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batch_uploading_oais_to_oclc_and_aleph [2020/05/01 18:04]
ldegozzaldi
batch_uploading_oais_to_oclc_and_aleph [2020/05/01 18:15] (current)
ldegozzaldi
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-====== Batch Uploading OAIs from Scholarworks into OCLC and Aleph ======+===== Batch Uploading OAIs from Scholarworks into OCLC and Aleph =====
 ==== CHANGE TITLE? ETDs (Current) Processing ScholarWorks OAIs ====  ==== CHANGE TITLE? ETDs (Current) Processing ScholarWorks OAIs ==== 
  
 NOTE:  My helpful "​hints"​ will appear in //​Italics.//​ NOTE:  My helpful "​hints"​ will appear in //​Italics.//​
  
-**Introduction**  +===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 harvest.// 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**+===Preparation===
   * 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.   * 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, select SAXON/NET 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**+===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/​
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     * **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 [[changing_one_year_campus_access_titles_to_open_access|Changing one year campus titles to open access in ScholarWorks]] for instructions on generating ScholarWorks spreadsheets. If extra names appear in the MarcEdit file, check the generated spreadsheet to make sure they are NOT dated in the range requested. //(This step has been added since occasionally a dissertation or thesis will have been left off the Packing List.)//     * **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 [[changing_one_year_campus_access_titles_to_open_access|Changing one year campus titles to open access in ScholarWorks]] for instructions on generating ScholarWorks spreadsheets. If extra names appear in the MarcEdit file, check the generated spreadsheet to make sure they are NOT dated in the range requested. //(This step has been added since occasionally a dissertation or thesis will have been left off the Packing List.)//
     * Any harvested record NOT on the Packing List that is also not on the generated spreadsheet,​ or has a different date (Check **degree_year** and **award_month**),​ or which belongs to a different series (such as English MFAs)can be removed from the MarcEdit file.     * Any harvested record NOT on the Packing List that is also not on the generated spreadsheet,​ or has a different date (Check **degree_year** and **award_month**),​ or which belongs to a different series (such as English MFAs)can be removed from the MarcEdit file.
-**Edit the MarcEdit file of harvested records**+===Edit the MarcEdit file of harvested records===
   - **Run MarcEdit task**   - **Run MarcEdit task**
     * Change date in 008 with the new year, under Tools -> Manage Tasks -> Selected desired task in Task Lists window -> Manage Existing Tasks -> Edit Selected Task List -> Save.     * Change date in 008 with the new year, under Tools -> Manage Tasks -> Selected desired task in Task Lists window -> Manage Existing Tasks -> Edit Selected Task List -> Save.
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     * LAST STEP: MarcMake the MarcEdit file. This can be done by clicking File/​Compile file into MARC with the .mrk document open in MarcEditor, or by closing the document and clicking the "​Hammer & Wrench"​ MARC Tools icon in the MarcEdit home window. //Hint: If relabeling the file with an extension (i.e. .mrc), be careful when copying with "​rename"​ in Services, to include the extension. ​ I like to replace .mrk with mm, to avoid this problem.// (Example): **umdissertations_septmm**     * LAST STEP: MarcMake the MarcEdit file. This can be done by clicking File/​Compile file into MARC with the .mrk document open in MarcEditor, or by closing the document and clicking the "​Hammer & Wrench"​ MARC Tools icon in the MarcEdit home window. //Hint: If relabeling the file with an extension (i.e. .mrc), be careful when copying with "​rename"​ in Services, to include the extension. ​ I like to replace .mrk with mm, to avoid this problem.// (Example): **umdissertations_septmm**
  
-** Upload to Connexion** +===Upload to Connexion===
   - **Prepare Local Save File**   - **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 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.
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     * Designate path and name for Output file: (example) U:​\OAI\Dissertations\2019\umdissertations_septoclc. Exports as a .dat file. (**NOTE:** The download will pause when non-AMA (term?) symbols are encountered. Note these numbers for fixing in Aleph later.     * Designate path and name for Output file: (example) U:​\OAI\Dissertations\2019\umdissertations_septoclc. Exports as a .dat file. (**NOTE:** The download will pause when non-AMA (term?) symbols are encountered. Note these numbers for fixing in Aleph later.
  
