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batch_conversion_of_etds_to_e-records_with_scholarworks_urls [2016/05/10 20:43] ldegozzaldi [Insert the Internet Archive URLs from the pick list] |
batch_conversion_of_etds_to_e-records_with_scholarworks_urls [2019/01/07 17:20] 127.0.0.1 external edit |
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| ====== Batch Conversion of ETDs to e-records with Scholarworks URLs ====== | ====== Batch Conversion of ETDs to e-records with Scholarworks URLs ====== | ||
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| + | **Link to ETD Workflow Google doc:** | ||
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| + | https://docs.google.com/document/d/1Qs_uIWPjDfUIcQhxJiMlgvgN8XpexZn2CTs0eSGTOxo/edit | ||
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| //NOTE: Some older ETDs will be "OPEN" (remain accessible) via the Internet Archive. These will be processed according to general OCA digitization procedures. Most ETDs, however, will the "DARK" on the Internet Archive. Although the pick lists will include IA URLs, these will not be retained in the final records, but serve as a hook for replacing the script with Scholarworks URLs.// | //NOTE: Some older ETDs will be "OPEN" (remain accessible) via the Internet Archive. These will be processed according to general OCA digitization procedures. Most ETDs, however, will the "DARK" on the Internet Archive. Although the pick lists will include IA URLs, these will not be retained in the final records, but serve as a hook for replacing the script with Scholarworks URLs.// | ||
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| * Search 500 Typescript and delete. | * Search 500 Typescript and delete. | ||
| ===== Insert the Internet Archive URLs from the pick list ===== | ===== Insert the Internet Archive URLs from the pick list ===== | ||
| - | - Add [old] OCLC#’s to the pick list, via download of 035’s from the bibnos file. //NOTE RE duplicate Sys#'s: Shouldn’t be any journals here, thus no duplicate Sys#’s in original working copy; so one OCLC# per record; see duplicate check above. Occasionally there will be multiple volumes in the dissertations. **CAUTION:** ETDs with multiple volumes are quite often scanned as one piece. Check the Internet Archive (search by URL), and fix the record to reflect scan by replacing 2 v. with pages information. If scanned as two vols. with two URLs, Keep track of the ETD and fix after ScholarWorks upload with "Combine 2-part ETDs" procedure.// | + | - Add [old] OCLC#’s to the pick list, via download of 035’s from the bibnos file. **NOTE RE duplicate Sys#'s:** Shouldn’t be any journals here, thus no duplicate Sys#’s in original working copy; so one OCLC# per record; see duplicate check above. Occasionally there will be multiple volumes in the dissertations. **CAUTION:** ETDs with multiple volumes are quite often scanned as one piece. Check the Internet Archive (search by URL), and fix the record to reflect scan by replacing 2 v. with pages information. If scanned as two vols. with two URLs, **use only the URL for the first volume!** Keep track of the ETD and fix after ScholarWorks upload. See [[Batch Uploading ETDs to ScholarWorks]], __Combining 2-part ETDs in Scholarworks__. |
| - **IMPORTANT:** SORT FIELDS NOW! With the “mb” document open in MarcEditor, click Tools/Sort by …/Sort All Fields. If the URL has already been added, it will get out of order. | - **IMPORTANT:** SORT FIELDS NOW! With the “mb” document open in MarcEditor, click Tools/Sort by …/Sort All Fields. If the URL has already been added, it will get out of order. | ||
| - | - Inserting the URL: Merge method (for long lists): | + | - Inserting the URL: Merge method (for long lists): **NOTE: MarcEdit updates will change details in the following, tweak as needed.** |
| * Create a um_[date]merge spreadsheet, using the "pipe" trick if necessary, with the headings: 776$w (the [old] OCLC# in the following format: (OCoLC)########), *856$u41 (the IA URL). Save as "tab delimited." //NOTE: Any OCLC number with less than eight digits will need 0's added in front, to add up to 8. Nine digits are fine.// | * Create a um_[date]merge spreadsheet, using the "pipe" trick if necessary, with the headings: 776$w (the [old] OCLC# in the following format: (OCoLC)########), *856$u41 (the IA URL). Save as "tab delimited." //NOTE: Any OCLC number with less than eight digits will need 0's added in front, to add up to 8. Nine digits are fine.// | ||
