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 Loading: List of Jobs (#46c).

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-Level 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: Database Management Services

Date last updated: 06/29/15

Date of next review: July 2016

Basic Group
Advanced Group
Batch Processing/Heads/Expert Group
Administrative Group
CLAMSS Shelf List Tool

Basic Group

I. EDI Import

For EDI invoices download and ftp placement in the Voyager\EDI\Incoming folder for the Acquisitions client to load. After selecting the button for either Law or LTS, the specific job selected will connect to the vendor’s ftp server’s invoice folder and allow automatic placement of the file into the production server.

II. General Update

Section for tools used in the editing and manipulation of .mrc record files.

III. Vendor e-Book Load

Loads electronic record sets supplied by vendor. Modifies the records per script prior to the load.

IV. Vendor Print Load

Acquisitions bulk import of vendor supplied MARC records with or without purchase order creation via embedded order data. Selection of this button in LS Tools gives a choice of various pre-scripted jobs connecting to a folder on the vendor’s website or locally on a server.

Advanced Group

I. Extract Records from a List of ID Numbers

Take a set of bib or holdings ids, either generated by a harvest or other means, and extract the associated MARC records.

II. Harvest Voyager Records

Develop queries for the extraction of bibs or holdings based on specific field criteria.

III. Miscellaneous Loads

Specialized loads that require additional expertise on the part of the staff member to run.

IV. Privileged Procedure

Location for more advanced reports and record loads with higher stakes if mistakes happen.

V. Queue BulkImport

Allows selection of bulk import profile to load into production or test version of Voyager.

VI. Voyager Utilities

Used after loading authority record files to perform global headings jobs 11 and 12, which index bib and authority headings in global headings queue for authority maintenance.

Batch Processing/Heads/Expert Group

I. Administrative Production Procedure

Reports and processes that the Batch Processing or LTS management has access to, often a space to test new processes.

II. Various Cron Jobs

Section of scripts that allow for the manual running of a CRON job. Sub-sections include OCLC, General, and Privileged Cron Jobs.

III. Direct OCLC Export

Directly export a MARC file of Voyager records to OCLC for processing.

IV. Google Utilities

Various scripts for Google and HathiTrust Voyager extracts. Some are run by LTS staff; some by the project manager for the Google Project and who also serves as liaison to HathiTrust (marked “PM” on this list).

V. Reports and Extracts

Location for scripts that create reports or extract records as part of routine database maintenance processes.

Administrative Group

I. Clean Up Voyager

This section of LS Tools contains a set of tools that are currently in development. Each of them contains a menu of fields/issues that can be chosen to be either reported upon or corrected.

II. LS Tools Configuration

The jobs in this section are used by administrators to edit existing LS Tools jobs’ defaults, add new users, edit permission levels for various jobs, etc.

CLAMSS Shelf List Tool

This tool allows catalogers to determine the proper accession number for videos and microforms. Access is given only to those individual catalogers who need to use it.