Scope: This procedure outlines the steps used to evaluate the Voyager FOLIO records that fail to load to set their holdings in OCLC via the daily extract. The evaluation is done in Batch Processing in consultation with catalogers as necessaryweekly update. A weekly spreadsheet of that weeks holdings setting results is sent to cataloging.
Contact:Gary Branch Jenn Colt, Laura Daniels, Pam Stansbury
Unit: Automation, Batch ProcessingCataloging
Date last updated: 08/18/15 March 2023
Date of next review: August 2016 March 2024
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Evaluation of FOLIO Records
Correcting Voyager
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Records and Adding to WorldCat
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Adding OCLC Control Numbers to FOLIO Records
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Voyager Records Anchor A A
A. Evaluation of
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FOLIO Records
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- Following each daily extract to WorldCat, OCLC staff will send an email notification to ctsbulk-l, attaching a .txt file enumerating any Voyager records that failed to load to OCLC. Each .txt file is named Batchload Processing Summary [number] and indicates the number of records that are unresolved, i.e. did not add our holdings to WorldCat.
- If there are unresolved records in the report, go to OCLC Product Services website’s records and reports, http://psw.oclc.org/frames.aspx?right=list.aspx?set=batch .
- Download the appropriate corresponding UNRES file name from the Batchload Processing Summary. This file contains the MARC records that did not upload to OCLC.
- Sometimes there is a corresponding UDEV file available which explains the error for at least some of the MARC records.
Each week a report of the records that could not have their holdings set because the record has a canceled OCLC number is sent to cataloging. The spreadsheet contains both the canceled number and the current number.
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B. Correcting FOLIO Anchor B B
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Records and Adding to WorldCat
- Using OCLC Connexion, import the UNRES MARC file into a local bib filecall up the unresolved record by OCLC number.
- If matching record is foundanother OCLC record matches our Voyager record and the unresolved would be a duplicate:
- Add CUL holdings to the matching by choosing Update Holdings under Action menu in Connexion, making sure that you are logged on to OCLC. Validate record in local bib file. If MARC errors are found, correct in Voyager record.
- Remove our holdings from the unresolved OCLC number.
- Add OCLC master number our holdings are now associated with to Voyager record.
- Make the same corrections you made for appropriate corrections that caused the record to be unresolved in Connexion in the Voyager record.
- If no duplicate record is found in OCLC, add make the record to WorldCat:
- Change the 040 NIC $cNIC to 040 COO $c COO for each record in the local Connexion file.
- Delete any 899 and 9xx fields (Pressing the Alt, then the delete key will accomplish this).
- Validate record in Connexion, making any appropriate corrections.
- Add record in WorldCat and take new OCLC master number and put in existing Voyager record.
- Make any corrections you made to OCLC, to Voyager record.
- Add maintenance statistic to Voyager bib record. The record is added to WorldCat the same way holdings are added to an existing OCLC record. Choose Update Holdings under the Action menu in Connexion. available to all in WorldCat by resolving the error(s) enumerated in the bib detail report :
- After making the corrections, validate the record in OCLC.
- Replace the record in OCLC by choosing Replace Record under Action.
- Correct the error(s) in FOLIO record.
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C. Final Step: Adding OCLC Control Numbers to Anchor C C
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FOLIO Records
Enter a new If the number differs from the 035 field in the Voyager FOLIO record and add , make the OCLC control number match the number our holdings reside on. The 035 field's form should be 035 __$a(OCoLC)123456789