Perform a full Summon catalog refresh

Use the Review Files tool in the Sierra Admin application to reallocate the number of records available in Create Lists. We’ll be creating lists that reflect our complete holdings, so allow for a large number of records (e.g. 500,000). Each section below will need to be compiled in several parts. (e.g. If there are 1,256,452 records for DEN, you’ll run two lists of 500,000 records, and one with 256,452.)

When creating these lists, review files of 500,000 will max out. In order to compile these records in parts, allow the first review file run until it maxes out, and make a note of the last bib in the list. When compiling part 2, enter the last bib from part 1 as the starting bib in the range. Use the last bib in part 2 as the starting point for part 3, and so on. Continue this process until all records are collected in the review files.

  • Create files of CONSORT print records using saved search 'CONSORT updates for summon', removing the date range (i.e. run it over the entire database). These will ultimately be sent to the Summon instance for each institution. In previous loads we've named them consort_part1.marc, consort_part2.marc, etc. (Be sure to include the current date when naming the file - e.g. consort_part3_20190424)

  • Create file of document records using saved search 'docs with 856', removing the date range. These are for Government Docs. These will ultimately be sent to the Summon instance for each institution. (Be sure to include the current date when naming the file - e.g. Gov_Docs_20190424)

  • Create files of DEN electronic records using saved search 'DEN updates for summon', removing the date range. These, along with the files created above, will be sent to the Denison Summon instance. (Be sure to include the current date when naming the file - e.g. DEN_Summon_refresh_part1_20190424)

  • Create files of KEN electronic records using saved search 'KEN updates for summon', removing the date range. These, along with the files created above, will be sent to the Kenyon Summon instance. (Be sure to include the current date when naming the file - e.g. KEN_Summon_refresh_part1_20190424)

  • Create files of OWU electronic records using saved search 'OWU updates for summon', removing the date range. These, along with the files created above, will be sent to the Ohio Wesleyan Summon instance. (Be sure to include the current date when naming the file - e.g. OWU_Summon_refresh_part1_20190424)

  • Create files of WOO electronic records using saved search 'WOO updates for summon', removing the date range. These, along with the files created above, will be sent to the Wooster Summon instance. (Be sure to include the current date when naming the file - e.g. WOO_Summon_refresh_part1_20190424)

 

For each list that’s created, you’ll need to create an Output MARC records file in the Data Exchange.

  • Click the Create C icon 

  • Name the output file 

  • Select Review in the dropdown menu, and select the appropriate Review File

 

Once the output files for CONSORT print materials, Gov Docs, and Electronic Resources have been created, the files can be uploaded to the Summon FTP site directly from Sierra's Data exchange.

  • Highlight an output file and click Put FTS

  • In the Host dropdown menu, select ftp.summon.serialssolutions.com and click Connect

  • Enter the username and password for the institution whose records you're loading

  • Double-click the "full" folder in the table on the right to ensure that the record files will be uploaded to the correct ingestion folder.

  • Highlight the files that need to be uploaded. Hold CRTL while highlighting to select and upload multiple files at the same time. Be sure to include all CONSORT files, Gov Docs files, and institution files. CONSORT and Gov Docs files need to be included in the uploaded files for each school.

    • Here's an example of the output files that would need to be selected for upload to Denison's FTP site:

      • Summon_Refresh_CONSORT_part1_092816.out     (500,000)

      • Summon_Refresh_CONSORT_part2_092816.out     (500,000)

      • Summon_Refresh_CONSORT_part3_092816.out     (500,000)

      • Summon_Refresh_CONSORT_part4_092816.out       (22,908)

      • Summon_Refresh_DEN_part1_092816.out                (500,000)

      • Summon_Refresh_DEN_part2_092816.out                (500,000)

      • Summon_Refresh_DEN_part3_092816.out                (307,022)

      • Summon_Refresh_Gov_Docs_092816.out                    (3,820)

  • Once all necessary files have been highlighted, check the Rename files upon transfer box and click Put

  • In the Rename Files window, change the ".out" file extension to ".mrc" for each file, and click OK

 

Once all lists have been run, and output files have been created and uploaded to the FTP, you'll need to log into the ExLibris Client Center to request a full catalog refresh for each school. Once you've logged in, select the institution for which you're loading records, and navigate to the Summon > Administration Console > Content Ingestion > New Full Load Notification

  • Be sure that the correct collection is selected in the Collection dropdown menu

  • Enter the Expected number of records (e.g. 2,833,750)

  • Include all file names that were uploaded to the "full" folder, separated by commas 

  • Click Process Full Load