| * Go to MarcEdit\Delimited Text Translator (in body of window). Browse for the correct merge.txt file, and open it to enter into the top window. Copy and replace .txt with .mrk for the output file. Hit Next. | * Go to MarcEdit\Delimited Text Translator (in body of window). Browse for the correct merge.txt file, and open it to enter into the top window. Copy and replace .txt with .mrk for the output file. Hit Next. | ||
| * In following window, remove checks from Sort Fields and Calculate common nofiling data. Click "Auto Generate." This will pop the fields into the Arguments window. Hit Finish. | * In following window, remove checks from Sort Fields and Calculate common nofiling data. Click "Auto Generate." This will pop the fields into the Arguments window. Hit Finish. | ||
| - | * Add.mrk to the mb file we've been working on. Go to MarcEdit\Tools (in toolbar)\Merge records. Add to window: Source File=mb file with .mrk appended. Merge file=merge.mrk created above. Check "Merge into Source," and the Source File will automatically appear. //NOTE: MarcEdit creates a handy backup (.bak file) in place something goofs.// Record identifier: Type in the 776 over the 001 that appears there. (This is the "hook" which joins the information.) **IMPORTANT:** Add the subfield. Hit Next. | + | * Add.mrk to the mb file we've been working on. Go to MarcEdit\Tools (in toolbar)\Merge records. Add to window: Source File=mb file with .mrk appended. Merge file=merge.mrk created above. Copy Source File into "Save File" window. //NOTE: MarcEdit creates a handy backup (.bak file) in place something goofs.// Record identifier: Type in the 776 over the 001 that appears there. (This is the "hook" which joins the information.) **IMPORTANT:** Add the subfield. Hit Next. |
| * In following window, choose "Merge selected fields." Hit Next. | * In following window, choose "Merge selected fields." Hit Next. | ||
| * In following window, either type or push 856 over into the Merge Fields box. (This is the field we want to insert into the mb document.) | * In following window, either type or push 856 over into the Merge Fields box. (This is the field we want to insert into the mb document.) | ||
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| * Run the task list SCHOLAR on them. This will produce much shorter versions of the records. | * Run the task list SCHOLAR on them. This will produce much shorter versions of the records. | ||
| * MarcMake the files, replacing mb with mm. | * MarcMake the files, replacing mb with mm. | ||
| - | * Convert to MARC21XML, replacing mm with xml. Send these 2 files to Meghan together with a Word version of the scholmasters and scholphd_outmb files. | + | * Convert to MARC21XML, replacing mm with xml. **NOTE: Upload short versions to ScholarWorks here!** |
| - | ===== Upload completed file into Connexion ===== | + | ===== Upload file of longer-version records into Connexion ===== |
| - | - Delete the Internet Archive URLs from the completed long-version mb file (previously shortened with the SCHOLAR task list and sent to Meghan). | + | - Complete this step after the upload to ScholarWorks has been completed: [[Batch Uploading ETDs to ScholarWorks]]. |
| + | - Use the spreadsheet into which the SW URLs have been aligned with the proper 776s, described in __Generate spreadsheet including SW URLs for e-conversions__, in //Batch Uploading ETDs to ScholarWorks//. | ||
| + | - Delete the Internet Archive URLs from the long-version mb file. | ||
| - Insert the ScholarWorks URLs into the mb file, using the Merge records function described above. | - Insert the ScholarWorks URLs into the mb file, using the Merge records function described above. | ||
| - Upload into Connexion Local Save File (set as default). Validate and Update the records. | - Upload into Connexion Local Save File (set as default). Validate and Update the records. | ||
| - Go to Tools/Options/Export, Highlight File (prompt for file name), click Apply, and Close. | - Go to Tools/Options/Export, Highlight File (prompt for file name), click Apply, and Close. | ||
