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serials_local_holdings_records_lhrs_creation_and_maintenance [2017/03/13 18:31] ldegozzaldi [Local Holdings Record Format:] |
serials_local_holdings_records_lhrs_creation_and_maintenance [2020/07/21 13:42] jeustis |
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| - | (Aleph Workflow--Information Resources Management)\\ | + | ====== THIS DOCUMENTATION IS UNDER REVIEW--LHRs ARE FULLY AUTOMATED ====== |
| - | (Working Draft, 10/8/10) | + | July 2020 |
| + | --- //[[annk@umass.edu|Questions: Ann Kardos]]// | ||
| ====== Serials--Creation and maintenance of Local Holdings Records (LHRs) in OCLC ====== | ====== Serials--Creation and maintenance of Local Holdings Records (LHRs) in OCLC ====== | ||
| Line 9: | Line 10: | ||
| ===== Getting Started: ===== | ===== Getting Started: ===== | ||
| - | - The LHR screen can be accessed in two ways: | + | **NOTE**: It is not necessary to make any modifications of LHRs in OCLC. This is done by the automated process. Only holdings statements in Aleph should be updated and maintained to reflect current library holdings. The automated process happens approximately every quarter. |
| - | - Through the Connexion Browser | + | |
| - | - Through pulling up the record wanted on Connexion, hitting Tools/Launch Local Holdings Maintenance | + | |
| - | - On the Local Holdings screen, go to the “Search for” window, and enter a search for the record for which we want to update/correct/add an LHR. (Easy search: enter the OCLC# after an *(asterisk) or after “no:”) Click the Search oval. The next screen will show the LHR if it exists. If not, it will display the bib. Click the drop-down menu on the ACTION window. Different options will appear: Create Local Holdings/Delete Local Holdings/Print Record/Replace Record, etc. //NOTE: If accessed through b) above, the record will have already been searched, and will automatically appear on the Local Holdings screen.// | + | |
| - | - If an LHR is already present, edit it as required, and then chose Replace Record. //NOTE: If there is a mistake in format, Connexion won’t save the LHR, but instead indicate the problem in red. (Example: forgetting to add the required $8 in an 866).// | + | |
| - | - If no LHR exists, Click Create Local Holdings in the ACTION window drop-down menu. A template will appear, which can be filled in/edited accordingly, after which the ACTION window will provide the option to Add Record. //NOTE: Adding an LHR automatically updates our holdings symbol in OCLC.// | + | |
| - | ===== Local Holdings Record Format: ===== | + | - Connect to FCL60 in Aleph |
| + | - Go to Search | ||
| + | - Click on "Multi-base CCL Search" | ||
| + | - Select FCL60 (Holdings) | ||
| + | - Search for UMass holdings (wow=um) | ||
| + | - You can also add a search for not sta=suppressed (though this doesn't always work) | ||
| + | - You can add a date range to this query as in wupd=20180901->20190901 | ||
| + | - Cross the search results | ||
| + | - Save the final set | ||
| + | - Go to Services/Retrieve Catalog Records - ret-01. Use name to save final crossed set, provide an output file name, tag=866##, Library=FCL60, Process to create=04 | ||
| + | - Review batch log and once this process is finished | ||
| + | - Go to Services/Retrieve Catalog Records/Download Machine Readable Records. Use name from output file in ret-01, provide an output file name with .mrc extension, field 1: ALL, format=MARC with alphanumeric tags, Fix routine: LHR, Expand routine: LHR | ||
| + | - Download .mrc file | ||
| + | - Once that file has been downloaded, it is necessary to clean it up. Remove any suppressed records. For this you might need to double check the bib sys numbers against this file as the suppressed status was not always added to the holdings record. Check the encoding of the records. | ||
| + | - Rename the final .mrc file so that 7 collection is followed by our OCLC symbol and a unique file name as follows 1023404.AUM.lhrupdates[dateOfUpload].mrc | ||
| + | - Upload this into the 1023404 data sync collection in Worldshare Management Services (Collection Manager) | ||
| + | - Wait for the review file to return | ||
| + | - Download the review file from Worldshare Management Services | ||
| + | - Fix any errors | ||
| - | **NOTE: Our LHR policy has been updated to conform to the automated process developed by Steve Bischof.** | + | ===== Holdings Statements Format in Aleph: ===== |
| - Identification of record: Top line: **Title.** Second line: **OCLC, ISSN, Freq, Dates.** | - Identification of record: Top line: **Title.** Second line: **OCLC, ISSN, Freq, Dates.** | ||
