===== PAGE OUTDATED ARCHIVED THIS PAGE IS USED ONLY FOR REFERENCE FOR PAST PROCEDURES ======

This page describes the general procedures for loading records into Aleph. Individual vendor records may require special handling.

** Below is a list of vendors that use these basic loading instructions: **
  * [[http://alexanderstreet.com/marc-records|Alexander Street Press Collections]]
  * [[http://iopscience.iop.org/books/MARC-records|IOP]]
  * [[http://www.ambrosedigital.com/index.php?option=com_virtuemart&page=shop.getfile&file_id=2200&product_id=0|Ambrose Digital Video]] (MARC records removed from Aleph)
  * [[http://www.oxfordreference.com/page/59/marc-records|Oxford Reference]] (MARC records removed from Aleph)
  * [[http://dl.acm.org/contents_dl.cfm?|ACM]] (MARC records removed from Aleph)
  * [[http://www.oecd-ilibrary.org/marc|OECD]] (MARC records removed from Aleph)

==== Loading New Records ====
  - Use MARCedit to open the file.
    - {{::marcbreaker.png?200|}}
  - Click **Execute** to "break the file.
  - After using the MARCbreaker function on the file, click “Edit Records”
  - This will open the file with the MARCedit MARCeditor.
    - {{::marceditor.png?200|}}
  - Depending on the contents of the collection use the *ebook*, *Streaming Video*, or *Streaming Audio* assigned task, located in the Tools menu. (Tasks can be imported from the 01-Record Loading directory on the ILS Drive Q:)
  - Apply the *Move 001 to 0359* task.
  - For the collections listed below, use Edit->Replace to add unique identifying information for the collection
    - ACM: change "=035  9\$aum" to "=035  9\$aumacm"
    - IOP: change "=035  9\$aum" to "=035  9\$aumiop"
    - OECD: change "=035  9\$aum" to "=035  9\$aumoecd"
  - Apply the Add Proxy and fix OCLC prefix tasks. 
  - Use Edit->Replace to replace the UWWW in the 949 $c with the appropriate [[collection_codes_for_aleph_marc_records|collection code]] (e.g. Replace all $cUWWW with $cUWDIV).
  - Save the file and compile it into MARC format (.e.g, umdiv160406.mrc).
  - Use the Task Manager Upload/Download files function to upload the file to:
    - {{::taskmanager.png?200|}}
    - Library: FCL01 
    - Directory: Scratch
  - Or you can FTP the file to the /exlibris/aleph/u21_1/fcl01/scratch directory on the Aleph server.
  - In the Cataloging client, under the “Aleph” menu, click on “Connect to…” and select “UMA50 - UMass Administrative”.
  - Under “Services” -> “Custom Services” select “UM MARC prep (umprocload-01)”
    - {{::p_umprocload.png?200|}}
  - Enter the following:
    - *Input File : [the name of the MARC file created above]
    - *Match Routine : “0359A - Match 0359 subfield a”
    - Library: FCL01 (This is important, since you have switched to UMA50, the default library will be UMA50).
    - Click “Submit”
  - This will create 3 files:
    - Unmatched records: [the name of the MARC file created above] with fix1 appended (e.g., umfod140521.mrcfix1).
    - Matched records: [the name of the MARC file created above] with fix2 appended (e.g., umfod140521.mrcfix2).
    - Records with multiple matches:  [the name of the MARC file created above] with fix3 appended. This should not happen. 
  - Load the “fix1” file. Under “Services” -> “Custom Services” select “UM MARC load (umload-01)”
    - {{::p_umload.png?200|}}
  - Enter the following:
    - *Input File: [the name of the fix1 file]
    - *New or Replacement Records: “New Records”
    - Character Conversion: “OCLC UTF to UTF (a in position 9 of the LDR)
    - *Item/Holdings creation table: [Use E-Book with call number (tab_hol_item_create_umebk if the collection has call numbers, otherwise use E-Resource (tab_hol_item_create_umelec)]
    - Email address : [This email will receive a copy of the load report with the bib numbers affected]
    - Library: “FCL01” (Again, this is important)

==== Holdings on OCLC ====

Records should not have holdings set in OCLC.

==== Replacement Records ====
  - If there are any records in the “fix2” file, load those records. Under “Services” -> “Custom Services” select “UM MARC load (umload-01)”.
  - Enter the following:
    - * Input File: [the name of the fix2 file]
    - * New or Replacement Records: “Replacement Records (requires SYSNO key)”
    - Character Conversion: “OCLC UTF to UTF (a in position 9 of the LDR)
    - Email address : [This email will receive a copy of the load report with the bib numbers affected]
    - * Item/Holdings creation table: E-Resource (tab_hol_item_create_umelec)
    - Library: “FCL01” (Again, this is important)

==== Deleting Records ====     
If there are records that need to be deleted, they should be in their own set. All steps up to 17 will be the same. Once you have the 3 files, you will only be working with the fix2 file. Load that file as you did in step 22 above.
  - Load the “fix2” file. Under “Services” -> “Custom Services” select “UM MARC load (umload-01)”:
    - * Input File: [the name of the fix2 file]
    - * New or Replacement Records: “Replacement Records (requires SYSNO key)”
    - Character Conversion: “OCLC to UTF (a in position 9 of the LDR)
    - * Item/Holdings creation table: E-Resource (tab_hol_item_create_umelec)
    - Email address : [This email will receive a copy of the load report with the bib numbers affected]
    - Library: “FCL01” (Again, this is important)
  - Update holdings on OCLC
    - Under “Services” -> “Retrieve Catalog Records” select “Download Machine-Readable Records (print-03)
    - Enter the following:
      - * Input File: [the name of the fix2 file] with bib appended (e.g., umasp160406del.mrcfix2bib)
      - * Output File: [name your output file] (e.g., umasp160406del.mrcfix2bib035)
      - * Field 1 + Indicator: 035
      - * Format: ALEPH Sequential
      - Export deleted records?: Yes (since we have overlayed records with a “d’ in the 05 bit of the leader, Aleph will treat these records as deleted.
      - Library: FCL01
    - Submit
    - Download [Output File from above].
    - Open [Downloaded Output File] with Excel.
      - In the “Text Import Wizard” choose “Fixed width” and click “Next”
      - Create a break line before the OCLC number (only the number not the ocn or ocm) and click “Next”
      - Change all columns to text data format and click “Finish”
      - Delete all of the columns except the OCLC number
      - Save as a text file.
      - Close file.
    - Open Connexion.
    - Under “Batch” select “Holdings by OCLC Number…”
    - Click “Browse” and select the file created in e above.
    - Click “Import” (if the file is still open in Excel, the file will not import)
    - When asked, “Do you want to delete your original import file?” click “No”
    - Select “Delete Holdings” from the “Action” menu.
    - Click “OK”
  - Delete records from Aleph.
    - Services -> Catalog Maintenance Procedures -> Delete Bibliographic Records Including Related ADM/HOL Records (manage-33)
      - * Input File:  [the name of the fix2 file] with bib appended (e.g., umasp160406del.mrcfix2bib)
      - * Output File: [name your output file] (e.g., umasp160406del.mrcfix2bibdel)
      - * Update Database: Yes
    - Submit