-**Download into Aleph** +===Download into Aleph=== 
-  - **Preliminary MarcEdit Fixes+  - **Preliminary MarcEdit Fixes**
     * MarcBreak the file. Replace .dat with mb. Open in MarcEditor.     * MarcBreak the file. Replace .dat with mb. Open in MarcEditor.
     * Change AUMM to AUMETD. Go to File -> Edit -> Replace -> enter AUMM, AUMETD ->​Replace All, Save.     * Change AUMM to AUMETD. Go to File -> Edit -> Replace -> enter AUMM, AUMETD ->​Replace All, Save.
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   - **MarcMake the file** Replace mb with mm.  (**NOTE:** This file should be named differently from the mm file loaded into Connexion (examples): **umdissertations_septoclcmm** vs. **umdissertations_septmm** ​ Save to appropriate personal folder, and copy to FCL01/​Scratch in WinSCP.   - **MarcMake the file** Replace mb with mm.  (**NOTE:** This file should be named differently from the mm file loaded into Connexion (examples): **umdissertations_septoclcmm** vs. **umdissertations_septmm** ​ Save to appropriate personal folder, and copy to FCL01/​Scratch in WinSCP.
   - **Load records using Aleph Services** ​ //Hint: Much time can be saved by Clicking **View History** and highlighting and opening the Service Form for the same jobs performed on earlier batches of materials.//​   - **Load records using Aleph Services** ​ //Hint: Much time can be saved by Clicking **View History** and highlighting and opening the Service Form for the same jobs performed on earlier batches of materials.//​
-  - * Go to Services -> Load Catalog Records -> Advanced Generic Vendor Records Loader (File-90). Set Loader rules +    ​* Go to Services -> Load Catalog Records -> Advanced Generic Vendor Records Loader (File-90). Set Loader rules 
-      - Input File name (example): umdissertations_septoclcmm +        - Input File name (example): umdissertations_septoclcmm 
-      - Default Holding: AUMETD +        - Default Holding: AUMETD 
-      - Character Conversion: OCLC_UTF_TO_UTF +        - Character Conversion: OCLC_UTF_TO_UTF 
-      - Fix Routine: UMFIX +        - Fix Routine: UMFIX 
-      - Match Routine: OCLC +        - Match Routine: OCLC 
-      - Merge Routine: OCLC +        - Merge Routine: OCLC 
-      - Update Database: Yes +        - Update Database: Yes 
-      - Produce Loading Report: Yes +        - Produce Loading Report: Yes 
-      - Report file name: (example) umdissertations_sept2019report+        - Report file name: (example) umdissertations_sept2019report
     * Add to History, Submit.     * Add to History, Submit.
     * Check results. When done (per Batch Log [A] under Task Manager), click [J] File List. The file name will appear under several versions: ​ .failure, .single, .new and .multi. ​ Highlight .new version (which should have the largest size, unless something glitched), make sure “Print Configuration” is set to “View HTML,” and click “Print” (to right of top window) to view the loaded records. ​ Check one or two by bib number in the Aleph GUI to make sure they loaded correctly. An item and HOL should also have been created.     * Check results. When done (per Batch Log [A] under Task Manager), click [J] File List. The file name will appear under several versions: ​ .failure, .single, .new and .multi. ​ Highlight .new version (which should have the largest size, unless something glitched), make sure “Print Configuration” is set to “View HTML,” and click “Print” (to right of top window) to view the loaded records. ​ Check one or two by bib number in the Aleph GUI to make sure they loaded correctly. An item and HOL should also have been created.
batch_uploading_oais_to_oclc_and_aleph.txt · Last modified: 2020/05/01 18:15 by ldegozzaldi
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