Scope: This page should be used in conjunction with the

Scope notes, This document covers the process for using the Itemization spreadsheet to create many data that are converted to items in Aleph.  You should refer to the Itemizing Spreadsheet - Main Instructions page for guidance on how to use the Excel spreadsheet.   The Itemization Spreadsheet – Main Template is available on this wiki page.

Contact: Jacquie Samples

Unit: Metadata & Discovery Strategy

Last date reviewed: 5/25/2021

Date of next review: 5/25/2022

Loading item records with Batch-load Process

I. Check on your holdings record:

Copy the holding record number from spreadsheet (Column A "Hol_rec").

• Connect to Aleph DUK60.
• Paste in record number and enter.
• Is this the correct HOL record?
• Does 852 have correct indicators?
• Does the 866 follow current guidelines for formatting?
  
  • If the summary statement is given in any other field instead of 866, or is absent, update holding record accordingly
• Does 853 pattern match the items you are creating?
• Do your items fit within the range of the holdings in 866 field?
• Are there inappropriate notes that need deleting or updating?
• Are there existing 863s that are not correct?
• Do your line numbers fit with what already exists?

II Save your spreadsheet.

1. Save in your local space where you store spreadsheets.
2. Save in the Libraries shared space
   1. Click "Save As" and navigate to L:\Departments\Aleph\ItemLoad
   2.  Pull down "Save as type" and select "Text (Tab delimited) (.txt)"
3. Click "Save"

Hint: Copy the filename after you change the Type to txt. This will be useful when you are ready to run the program.

Notes and warnings:

• • Use a recognizable form of the title you are itemizing, being sure to observe the following Aleph rules for file names:
    • Do not use capital letters
    • Do not use spaces
    • Do not use special characters except underscore
  • Make sure that the cursor in located in a filled space, otherwise it cannot be loaded in to Aleph successfully.

On saving you will get error messages:

• • "The selected file type does not support workbooks that contain multiple sheets."
    • Click OK
  • "…may contain features that are not compatible with Text ..."
    • Click yes

III. The file is now saved on the server and ready to run.

1. In Aleph, connect to DUK01.
2. At the top of screen, choose Services, then Items, then Batch Itemload.

A screen will appear.

1. For input file, paste the filename that you copied in step II above.
2. For Exception file, type ex_ then paste filename.
3. Check box for add to history
4. Runtime: Today
5. Library: DUK01
6. Click "Submit"