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--- batch_uploading_oais_to_oclc_and_aleph [2020/04/29 19:18]
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+++ batch_uploading_oais_to_oclc_and_aleph [2020/04/29 23:01]
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   - **Prepare Local Save File**
     * __Option 1__: Go to File -> Local File Manager -> Create File.  As follows: oai2019_dissertations, oai2019_theses, oai2019_thesesmfa, oai2019_theseslarp. (Connexion will add extension .bib.db) Highlight file just created, and Set as Default. Close.
-    * __Option 2__: If working in the same year, go to Cataloging -> Search -> Local Save File. Click the drop-down arrow at right end of "Local File" space, choose the file for dissertations, etc. under the correct year. Hit OK to open; automatically setting it as the default file. Highlight all records currently and hit Action -> Delete. Screen will be blank.
+    * __Option 2__: If working in the same year, go to Cataloging -> Search -> Local Save File. Click the drop-down arrow at right end of __Local File__ window, choose the file for dissertations, etc. under the correct year, and hit "OK" to open it up. This will automatically set it as the default file. Highlight all records currently in the file, and hit Action -> Delete. Screen will become blank.
   - **Import records from MarcEdit**
-    * Go to File -> Import Records... Browse for correct mm (or .mrc) file to enter into "File to Import."
+    * Go to File -> Import Records... Browse for correct mm (or .mrc) file to enter into __File to Import__. __Destination__ = Import to Local Save File. __Bibliographic__ = appropriate Local Save File (set as default). (**NOTE:** Character Set under __Record Characteristics__/Bibliographic Records needs to be UTF-8 Unicode.) Hit OK; close Report window.
-    *
+  - **Manage records in Connexion Local Save File**
-Browse for mm file to enter into “File to Import” field.
+    * Go to Cataloging -> Search -> Local Save File. Correct Local Save File should appear in top field. Hit OK.
-Destination=Import to Local Save File
+    * Validate save file records:  Highlight all records and hit Edit -> Validate. When finished, a report will be generated. Keep track of the record numbers reporting validation problems. (//Hint: I copy the entire report to Word or Notepad and delete all "Validation Successful" entries; if the remaining list is long, it can be printed for easy reference.//) Locate non-validated records by Save File number, open each one and fix the issue, then validate them singly. (**NOTE:** Most validation mistakes will be repetitive Field 653 key word entries, though sometimes something else will pop up, such as Chinese characters, see following step.)
-Bibliographic=appropriate Local Save File (set as default)
+    * To validate a record with Chinese characters, click Edit -> MARC-8 Characters -> Convert to MARC-8 CJK. Then Validate.
-Hit OK; close Report window.
+  - **Super- and subscript, and Greek letter fixes:**
-.	Manage records in Connexion Local Save File.
+    * These fixes can be done on the records in the Connexion Local File __after__ they are validated! A batch validation will not accept them, while they can be singly validated after the fixes are done. Most will be in the 520 Field (Summary/Abstract), though occasionally they will appear somewhere else, such as the title. OPTIONAL if can be done without too much hassle--some sups and subs and symbols cannot be fixed, e.g. if they are in the title.
-Go to Cataloging  Search  Local Save File.
+    * Open the MarcEdit .mrk file, click Edit -> Find -> <sup> -> Find All.  Record record numbers where this is found; repeat with <sub>, then with the common Greek letters (spelled out): alpha, beta, gamma, lambda, epsilon, mu. These will appear in the harvested records in brackets: [alpha] etc.
-Correct Local Save File name should appear in top field.  Hit OK.
+    * Open the corresponding records in the Local Save File, and fix **<sup>2</sup>** (etc.) found there. Connexion will supply some sups and subs, found under Edit -> Enter Diacritics. Replace the entire **<sup>digit</sup>** string with the correct character.  Word will supply a few more, found by opening Word, clicking Insert on the top bar, then Symbol/More Symbols, under Font: (normal text), by scrolling down to Superscripts and Subscripts under Subset: (Word sups and subs will properly transfer to Connexion, and will display in the Aleph OPAC with the correct Unicode.) Greek letters can be copied from Aleph, by pulling up a record and clicking the "brick wall" in the upper right corner. When the diacritic screen appears, choose Greek. //Hint: Search for "Greek alphabet" in Google, and refer to the pictorial representations for identification of the various letters.//
-.	Proofread author names against Packing List as a last double-check.
+    * After fixing sups/subs and Greek letters (and any other symbols easily found in Word, e.g. infinity sign), validate each record.
-Hint:  Alphabetize author names.  Verify that names match and correct any errors.
+  - **Update holdings/add OCLC#’s.**
-.	Validate file records.
+    * Be sure to log onto Connexion. Highlight records and click the green Update arrow in the top bar, under the word "Batch." Wait for it to stop "ticking."
-Hint:  Return file to numerical order!  (This will make corrections easier!)
+    * Double-check OCLC# column for blanks (missed validation). //Hint: Sort by clicking the heading, Control #, afterward returning the list to its original order by clicking Save #.//  Validate and update any blanks found.
-Highlight all records and hit Edit Validate. Print resulting list if long.
+  - **Set Connexion Export parameters.**
-.	Update holdings/add OCLC#’s.
+    * Go to Tools -> Options -> Export.
