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Scope: This  This procedure explains the process of the pickup and scripted processing of order files from various vendors and our own POOF! system. It includes the methodology of automated vendor selection and the loading of bibliographic records and creation of purchase orders through Voyagerthe Lehigh App and FOLIO's bulk data import function.

Contact:Gary Branch Jenn Colt

Unit: Batch Processing Automation and Acquisitions

Date created: April 01/2017reviewed: March 2024

Date of next review:  April 20182025

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Pick up file from source

Processing files

Bulk import profile will discard records that match too closely

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Automated orders are now processed through a variety of sources POOF:  POOF!, Coutts Oasis Ally, Harrassowitz, Casalini, and soon others. We have tried attempt to make the processing steps to process the files from each source to be as similar as possible with , creating variations only when necessary and customize customization only when practical. The premise is to be able to add new vendors with a minimum of script adjustments.   

1. Anchor
   A A

   Pick up file from source.:
   1. A POOF file is picked up from a cron job scheduled to run at 87:05 45 each weekday morningsmorning.
   2. Coutts Ally must go through an authorization process to produce a file which is downloaded to an LTS Share space, \\input\vendorRecords\Coutts_Ally which is then processed by an lstools script. (We are still trying to get Coutts to automate the authorization and file produce process. At that time we would institute a cron job for pickup.)
   3. Harrassowitz generates a file each day titles are selected in OttoEditions. We will then have a cron job to process the file.
   4. A cron job to pick up and process Coutts Oasis orders runs at 6:00 each weekday morning
   5. Harrassowitz generates a file each day. Delivers file via FTP. Ordering staff retrieve the file.
   6. Casalini generates a file as titles are selected. Ordering staff retrieve the file.
2.  

   Anchor
   B B

   Processing of files:
   1.  Both POOF and Coutts Ally orders
   Processing of files.
   1. Both POOF and Coutts Ally are processed through a set of rules commonly called the order matrix. Each line is depends on a separate rule and the first time a record matches the criteria of the rule, it then follow the instructions on what to do with instructions are in place to handle the record . For example early in the table records in the 008 position 28 that are f or s for federal or state publications are discarded for government documents manual examination and potential processing.  Another example is for those records with 981 subfield n with REQ: are processed for Amazon ordering.appropriately. All files are created in an S3 bucket that acquisitions and automation staff have access to.
   2. After initial special exceptions are handled, the country After initial special exceptions a record is then assigned a vendor by country code in the 008 field is examined, and a vendor assigned accordingly.
   3. Titles that have for which no vendor assigned for that country or other conditions can be sent to another LTS share space, \\input\vendorFirmOrd\cts\ based on what rule has been applied as the title is processed such as is easily automatically assigned according to country code, will be placed in a separate file. Depending on which rule applies, the titles will be sorted as and rules applied based on whether they are electronic records,serials, early imprint dates, requesters, etc.
   4. MARC records with data errors are placed in a separate folder file for manual processing.
   5. Harrassowitz files end with the suffix ".24.ord.mrc" and have a Harrassowitz.purchase order created.
   6. For most cases that In most cases for which a vendor creates an a MARC file of ordered titles, then those titles will have a bib and purchase order generated via a bulk import profile for that vendor.
        MARC records are loaded with the Lehigh app to create bib records and purchase orders.

3. Anchor
   C C

   The data import profile will discard bib records that Bulk import will discard records that have match too closely to existing records and place them into vendor named discard folders in the cts folder on the LTS share space mentioned before.
   1. Discards are based on complete title matches or ISBN or LCCN.
   2. Discards are manually examined to ensure discarded title is a duplicate.
   .  POs will be created but if the record attempts to attach itself to a previously existing inventory instance, the process to overlay the record and create items and holdings will be stopped. This is to prevent destructive overlay of existing records. These records need to be looked at by the person loading the record. If a new bib needs to be created (ie, a print one instead of an electronic), the PO will have to be relinked to the newly created record. These situations are generally caused by duplicated ISBNs.

   Next steps: Follow LTS procedure number #117 From this point LTS procedure number 117 is followed for firm order final processing.