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 LS Tools.
Contacts: Lisa Maybury
Unit: Receiving & Government Documents
Date last updated: 10/29/2015
Date of next review: November 2016
Retrieving Data Files from Marcive Server Running Monthly Loads Retrieving Problem Data Files Manual Cleanup of Problem Data Files Recording Statistics Running Cleanup Program
A. Retrieving Data Files from Marcive Server
- Early each month, Marcive sends an e-mail message to CTSBULK-L with subject line Data Ready for CITH.
- Following the instructions in the e-mail, ftp the file from the Marcive server to the LTS shared file server within 30 days and place the file in the folder: \\L:\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
- Load records according to the instructions in LTS Procedure #46, Bulk Import/Export Instructions (Marcive section)
- 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.
- When the loading is complete, the email from CTSBULK-L with the subject line Marcive SUMMARY RC=0 will appear with details of the load and data files. Use LS-Tools, and choose ENACT Bulkimport to confirm loads. When you receive emails from CTSBULK-L with subject lines Vendor (msc02) Import Summary RC=0, this confirms that the loading process is complete.
C. Retrieving Problem Data Files
Open LTS (\\libfiles) (L:)->Input->lstools->users->(netid) marc (this includes the new/existing files. MITCN are "new" and MARCIVE are the "existing". Then open the output folder, which consists of the mixed bib list. Either merge or add as a new record manually, as appropriate.
D. Manual Cleanup of Problem Data Files
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 MITCN 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 and add as new as appropriate. Create a holdings record using the Marcive holdings template and update this as appropriate.
3. The file MARCIVE 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.This usually happens because the OCLC number or LCCN has matched on multiple records within the Voyager database.
4. The file mixed bib contains a list of Voyager bib IDs for the records where the incoming record contained multiple locations of different formats (i.e. print, microform or electronic) to make sure that there are not separate records for the different formats holdings to be relinked.
E. 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 (in subfield f) for annual or more frequent frequency and e (in subfield f) for all publications less frequent than annual, of your 948 field.
F. Running Cleanup Program
- After the manual resolution of the problem files from the monthly loads is complete, run the cleanup program that identifies unwanted duplicate records.
- Use LS-Tools. Choose Reports & Extracts, then Duplicate Government Documents, then execute the LS Tools job.
- Go to LS Tools user folder; Output ; Change file extension to xls. Save spreadsheet to Marcive vendor record folder.
- Documents staff will evaluate ambiguous matches and manually resolve each as appropriate.