-Log on to Connexion, highlight records, click Update arrow.  Wait for it to stop “ticking.”  Double-check OCLC# column for blanks (missed validation).  Validate and update these.
+    * Highlight File (Prompt for filename). Apply and Close.
-.	Set Connexion Export parameters.
-Go to Tools  Options  Export.
-Highlight File (Prompt for filename).  Apply and Close.
-.	Export to Aleph
-Highlight all files in the Local Save File.  Go to Action  Export.
-Designate path and name for Output file:  i.e., U:\OAI\ Dissertations\umdissertationsMay2016. Exports as a .dat file.
+  - **Export to Aleph**
+    * Highlight all files in the Local Save File.  Go to Action -> Export.
+    * Designate path and name for Output file: (example) U:\OAI\Dissertations\2019\umdissertations_septoclc. Exports as a .dat file.
+Switch to MarcEdit
+.	MarcBreak the file.
+MarcBreak this file.  Replace .dat with .mb (or mb).
+.	Change 049 field.
+Click Edit Records to get file into MarcEditor.
+Go to File  Edit  Replace all.  Change AUMM to AUMETD.  Save.
+.	MarcMake the file.
+Click on File  Compile File into MARC. This will save as a .mrc file.  Save it to the right place, i.e. U:\OAI\Dissertations.  OK to run .mrc through Services, but need to be careful to pick up the extension with rename/copy.   Might be better to “lose” the extension!
+Switch to Aleph
+.	Load records
+Copy .mrc file to FCL01/scratch in WinSCP
+Go to Services  Load Catalog Records  Advanced Generic Vendor Records Loader FileFile (File-90).
+.	Set Loader rules (see snippet next page):
+	Input File name (for example, umthesesmay2016.mrc)
+	Default Holding – AUMETD
+	Character Conversion – OCLC_UTF_TO_UTF
+	Fix Routine – UMFIX
+	Match Routine – OCLC
+Merge Routine – OCLC
+	Update Database – Yes
+	Produce Loading Report – Yes
+	Report file name (for example, umthesesmay2016_report)
+	Add to History, Submit.
-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>)
-  * Highlight all records in the file and Validate (Edit -> Validate or Shift+F5). This will generate a report of results. Note which records did not validate and make the necessary corrections. Re-validate as needed.
-  * Highlight all records in the file and Update Holdings (Action -> Holdings -> Update Holdings or F8). OCLC record numbers will begin appearing in the file as each record is uploaded.
-**To export from Connexion to Aleph:**
-  * Go to Tools -> Options and click on the Export tab. Highlight the __Prompt for filename__ option then check off the box for Display report for immediate export results. Click on Apply then Close.
-  * Open the Local Save file you want to export (2016_Feb_Dissertations - See path above)
-  * Highlight records
-  * Export (Action - Export or F5)
-    This will ask where to put the output file in your C: drive and what name to use. Make sure the filename is in all __lower case__ - for example, feb2016diss. The file will be downloaded into your C: drive as a .dat file. (Example: C:\Crosswalk\Dissertation&Theses\Connexion_Records\feb2016diss.dat)
-  * Open MARCTools in MarcEdit.
-  * Input the .dat file from your C: drive (feb2016diss.dat)and name the Output file with a .mb extension (feb2016diss.mb. Execute the MarcBreaker.
-  * Click on Edit Records. Use Replace to change AUMM to AUMETD.
-  * Under MARCEditor --> File, click on Compile File into Marc. This will save as a .mrc (MARC) file.
-  * Open Aleph, Cataloging function
-  * Click on Task Manager then [F] Upload/Download files
-  * Find where your saved .mrc file is on your C: drive (feb2016diss.mrc) and copy to the FCL01/Scratch file (from drop-down menu over left Remote Files column)by clicking on the left arrow button between columns
-  * In the Aleph menu bar above, click on *_Services -> Load Catalog Records
-  * Click on Advanced Generic Vendor Records Loader (file_90)
-    Make sure the following rules are set:
-     * Input File name (for this example, feb2016diss.mrc)
-     * Default Holding - AUMETD
-     * Character Conversion - OCLC_UTF_TO_UTF
-     * Fix Routine - UMFIX
-     * Match Routine - OCLC
-     * Merge Routine - OCLC
-     * Update Database - Yes
-     * Produce Loading Report - Yes
-     * Report file name(for this example, feb2016_report)
-     * Click on the Submit button at top right
-Once the exporting is done, click on Task Manager -> [A] Batch Log to view the report.
-     * Highlight your file (p_file_90) and click on View Printouts.
-     * Under Remote Name, highlight <filename>_report.new (i.e. feb2016diss_report_new)
-     * Click on Print to obtain reports.  You want the loader-log-report which will show the FCL01 Bib Sys numbers for each record.  Copy one and check the bib record which displays for any potential corrections needed.
-**To Globally Remove the 856 Field from Bib Records:**
-  * Click on *_Services -> Catalog Maintenance Procedures -> Global Changes (manage-21)
-   Set the rules:
-  * Input file name <filename>.mrc.bib (i.e., feb2016diss.mrc.bib)
-  * Output file name <filename>.mrc856 (i.e., feb2016.diss.mrc856)
-  * Update Database - Yes
-  * Line in Record -> Tag -> 856; first indicator - #  second indicator - #
-  * Delete field - Yes
-  * Click on Submit button
 The process should now be complete.