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--- batch_uploading_etds_to_scholarworks [2017/02/01 17:53]
ldegozzaldi [Notify Meghan, Lisa and Jessica Adamick]
+++ batch_uploading_etds_to_scholarworks [2017/02/01 18:37]
ldegozzaldi [Adding “OPT-OUTS” TO Scholarworks Metadata Spreadsheets]
@@ Line 110: / Line 110: @@
 ====== Adding “OPT-OUTS” TO Scholarworks Metadata Spreadsheets ======
-**NOTE:  The Opt-in/Opt-out information will be found in the ETD Master File, saved on the W: Drive under ETD Digitization Project, in Sheet 2, "all titles," Column R, "Authors Permissions Response: Opt-in, Opt-out, no response."**
+**NOTE:**  The Opt-in/Opt-out information will be found in the ETD Master File, saved on the W: Drive under ETD Digitization Project, in Sheet 2, "all titles," Column R, "Authors Permissions Response: Opt-in, Opt-out, no response."
-  - Make a new copy of Sheet 2, retaining only columns R (Opt-ins/Opt-outs) and I (Advance ID). Make sure the data is connected, with no blank columns between.
+**NOTE 2:**  Because the number of Opt-outs is small compared to the total number of ETD's, don't use the V-LOOKUP to match to the bpimport file in process.
-  - Make a new copy of Sheet 1 entitled "all items," retaining only columns E (Bib Nbr), F (OCLC Nbr) and P (Advance ID), making sure the data is connected.
-  - Combine the two copies with blank columns between.  Sort by Advance ID and compare row differences.  When match is established, delete 1 column of Advance ID information, and connect the rest of the columns.
-  - Sort by R, and delete all rows which do not contain "Opt-out" **NOTE: To prevent Excel from freezing up, delete as much extraneous information as possible, before working any function which requires Paste Values.**
-  - Produce a list of 776's from the bpimport spreadsheets for Masters and PhDs. Copy to the right side of the worksheet containing the Opt-outs, leaving a few blank columns between.  This will be the short list.  Enter "match" all the way down the column to right of the short list, and work a VLOOKUP, comparing to the long OCLC list.
-  - VLOOKUP breakdown: Place cursor in the cell just to right of the block of information on the right side of the spreadsheet, and enter the formula, as follows:  =VLOOKUP(f2:f274,$i$2:$j$70,2,false), using either upper or lower case.  Explanation:  f2=cell of first entry in large list (numbered by column and row) (could be a, d, e, m, whatever), f274=cell of last entry in the list.  This is the target list being scanned for matches.  $i$2=first cell of small list, $j$70=last cell of "match" column to right of small list.  "False" indicates that the large list is being tagged with information NOT from the small list (but from an adjacent column), and "2" indicates how faraway that column is.  In this case, the word "match" will appear in place of the formula when it is entered in a row with an OCLC match.  If no match is found, #N/A will appear.
-  - Highlight the column in which VLOOKUP was entered, hit Control-C (copy) and under File, click Paste/Paste Values/123.  This will remove the formula from the data.  Sort by that column.  If any matches are present, they should appear at the top, indicating any OCLC numbers in the current bpimport spreadsheets which have Opt-outs associated with them.
-**NOTE:  Format columns to be matched in the VLOOKUP as “General” or else it won't work.**
+**NOTE 3:**  Opt-outs are updated by Department, in response to letters received from the authors.  We should be informed when these letters are received.  If the new Opt-outs are not already sorted out for us, proceed as follows:
+  - Make a new copy of the Master File Sheet 2 (all titles) of the ETD Master File, retaining only columns R (Opt-ins/Opt-outs), A or J (Author), B (Department), C (Year), D (Masters/PhDs) and title (F).  Make sure all data is connected, with no blank columns between, and sort on column R.
+  - Retain only the rows with Opt-out in Column R.
+  - After sorting on R, delete all rows which do not contain "Opt-out." **Transfer any __new__ Opt-out information to ETD Opt-out Tracking sheet.xlsx, also present in the W: Drive in the same location as the Master File.**  (Hint: Sort by Department to isolate the new Opt-outs, as reported to us. Run a duplicate check on the ETD Out-out Tracking sheet, to be sure we don't already have any of this added information.)
+  - When the ETD's on the Opt-out list are in process, enter this information on the ETD Opt-out Tracking sheet, together with date.
+  - When the ETD's have been uploaded to ScholarWorks and uploaded and downloaded to Connexion and Aleph, enter DONE on the ETD Opt-out Tracking sheet, together with date.
 //[[lucyd@library.umass.edu|Primary contacts: Lucy deGozzaldi]]//,
 //[[mbergin@library.umass.edu| Meghan Bergin]]//.