Scope: 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 Voyager's bulk import function.
Contact: Gary Branch
Unit: Batch Processing
Date created: April 01/2017
Date of next review: April 2018
Automated orders are now processed through a variety of sources POOF!, Coutts Oasis Ally, Harrassowitz, and soon others. We have tried to make the steps to process the files from each source to be as similar as possible with variations only when necessary and customize only when practical. The premise is to be able to add new vendors with a minimum of script adjustments.
- Pick up file from source.
- POOF is picked up from a cron job scheduled to run at 8:05 weekday mornings.
- 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.)
- Harrassowitz generates a file each day titles are selected in OttoEditions. We will then have a cron job to process the file.
- Processing of files.
- Both POOF and Coutts Ally are processed through a set of rules commonly called the order matrix. Each line is 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 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.
- After initial special exceptions a record is then assigned a vendor by country code in the 008 field.
- Titles that have 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 electronic records,serials, early imprint dates, etc.
- MARC records with data errors are placed in a separate folder for manual processing.
- Harrassowitz files end with the suffix ".24.ord.mrc" and have a Harrassowitz.purchase order created.
- For most cases that a vendor creates an MARC file of ordered titles, then those titles will have a bib and purchase order generated via a bulk import profile for that vendor.
- 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.
- Discards are based on complete title matches or ISBN or LCCN.
- Discards are manually examined to ensure discarded title is a duplicate.
From this point LTS procedure number 117 is followed for firm order final processing.