How to load MARC records for Kanopy

Records need to be downloaded from https://www.kanopy.com. New records can be obtained by logging into the Denison, Kenyon, Ohio Wesleyan, and Wooster accounts, individually. 

This example below is for Denison, but the process will need to be completed for each school. 

 

Preprocess records:

  • Open the record file using MarcEdit

  • Select Tools > Assigned Tasks > Currently Available Tasks > Kanopy - Denison (This will update the 856$z and add a 949$l field for the Denison item. ***See MarcEdit task details below.)   

  • Add a note in the 910 field with the name of the record file.

    • Tools > Add/Delete Field

    • Field = 910

    • Field Data = $akanopy-den-20180716 (use current date)

    • Check the Insert last box, and then the Add Field button

  • Save changes by selecting File> Compile to MARC > Save as type: UTF-8 MARC.

 

New and Updated records:

 

  • Open record file using MarcEdit.  

  • In Sierra, go to Data Exchange

  • Select Process = Load records via locally created load profiles (local)

  • Click Get PC

    • Browse desktop to select the MARC file

    • Upload

    • When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu

    • Click OK

  • Select the .lfts file and click Prep

  • Click Start

  • Select the .lmarc file and click Load

  • Select LOAD a SVIDEO file

  • Check the “video” load profile for the following:

    • #com=“dflt”@dflt=“densv,conrei”

    • ov_action=“b” (to match and attach on first pass)

    • Determine if we need to load using the leader. If there were mixed material types, load using the leader by uncommenting the following lines:

      • L|| |7|1|b| |29|n|N|0|bib lvl

      • L|| |6|2|b| |30|n|N|0|%map=("m2bmap.streaming")

    • 001 = as is

    • 856 = no proxy

    • Make sure this line is commented out:

      • #|||0|0| | |0|n|G|0|@link="i:1:949"

  • Check Use Review Files

  • Click Test  (New records will be "rejected". Any overlays will be an "attach" result. If all records are new, skip to loading with ov_action "o")

  • If there are overlays in the test, click Load

  • Go to Create Lists

  • Find and highlight an empty review file with a sufficient number of available records, and click the Copy icon

  • Find the "Load: Overlaid..." file generated during the load, select it, and click OK. When prompted to remove the file being copied, select Yes

  • Go to Global Update

    • Remove any Denison links

      • Under the 1. Select records tab, use the dropdown menu to select Review. Find the "Load: Overlaid..." file created above and click Search

      • Under the 2. Command input tab, select Delete variable-length field and click OK 

        • Uncheck the Use Displayed Field box.

        • MARC Tag = 856

        • Data = Denison  

        • Click OK

      • Click the 3. Preview tab to ensure that the changes are correct. If the changes are appropriate, click Process

    • Remove any Denison items

      • Go to Create Lists

      • Highlight an empty review file and click Search Records

        • Name the review file (e.g. Denison Kanopy items to be deleted)

        • Store Record Type = ITEM i

        • Select Review from the dropdown option, find the "Load: Overlaid..." file created earlier

        • In the search terms, enter a line with the following:

          • Type = ITEM

          • Field = LOCATION

          • Condition = starts with

          • Value A = d (this will find only Denison items)

        •  Click Search

      • Go to Delete Records

      • Find the "Denison Kanopy Items to be deleted" file just created and click Start

      • Select Delete the listed ITEM record ONLY

      • Click Delete Records

  • Update the "video" load table:

    • ov_action="o"

    • Add 856 to the ov_protect line

    • Make sure that the following line is uncommented:

      • |||0|0| | |0|n|G|0|@link="i:1:949"

  • Back in the Data Exchange, change the start block back to 1

  • Click Test  (new records should be inserts and updates should be overlays)

  • If testing is successful, click Load

  • Spot check a few records

  • Remove the 856 from the ov_protect line in the "video" load table, so other loads aren't adversely affected

  • Repeat this process for each institution

 

Deletes:

 

What follows is the process for Kenyon. Repeat the process for each college with their institution-specific Kanopy admin logins. We get delete files twice a year - usually labeled December and June, but the files aren’t available until the following month.

 

  • Login to Kenyon's Kanopy account

    • Username: XXXXXX

    • Password: XXXXXX

  • Click on the Kenyon dropdown menu at the top right and select Dashboard

  • Click on MARC Records

  • Scroll down to the section “Download MARC records to be deleted”.

  • Click on the most recent month to download the most recent file of deletes.

  • Kanopy will process the request for a minute and will then present a Download File button. Click that button.

  • In Sierra, go to Data Exchange

  • Select Process = Load records via locally created load profiles (local)

  • Click Get PC

  • Browse desktop to select the MARC file

  • Upload

  • When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu

  • Click OK

  • Select the .lfts file and click Prep

  • Click Start

  • Select the .lmarc file and click Load

  • Select LOAD a SVIDEO file

  • Check the “video” load profile for the following:

    • ov_action=“b” (this will try only to attach items - not overlay bibs)

    • #com=“dflt”@dflt=“conrev,conrei”

    • 001 = as is

    • 856 = no proxy

    • Comment out this line:

      • #|||0|0| | |0|n|G|0|@link="i:1:949"

  • Click Test - you should see lots of ATTACH (if there’s a match) or REJECTED (if records were already deleted previously for some reason).

  • Select “Use Review Files”

  • Click Load

  • When the load completes, go to FUNCTION > Create Lists

  • Select an empty review file that will hold the number of matches you just loaded.

