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--- batch_uploading_oais_to_oclc_and_aleph [2020/04/28 18:24]
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+++ batch_uploading_oais_to_oclc_and_aleph [2020/04/28 19:19]
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 **Introduction**
-The Graduate School will email "Packing Lists" dated February, May and September (end of semesters) of new dissertations, theses, MFA theses and occasionally LARP theses.  There may be a lag between these dates and when the ETDs are available on ScholarWorks.  //I try to process them after a couple of months have passed, to assure that they will be picked up in the Crosswalk.//
+The Graduate School will email "Packing Lists" dated February, May and September (end of semesters) of new dissertations, theses, MFA theses and occasionally LARP theses.  There may be a lag between these dates and when the ETDs are available on ScholarWorks.  //I try to process them after a couple of months have passed, to assure that they will be picked up in the Crosswalk harvest.//
 **Preparation**
-  * Have a handy copy (either online or a printout) of the Packing List to be worked on. It's a good idea to save them from the email in appropriate folders.  //I save them as: **PackingListReport_Feb2019diss.xlsx (example) in [Drive]:\OAI\Dissertations\2019\ (i.e. 2019), or OAI\Theses, ThesesMFA or ThesesLARP.//
+  * Have a handy copy (either online or a printout) of the Packing List-in-process. **NOTE:** It's a good idea to save copies of these in appropriate folders.  Example: **PackingListReport_Feb2019diss.xlsx** in [Drive]:\OAI\Dissertations\2019\ (i.e. 2019), or OAI\Theses, ThesesMFA or ThesesLARP.
-  * Open MarcEdit.  NOTE: Make sure your MarcEdit XSLT engine is set to SAXON.NET. (On MarcEdit home page, click tools(found on top), Preferences, MARCEngine, and make sure that SAXON/NET is selected under XSLT Engine.)
+  * Open MarcEdit.  (**NOTE:** Make sure your MarcEdit XSLT engine is set to SAXON.NET. On MarcEdit home page, click tools(found on top), Preferences, MARCEngine, select SAXON/NET under XSLT Engine.)
 **Harvesting from ScholarWorks**
-  - **Click on Harvest OAI Records:**  (Found on either the MarcEdit home page or under (top) tools/OAI Harvester Tools/) Set the following:
+  - **Click on Harvest OAI Records:** (Found on either the MarcEdit home page or under (top) tools/OAI Harvester Tools/) Set the following:
-    * Server address:  **https://scholarworks.umass.edu/do/oai/**
+    * Server address: https://scholarworks.umass.edu/do/oai/
-    * Set name (for dissertations):  publication:dissertations_harvesting  //**IMPORTANT!!** Because of certain software changes made in 2018, Erin Jerome needs to be informed before running a Crosswalk on __dissertations only__! Before they can be pulled, they need to be transferred from "publication:dissertations_2" to a special harvesting subset.//
+    * Set name (for dissertations):  publication:dissertations_harvesting  (**IMPORTANT NOTE:  Because of software changes made in 2018, Erin Jerome needs to be informed before running a Crosswalk on __dissertations only__! Before they can be pulled, they need to be transferred from "publication:dissertations_2" to a special harvesting subset.**)
     * Set name (for theses): publication:masters_theses_2
-    * Set name (for MFAs): publication:englmfa_theses  //This series is only for English MFAs; MFAs for art etc. are included in masters_theses_2.//
+    * Set name (for MFAs): publication:englmfa_theses  (**NOTE:** This series is only for English MFAs; MFAs for art etc. are included in masters_theses_2.)
     * Set name (for LARPs): publication:
-    * Metadata type: dcq  //This is not included in the MarcEdit drop-down, but needs to be typed in. It's a "modified" version of Dublin Core.//
+    * Metadata type: dcq  (**NOTE:** This is not included in the MarcEdit drop-down, but needs to be typed in. It's a "modified" version of Dublin Core.)
-    * Crosswalk path:  C:\Crosswalk\XML1\OAIDCtoMARCXMLmodified.xsl
+    * Crosswalk path:  C:\Crosswalk\XML1\OAIDCtoMARCXMLmodified.xsl (**NOTE:** This program needs to be loaded onto your personal C: drive.)
-(See snippet next page.)
+    * Start date (for May, in this format): 2019-06-01
-Advanced Settings:  Start date (for May, in this format): 2016-06-01
+    * End date (for May, in this format): 2019-08-31 (**NOTE:** Using August avoids Sept. lists. Occasionally these dates have to be tweaked to include everything on the appropriate Packing List.)
-End date (for May): 2016-08-31 (NOTE: using August avoids Sept. lists.)
+    * Hit "OK" and let it run.  A green bar will appear if it is working.  (**NOTE** This function is a little cranky. //Recently it didn't work for me because I entered 2019-11-31 instead of 2019-11-30.//  Everything has to be entered **precisely**! If no amount of tweaking resolves the issue, contact bepress (Digital Commons), which occasionally blocks ScholarWorks harvesting for security purposes, Erin Jerome or Aaron Rubinstein.)
-.	Check harvested records against Grad School’s packing list
+    * Once the harvesting is finished, a MarcEdit list will open up, containing the harvested records in raw form.  //I will save this immediately into the  appropriate OAI folder, as (example) **umdissertations_sept.mrk**//
-(Hint: ‘Find all’ the 100 field)
-Delete from the harvested list any names/records which are not on the packing list
+  - **Check harvested records against Grad School's packing list**
-Note any names, MFA or otherwise, from packing list missing in harvested records.  (e.g., MFA theses are a different Scholarworks harvest and are done separately.)
+    * Hint: In MarcEdit, click Edit/Find/enter =100 in "Find what" window/click Find All. This will produce a list that can be saved to the clipboard, and copied into Excel or another program.  (**NOTE:** When working in MarcEdit, click File/Save after **every change**!!  Do NOT Save if no changes are made.)
+    * **IMPORTANT NEW STEP, added 2020:**Go to ScholarWorks/Dissertations and Theses and log onto "My account", scroll down to the appropriate series (i.e., DOCTORAL DISSERTATIONS (dissertations_2)/Manage Dissertations/Batch revise Excel/Generate a spreadsheet of current data (see [[https://www.library.umass.edu/wikis/acp/doku.php?id=changing_one_year_campus_access_titles_to_open_access]]).
+    * If extra names appear in the MarcEdit file, check the generated spreadsheet to make sure they are NOT dated in the range requested. Any harvested record NOT on the Packing LIst __with a different date__ (Check "Degree year" and "Award Month"), or which belong to a different series (such as English MFAs)can be removed from the MarcEdit file.
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 **To upload from Connexion to OCLC:**
-After importing the bib records file from MarcEdit (see [[http://www.library.umass.edu/wikis/acp/doku.php?id=oai_harvesting_via_marcedit|OAI Harvesting Via MarcEdit]] ):
+After importing the bib records file from MarcEdit
 (For example purposes, we will use the Connexion file for February 2016 Dissertations which can be opened via CatalogingSearchLocalSaveFile -> <nowiki>T:\\oclcapps\Connexion\Theses\2016_Feb_Dissertations.bib.db)</nowiki>)