We receive three files from the 360 MARC Updates service each month: new records that have never been loaded, updates to records already loaded, records to delete from our system.
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Retrieve records from the ProQuest FTP site using an FTP client such as FileZilla. Files for ebooks will be in the "360MARC-Monographs” folder.
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Host: ftp.serialssolutions.com
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Username: XXXXX
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Password: XXXXX
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Download the current month’s files. These will be labelled
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FiveCollegesOhio_360MARC_Update_ser_serials_changed
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FiveCollegesOhio_360MARC_Update_ser_serials_deleted
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FiveCollegesOhio_360MARC_Update_ser_serials_new
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New Records:
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Using MarcEdit, add a note in the 910 field (e.g. “pq360-serials-20180813”)
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Compile to Marc using UTF-8 file type.
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In Sierra, go to Data Exchange
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Select Process = Load records via locally created load profiles (local)
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Click Get PC
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Browse desktop to select the MARC file
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Upload
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When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu
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Click OK
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Select the .lfts file and click Prep
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Click Start
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Select the .lmarc file and click Load
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Select LOAD a SS file
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Check the “sersol" load profile for the following settings:
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@ov_action=“d”
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001 = as is
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856 = as is (no proxy - because we’re using hosted links)
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Make sure that the following line is NOT commented out - |||0|0| | |0|n|G|0|@link="i:1:949"
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Click Test. Records should all be new records - no overlays.
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Click Load.
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Once complete, spot check a few of the records to verify that they look okay in the public view.
Updated Records:
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Using MarcEdit, add a note in the 910 field (e.g. “pq360-serials-overlays-20180813”)
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Compile to Marc using UTF-8 file type.
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In Sierra, go to Data Exchange
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Select Process = Load records via locally created load profiles (local)
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Click Get PC
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Browse desktop to select the MARC file
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Upload
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When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu
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Click OK
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Select the .lfts file and click Prep
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Click Start
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Select the .lmarc file and click Load
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Select LOAD a SS file
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Check the “sersol" load profile for the following settings:
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ov_action=“d” (we don’t want to create items on the first pass)
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001 = as is
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856 = as is
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Click Test. Records should all be overlays. Items will not be created unless a record doesn’t overlay for some reason. If it’s new or doesn’t overlay, it should create an item.
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Click “Use Review Files”.
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Click Load.
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Go to Create Lists.
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Find an empty review file that can hold the number of bibs that were overlaid.
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Select that row and click Copy.
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Find the “Load: Overlaid…” file generated during the load, select it, and click OK.
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When prompted to remove the review file, say Yes.
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Find another empty review file large enough to hold the number of items associated with the records you just overlaid. We’re going to delete those items and replace them with those in the “update” file.
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Select that row and click Search.
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Store Record Type = Item
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Instead of Range, select Review
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In Review File, Select the “Load: Overlaid…” file you created above.
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Do not add any search criteria. Just click Search.
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This should result in a review file containing all item records attached to the bibs you overlaid above.
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Go to Delete Records.
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Select the review file of item records you created above and click Start.
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Select “Delete the listed ITEM record ONLY"
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Click Delete Records. Once complete, you will see a summary of successful deletions and errors if any.
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Go back to Data Exchange.
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Select the same .lmarc file and click Load
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Select LOAD a SS file
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Check the “sersol" load profile for the following settings:
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ov_action=“b"
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001 = as is
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856 = as is
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Change Start Block to 1
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Click Test. System should overlay bibs and insert new items (be sure items attach)
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Click Load.
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Once complete, spot check a few of the records to verify that they look okay in the public view.
Deleted Records:
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In Sierra, go to Data Exchange
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Select Process = Load records via locally created load profiles (local)
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Click Get PC
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Browse desktop to select the MARC file
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Upload
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When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu
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Click OK
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Select the .lfts file and click Prep
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Click Start
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Select the .lmarc file and click Load
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Select LOAD a SS file
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Check the “sersol" load profile for the following settings:
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ov_action=“u”
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We don’t want to insert any new records here (in case there are records in the delete file that, for some reason, don’t match to an existing record in our system). The “u” value in this field will cause the record to overlay only if there is a single match. If there are 0 matches, or more than 2 matches, the records are rejected.
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001 = as is
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856 = as is
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Comment out this line - |||0|0| | |0|n|G|0|@link="i:1:949"
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Click Test. Should be all overlays. No new bibs and items.
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Click “Use Review Files"
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Click Load.
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Go to Create Lists.
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Find an empty review file that can hold the number of bibs that were overlaid.
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Select that row and click Copy.
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Find the “Load: Overlaid…” file generated during the load, select it, and click OK.
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When prompted to remove the review file, say Yes.
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Next, we’re going to see if any of the records have links in a 956 field. Libraries that have purchased an individual subscription to a journal may have added a local link and/or attached an order record. We do not want to delete these.
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Go to Global Update.
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Select the “Load: Overlaid…” review file generated above.
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Click Search.
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Click on Command Input > Change variable-length field > OK
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Uncheck “Displayed Field” box
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In MARC Tag = 956
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Click OK.
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Click Preview
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In View menu, select Entries with Changes. This will show any records with 956 fields. If we find any of these, we need to remove these from the list or come back later and make sure that they do not get marked for deletion (i.e. that they don’t have a suppression code of “y-delete”).
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If any 956 fields are found, remove any 856 links
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Review 956 links and ensure that there are corresponding item records (e.g. If a bib has a Kenyon link in the 956, it should also have a Kenyon item record) Add and/or delete item records, as appropriate.
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Notify libraries of any order records that need to be moved/deleted.
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Mark all remaining records for deletion
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If you still have the command for finding 956 fields listed under Command Input, remove it.
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Click on Command Input > Change fixed-length field > OK
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In Change Fixed-length Field box, enter the following:
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Fixed-length field = 31 SUPPRESS
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Find = <any>
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Replace = y DELETE
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Click OK
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Click Preview and confirm that the SUPPRESS field for all records will be set to “y”.
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Click Process.
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When prompted for confirmation, click Yes.
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Once complete, you will see a list of all successful changes and any errors if any.