Overview: This procedure provides instructions for running automated import, export, cleanup, reporting and various related jobs using scripts found in LS Tools web site and other tools created by the Library Systems Office and LTS Batch Processing staff. For issues surrounding the scheduling of large batch loads, please consult Bulk Loading: Scheduling #46d. Unless otherwise noted, the items listed below are descriptions of scripts and tools found on LS Tools. Jobs may include scripts known as "mod jobs" run from a staff member's individual LS Tools folder, as opposed to scripts that are accessible directly from the LS Tools web interface. Non-LS Tools jobs are most commonly referred to as "manual" jobs. For information on staff batch job assignments, please refer to the Bulk Job List.

Scope: Access to LS Tools is limited to trained technical services staff, divided into several levels, depending upon the degree of complexity and the impact of the tools accessible at each level.

• Staff with basic-level access can execute pre-written scripts created by the Library Systems Office to load vendor supplied MARC records and create basic modification jobs. Staff member must have a basic understanding of and familiarity with Windows-related software. Loads often require manual examination of discards, requiring the understanding of procedures and workflows associated with the materials being loaded.
  

• Staff with advanced-level access can use tools present in LS Tools to modify vendor records and bulk import the result into the Voyager database. They can extract existing Voyager records, correct existing errors, and then reload them into the Voyager database. They can also run various Library Systems scripted reports and extracts, as well as all the tools present for the basic level. Users at this level must have the ability to manipulate MARC data, i.e. the deletion and addition of fields, familiarity with software such as MARCEdit, Gary Strawn software, and Voyager-related usage of Microsoft Access.
  
• Batch Processing Staff and Unit Heads, at expert-level access, have access to basic and advanced-level tasks, as well as to more complicated production procedures, Google Utilities, and reports. Members of this group must have an advanced knowledge of technical services workflows, for use in the development of new processes. The staff member must also be able to analyze large sets of data to identify problems and common elements that allow for batch correction. Staff in this group also examine new software for potential use in automation.
  
• Staff with administrative access can use all the tools present in LS Tools. This includes direct exports to OCLC of Voyager MARC records and manual execution of all Library Systems “CRON” scripts when needed. Scripts at this level have considerable library-wide impact.*  Managers and senior Batch Processing staff assign jobs to appropriate group levels and give staff access to appropriate levels of batch jobs in LS Tools.  Also in the space are scripted jobs of high consequence such as the automated cleanup of Voyager MARC data.
  

*NOTE: Some scripts are placed at this level while they are in the development stage and then later moved to a lower level so that the staff assigned to run it may access it once it is ready for production. Some scripts that are one-time, large scale projects are placed here for use by expert-level users, and removed once the project is complete.

• Selectors have access to the “Harvest Voyager Records” tool for their own edification.  They may or may not have access to other parts of LS Tools, depending upon their other work duties.
• Catalogers working with videos and microforms have access to the “CLAMSS Shelflist Tool.” They may or may not have access to other parts of LS Tools, depending upon their other work
  
• duties.

Contact:  Gary Branch

Unit: Automation Services

Date last updated: 09/09/14

Date of next review: July 2015