URL in 856 with a universally accessible URL for upload to OCLC2, 3
      a) Take the following action for ebrary records; determine appropriate action for other record sets
      b) Edit  Replace
               Find what: /ucsc/
               Replace with: /librarytitles/
               Click Replace All  OK  Close

7. Create .mrc file
       a) File  Save  Compile File into MARC (.mrc)
               Name the file, then Save
       b) Close MarcEdit




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Import Bibliographic Records (.mrc) to OCLC Connexion
   1. OCLC Connexion  File  Import Records
        a) File to Import:  Browse  Locate and Select .mrc file
        b) Destination  Select Import to Local Save File:  OK
        c) “Do you want to delete your original import file?”  No

Configure Connexion Options for Export
   1. OCLC Connexion  Tools  Options  Export
        a) Select Destination File:(Prompt for Filename)  Apply
        b) Select Field Export Options
            Adjust deleted fields as necessary, to facilitate matching with Millennium records
            Enter the following for Bibliographic Records: 002-244, 246-855, 857-948, 950-999  OK
        c) OK

Edit Bibliographic Records & Export into Millennium
   1. Log on to Connexion*
   2. OCLC Connexion  Cataloging  Search  Local Save File  OK
          a) Click and drag to select all newly imported records
          b) Choose Edit  Validate
          c) Minimize Validation Results; edit records in the Local Save File as needed
   3. Edit Ctry, Dates, and DtSt, if necessary
   4. Select multiple, or individual, records
       Action  Holdings  Update Holdings
   5. Select multiple, or individual, records  Action  Export

                                                            (*Log on required to add records to WorldCat/OCLC)


Prepare to Load Selected Fields using MarcEdit
   1. Locate exported file with .dat extension and process with MarcEdit > MarkBreaker (accept default
      functions and conversions) > Execute, then Close
         a. Locate file with .mrk extension, right click and Open With… Excel
   2. Export the bib record numbers that will be updated from Millennium
         a. Within Excel, choose Open, locate exported file with .txt extension
         b. Choose Original data type Delimited > Next
         c. In general, check Comma and Semi-Colon boxes, then Next
   3. Using Excel, collate the two worksheets
   4. Load new fields into Millennium using procedure SelectedFieldLoad

                                                                   (*OCLC default export bib Location is “ms.”)




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