Scope: This procedure is used to download the monthly update data files for electronic federal depository documents received in response to our subscription to “Documents without Shelves” service from Marcive, Inc. as well as to review and clean up possible problem records. It requires the use of F-Secure and FTP clients. Contacts: Anna Korhonen, Lisa Maybury
Unit: O/K/U Serials Check-in & Documents
Date last updated: 11/01/07
Date of next review: November 2008
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- Retrieving Data Files from Marcive Server
- Running Monthly Loads
- Retrieving Problem Data Files
- Manual Cleanup of Problem Data Files
- Running Cleanup Program
- Manual Cleanup of the "problem.list" File
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A. Retrieving Data Files from Marcive Server
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1. Early each month, Marcive sends an e-mail message to CTSBULK-L with subject line “Data Ready for CITH”.
2. Following the instructions in the e-mail, ftp the file from the Marcive server to the CTS shared file server within 30 days and place the file in the folder: \\Ctsfileserver\input\vendorRecords\Marcive\monthly_input. The data file must have a unique name, e.g. CITH04Sept for the September 2004 file.
B. Running Monthly Loads
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1. Load records according to the instructions in CTS Procedure #46, Bulk Import/Export Instructions (Marcive section)
2. Loads should be run either Tuesday or Thursday afternoon.
3. The loading program loads the MARC records with no conflict into the database and sorts the records with a problem into several sub files for manual revision. It also reports out a list of ceased serials and several loading summaries that appear on the CTSBULK-L list.
C. Retrieving Problem Data Files
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1. Ftp the “discard_pre.mrc”, “setB.mrc”, “setD.mrc” and “marcive-rejects” data files of MARC records into your Import file and import them into Voyager. Either merge or add as a new record manually, as appropriate.
2. Ftp the “dead_serials.L” text file and use the list of bib IDs later to update serials related data in Voyager as needed.
3. When the loading is complete, the email from CTSBULK-L with the subject line Marcive Import SUMMARY RC=0 will appear with details of the load and data files. Forward the message to the Information Technology Librarian with a note that the MFHD records for the Marcive monthly load can now be created and paste the path to the “combined.list” file that appears in the end of the email message. It indicates the file for the records for which serv,remo holdings records need to be created.
D. Manual Cleanup of Problem Data Files
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1. The file “discard-pre.mrc” contains the MARC records with item numbers in the 074 field that Mann Library requested be excluded from the monthly update loads. Review this file, look for any Census publications, and load them manually as appropriate. Ignore all others.
2. The file “setB.mrc” contains the MARC records that were discarded because they are serial records with no clear match in the 010 (LCCN) or 035 (OCLC number) field on an existing record in Voyager. Review each of these to see whether there was a record in Voyager for the same title that simply lacked the LCCN or OCLC number, or whether there was a conflicting OCLC number, or whether the record is new. Merge all records that need to be merged. Create a holdings record using the Marcive holdings template and update this as appropriate.
Recording statistics
If you are adding serv, remo holdings to an existing print or microfiche record with 856 field in the record, the macro for creating the statistics for added location in your 948 should be “,,l”.
If working with a new title, use the macro “,,c” to record your 948 statistics.
Always remember to add “j” for annual or more frequent frequency and “e” for all publications less frequent than annual in the sub field “f” of your 948 field.
1. The file “setD.mrc” has the MARC records where there is a conflict between the 008/06 values in the incoming record and the one already in Voyager. If the incoming record has a value of “c” [currently published] and the record in Voyager has a value of “d” [ceased] these records need to be manually resolved.
2. The file “marcive-rejects” has the MARC records that were rejected during the Voyager load. This usually happens because the OCLC number or LCCN has matched on multiple records within the Voyager database. These need to be manually resolved.
3. The file “dead_serials.L” contains a list of Voyager bib IDs for the records where the incoming record contained a value of “d” [ceased] in the 008/06. Open this file in Notepad. Items should be manually reviewed to make sure that there are no open holdings records with check-in records and open purchase orders. If there are they should be resolved.
E. Running Cleanup Program
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1. After the manual resolution of the problem files from the monthly loads is complete, run the cleanup program that identifies unwanted duplicate records.
2. In the F-Secure client, type “marcive_cleanup run”.
3. Start this program early in the morning, as it will take most of the day to run.
4. The program will generate two lists of bib ids: delete.list and problem.list. The Database Management Services Collections Specialist will retrieve the delete.list and batch delete the records. Documents staff will retrieve the problem.list file of bib IDs for manual resolution of ambiguous matches.
F. Manual cleanup of the “problem.list” file
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This file contains a list of Voyager bib IDs for manual cleanup and again, need to be opened in Notepad. These records usually end up here because there is another format other than the “online” version that has a serv,remo location for the same title. Delete the serv,remo holdings on the record that is not the electronic format and all the values in the fields in the bib record that correspond to the electronic format (e.g. 040 sub field “d” MvI; 856 field; 906 field; all 948’s that correspond to the Marcive batch load; and the 995 field). If we have a record for electronic resource we should not have a serv,remo location for the same title on any tangible format.
