Scope: Describes the process for loading authority control vendor service (ACVS) bib records into Aleph.
Contact: Leeda Adkins
Unit: Metadata & Discovery Strategy Department
Date last reviewed: 11/17/2022
Date of next review: 11/17/2023
...
For records processed by MARCIVE, vendor sends email notification with links to their FTP site. Copy records in to L: Departments: \AuthorityControlService: \Data.
Open bibliographic records file with MarcEdit and check the record structure by using Tools --> Validate MARC Records --> Validate Record Structure. Click "SaveSave" when finished. In order to eliminate trailing spaces which may affect Aleph batch loading, recompile the records into a fresh MARC file using File --> Compile File into MARC.
...
In the Aleph Cataloging module, go to Services --> Load Catalog Records --> Record Loading Super Service (custom-17) and use the following example to input the form:
Transfer File from | Novell Server: Perkins System |
File Name to Move to Aleph Server | dukubib134.mrc |
Destination Directory | DUK01 scratch (bib loads |
File Name on Aleph Server | dukubib134.mrc |
Stop After Moving File? | No |
File Name after First Conversion | dukubib134.mrc1 |
MARC Record Format | MARC records delimited by '1D' separator |
Stop after First Conversion? | No |
File Name for Aleph Sequential File | dukubib134.mrc2 |
MARC Record Format | MARC Record |
Stop After Second Conversion? | No |
Output File 1 (new) | dukubib134.new |
Output File 2 (match) | dukubib134.match |
Output File 3 (multi) | dukubib134.multi |
Match Section | ACVS |
In the Batch Log, check the Log File for the service routine and verify all records matched successfully.
Go to Services --> Load Catalog Records --> Apply Authority Update (custom-26). For the "Input File Name," enter the name of the file without any extension; for example, "dukubib134.match" should be entered as dukubib134. For the "Period Beginning Date," enter the day after the extract script ran; in the screenshot below, the extract ran on the night of 08/01/2019, so the date entered is 08/02/2019. Set the "Runtime" to a later hour in the evening such as "18" for 6:00 pm. The ACVS updates are now set to load after business hours and will exclude any records updated by staff in the time between the extract and the load routine.
Go to Services --> Load Catalog Records --> Load Aleph Sequential MARC Records (manage-18) and use the following example to input the form:
Input File | dukubib134.okay |
---|---|
Output File for Rejected Records | dukubib134.rej |
Output File for Logging System | dukubib134.sysno |
Procedure to Run | Update current records in the database |
If Updating Current Records | Use merge routine to update entire record |
Indexing | Full |
Fix Routine | ACVS |
Merge/Preferred Routine | ACVS |
Cataloger Name | ACVS |
Cataloger Level | [leave blank] |
Character Conversion | None |
No. of Catalogers Currently Working | Multi-User |
Overriding Indexing Priority | [leave blank] |
Set the "Runtime" to match the hour chosen for custom-26; the service will run in sequence after custom-26 has run.