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:
Date of next review:
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 "Save" 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.
Copy the finalized MARC file to L: Departments: Aleph: FilesToMove.
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.