  • Click Copy

  • Select the “Load: Overlaid records….” review file for the Kanopy records you just loaded

  • Click OK

  • When prompted to remove the file being copied, click Yes

 

Delete item records

  • Select a new empty review file and click Search Records (we need to search against the first to get a list of the institution’s item records so we can delete those but leave any other institution’s item records)

  • Give the new review file a name (e.g. Kenyon Kanopy items to be deleted)

  • In the Store record type field, select ITEM

  • Click on the Range menu and select Review instead.

  • In the menu of review files, select the “Load: Overlaid records…” file you created above.

  • In the Type field, select ITEM

  • In the Field field, select LOCATION

  • In the Condition field, select “starts with”

  • In the Value A field, enter the first letter of the institution you’re working on. For example, Kenyon would just be “k”.

  • Click Search

  • Go to FUNCTION > Delete Records

  • In the list of Review Files, select the file of ITEMS you just created above.

  • Click Start

  • Select Delete the listed ITEM record ONLY

  • Click Delete Records

  • When prompted for confirmation, click Yes

  • You will see a list of successful deletions, as well as any errors. If there are errors, click on them to view the reasons.

 

Delete 856 links

  • Go to FUNCTION > Global Update

  • Under the “1. Select Records” tab on the left, use the dropdown menu to select Review. Use the dropdown menu for “Review file:” to select the “Load: Overlaid records…”file (the number will match the list number you created), then click Search.

  • Under the "2. Command Input" tab, select Delete Variable-Length Field

    • Uncheck “Displayed Field”

    • In the MARC Tag field, enter “856”.

    • In the Data field, enter the Kanopy domains of the institution you’re working on. For example, kenyon.kanopystreaming.com, or kenyon.kanopy.com.

    • Click OK

  • Click the "3. Preview" tab to review the changes that will be made. In this case, you should find a list of 856 fields that will be deleted. If the changes are appropriate, click Process.

  • When prompted for confirmation, click Yes.

  • Once complete, you will see statistics on how many records were changed.

  • Repeat this process for any alternate URLs for the institution (kenyon.kanopystreaming.com and kenyon.kanopy.com)

 

If you have other institutions’ deletes to process, repeat the steps above using that institution’s administrative login.

 

Delete (suppress) bibs

  • If you have completed processing deletes for each institution, you need to now suppress any bib records that no longer have any attached items.

  • Go to Create Lists.

  • Select an empty review file that you think will hold the number records you’re dealing with.

  • Give the new review file a name.

  • In Store Record Type, select BIBLIOGRAPHIC

  • Run the following search:

    •          | BIBLIOGRAPHIC | MARC Tag 001 | starts with  | kan

    • AND | BIBLIOGRAPHIC | MATTYPE         | equal to     | y

    • AND | BIBLIOGRAPHIC | LINKED REC    | not exist to | ITEM

  • Click Search.

  • Go to Global Update

  • Under the “1. Select Records” tab on the left, use the dropdown menu to select Review. Use the dropdown menu for “Review file” to select the file (the number will match the list number you created), then click Search.

  • Under the “2. Command input tab”, select Change fixed-length field, and click OK.

    • Fixed-length = 31 SUPPRESS

    • Find = <any>

    • Replace = y DELETE

    • Click OK 

  • Click the “3. Preview” tab to review the changes

  • If the changes are appropriate, click Process

 

____________________________________________________________________________

 

*** MarcEdit task details:

 

Kanopy - Denison

 

1.

FIND:

=856  40(.*)https?://denison.kanopy.com(.*)\$z(.*)

REPLACE:

=856  40$1https://denison.kanopy.com$2$zDenison view online at Kanopy$xProvider: Kanopy$xCollection: Kanopy Streaming Service$xCode: ~JS

 

2.

ADD:

Field: 949

Field data:  $lden

[✓] Insert last

 

3.

DELETE:

Field: 856

Field data: Cover Image

 

Kanopy - Kenyon

 

1.

FIND:

=856  40(.*)https?://kenyon.kanopy.com(.*)\$z(.*)

REPLACE:

=856  40$1https://kenyon.kanopy.com$2$zKenyon view online at Kanopy$xProvider: Kanopy$xCollection: Kanopy Streaming Service$xCode: ~JS

 

2.

ADD:

Field: 949

Field data: $lken

[✓] Insert last

 

3.

DELETE:

Field: 856

Field data: Cover Image

 

Kanopy - OWU

 

1.

FIND:

=856  40(.*)https?://owu.kanopy.com(.*)\$z(.*)

REPLACE:

=856  40$1https://owu.kanopy.com$2$zOhio Wesleyan view online at Kanopy$xProvider: Kanopy$xCollection: Kanopy Streaming Service$xCode: ~JS

 

2.

ADD:

Field: 949

Field data: $lowu

[✓] Insert last

 

3.

DELETE:

Field: 856

Field data: Cover Image

 

Kanopy - Wooster

 

1.

FIND:

=856  40(.*)https?://wooster.kanopy.com(.*)\$z(.*)

REPLACE:

=856  40$1https://wooster.kanopy.com$2$zWooster view online at Kanopy$xProvider: Kanopy$xCollection: Kanopy Streaming Service$xCode: ~JS

 

2.

ADD:

Field: 949

Field data: $lwoo

[✓] Insert last

 

3.

DELETE:

Field: 856

Field data: Cover Image