| - | - Search for the default Local Save File, highlight all, and hit Action/Export. Connexion will ask were to put the output file (to personal folder) and what to name it. It will export as a .dat file, in MARC format. | + | - Search for the default Local Save File, highlight all, and hit Action/Export. Connexion will ask were to put the output file (to personal folder) and what to name it. It will export as a .dat file, in MARC format. **NOTE: Sometimes the .dat extension will interfere with subsequent processing; if this happens, delete the .dat or remove the period** |
| ===== Download completed file into Aleph ===== | ===== Download completed file into Aleph ===== | ||
| - MarcBreak .dat file through MarcEdit, and append mb. Before we do anything else to this file, we need to delete the 035s, because these files also have the OCLC# in an 001 field. Go to MarcEditor/Tools, Add/Delete Field. When the Add/Delete Field Utility window appears, type in 035, and click “Delete Field.” Save the file. | - MarcBreak .dat file through MarcEdit, and append mb. Before we do anything else to this file, we need to delete the 035s, because these files also have the OCLC# in an 001 field. Go to MarcEditor/Tools, Add/Delete Field. When the Add/Delete Field Utility window appears, type in 035, and click “Delete Field.” Save the file. | ||
| - | - MarcMake the file. When renaming, get rid of the .cat, and call the resulting file: um_[date]oclcmm. Copy to FCL01\scratch. | + | - MarcMake the file. When renaming, get rid of the .dat, and call the resulting file: um_[date]oclcmm. Copy to FCL01\scratch. |
| - Work the Services loading procedure on the file: Load Catalog Records/Convert MARC Records Step 1 (file-01); Convert MARC Records Step 2 (file-02); Fix Catalog Records (manage-37) with *Input File type=ALEPH Sequential, *Fix Route=UMFIX, *Update Dtabase=NO; Check Input File Against Database (manage-36) with Match Section=UM35. //NOTE: Since these are new records, there won't be any overlays, but Mike A. advised me that the best habit is to go through these procedures while loading.// The 3 output files from Manage-36 should show the number of records and two 0's. | - Work the Services loading procedure on the file: Load Catalog Records/Convert MARC Records Step 1 (file-01); Convert MARC Records Step 2 (file-02); Fix Catalog Records (manage-37) with *Input File type=ALEPH Sequential, *Fix Route=UMFIX, *Update Dtabase=NO; Check Input File Against Database (manage-36) with Match Section=UM35. //NOTE: Since these are new records, there won't be any overlays, but Mike A. advised me that the best habit is to go through these procedures while loading.// The 3 output files from Manage-36 should show the number of records and two 0's. | ||
| - Download original file (um_[date]oclcmm) using "the OCLC loader" (Load Catalog Records/Load OCLC Records (file-93)). | - Download original file (um_[date]oclcmm) using "the OCLC loader" (Load Catalog Records/Load OCLC Records (file-93)). | ||
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| - Delete 856s from the bibs with Global Changes (manage-21). | - Delete 856s from the bibs with Global Changes (manage-21). | ||
| ===== Add 530s into Print Records ===== | ===== Add 530s into Print Records ===== | ||
| + | - **IMPORTANT:** Because many backlog ETDs have duplicate copies in the Depository, construct a Services-ready list of bib. numbers obtained through a Ret-06 (Direct Index) search on the OCLC numbers, with OCL in the Search Index field. Using this list will enter the following notes into both UM and DP copies. | ||
| - For OPEN (non-DARK) theses/dissertations with both IA and Scholarworks URLs in the final versions, add: **Also available online through Scholarworks@UMass Amherst and the Internet Archive.** | - For OPEN (non-DARK) theses/dissertations with both IA and Scholarworks URLs in the final versions, add: **Also available online through Scholarworks@UMass Amherst and the Internet Archive.** | ||
| - For DARK theses/dissertations with Scholarworks URLs, add: **Also available online through Scholarworks@UMass Amherst.** | - For DARK theses/dissertations with Scholarworks URLs, add: **Also available online through Scholarworks@UMass Amherst.** | ||
| - | ===== Update ETD Project Tracking-revised spreasheet ===== | + | ===== Update ETD Project Tracking-revised spreadsheet ===== |
| - Found in W:\ETD Digitization Project folder | - Found in W:\ETD Digitization Project folder | ||
| - Best to do this in stages, during processing. | - Best to do this in stages, during processing. | ||
