Scope: This procedure concerns the weekly batch loading of new, updated and deleted e-resource files provided through the 360MARC Updates service of Serials Solutions. 

Contact: Leeda Adkins

Unit: Metadata & Discovery Strategy

Date last reviewed: 11/17/2022

Date of next review: 11/17/2023

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360MARC Record Loading

Instructions for record loading of 360MARC Records

File Checklist

Use the File Checklist to track where in the workflow you are. The file checklist is in the L: Departments: ALEPH: 360MARC folder.

1. Update the file checklist with the record counts for each step.

2. Update with file status for each step.

   Use the file names within the file checklist spreadsheet to populate the filenames within each service

   
   

Retrieve the File
A notification is sent to each operator. A link is in the email to where to download the relevant records.

1. Click link in email
2. Right-click file to save
3. Save file to L: Departments: ALEPH: 360MARC

Process Files

1. Extract files in place inside the 360MARC folder.
2. Extract additional .zip files: creates sub-directories
   DUC_360MARC_Update_serials or DUC_360MARC_Update_monographs

3. Change filenames:

Filename Reference

Refer to the Base Name for each file in subsequent service calls.

Move or Copy Files to FilesToMove

Move or Copy the mrc files to the L: Departments: ALEPH: FilesToMove folder.

Transfer files with Record Loading Super Service (p_custom_17)

Transfer each file through Record Loading Super Service (p_custom_17) from within the Cataloging module.

1. Click Services menu
2. Click Load Catalog Records item
3. Click Record Loading Super Service item

Divide 360MARC matching records (p_custom_21)

Each "changes" {360m_s_ch_yyyymmdd.mrc, 360m_m_ch_yyyymmdd.mrc,} match file need to be subdivided into two files. There is a service which does that.

• • Full input records plus brief input records that update brief database records will update most database fields.
  • Brief input records that update full database records. These update a limited number of fields.

To run the service:

1. Click Services menu
2. Click Duke SerSols Load Service item
3. Click Divide Sersol 360 Matching MARC Records item

This will produce four files:

Process Monograph Specific Files

Apply Deletes

p_custom_22 extracts bibliographic record numbers from a record file and then deletes them. This routine uses the 360MARC-DELETE validation section in DUK01/tab/check_doc.

The service will delete records:

• Records without an administrative record (DUK50) nor a holding record (DUK60)
• Records with just an administrative record (DUK50)

The service will produce lists of records with and without holding records

• Records with holding records will be listed as 360m_m_yyyymmdd_have_hol_rpt

Validate: Prepare SerSols Delete IDs and run Delete (p_custom_22)

Validate deletes. Run p_custom_22 with Validate Only option. This produces a file which can be used for manual deletes and maintenance.
To run the service:

1. Click Services Menu
2. Click Duke SerSols Load Services item
3. Click Prepare SerSol Delete ids and delete item

Review Delete Report
Review the 360m_m_yyyymmdd_have_hol_rpt to see if records need to be transferred or information communicated to the various holding libraries.

Update: Prepare SerSols Delete IDs and run Delete (p_custom_22)

Update Database. Run p_custom_22 with Update option. This runs the delete service on the identified records. Removing bibliographic records and producing a report of deleted records.

1. Click Services Menu
2. Click Duke SerSols Load Services item
3. Click Prepare SerSol Delete ids and delete item

Add New Records

Run Load Catalog Records (p_manage_18) for each of the New records. Use the add new record option. This produces a report file of a list of system numbers that were added.

New Records from the Changes File

Add new (unmatched) records from changes file (360m_m_ch_yyyymmdd.new)

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

New Records from the New File

Add new records from new file (360m_m_new_yyyymmdd.new)

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

Apply Changes

Update existing records from two places.

Matches from New File

If there is a match file from the new input file then update existing records with date from this file.

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

Add Brief to Full Matches

Merge brief matches from change file to full records.

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

Add Full to Full Match Records

Merge full matches from new file to full level records.

1. Click Services Menu
2. Click Load Catalog Records item

3. Click Load Catalog Records (manage-18) item

   Field	Value
   Input File	360m_m_new_yyyymmdd.match_full
   Output File for Rejected Records	360m_m_ch_yyyymmdd.match_full_rej
   Output File for Logging System	360m_m_ch_yyyymmdd.match_full_sysno
   Procedure to Run	Update current records in the database
   If Update Current Records	Use merge routine to update entire record
   Indexing	Full
   Fix Routine	SRSOL
   Merge Routine	SERSOL
   Cataloger Name	360MARCCH
   Character Conversion	None
   Override Indexing Priority

   Process Serial Specific Files

   Apply Deletes

p_custom_22 extracts bibliographic record numbers from a record file and then deletes them. This routine uses the 360MARC-DELETE validation section in DUK01/tab/check_doc.

The service will delete records:

• • Records without an administrative record (DUK50) nor a holding record (DUK60)
  • Records with just an administrative record (DUK50)

The service will produce lists of records with and without holding records

• • Records with holding records will be listed as 360m_s_yyyymmdd_have_hol_rpt

Validate: Prepare SerSols Delete IDs and run Delete (p_custom_22)

Validate deletes. Run p_custom_22 with Validate Only option. This produces a file which can be used for manual deletes and maintenance. To run the service:

1. Click Services Menu
2. Click Duke SerSols Load Services item
3. Click Prepare SerSol Delete ids and delete item

Review Delete Report

Review the 360m_s_yyyymmdd_have_hol_rpt to see if records need to be transferred or information communicated to the various holding libraries.
Review the hold delete report and

Update: Prepare SerSols Delete IDs and run Delete (p_custom_22)

Update Database. Run p_custom_22 with Update option. This runs the delete service on the identified records. Removing bibliographic records and producing a report of deleted records

1. Click Services Menu
2. Click Duke SerSols Load Services item
3. Click Prepare SerSol Delete ids and delete item

Add New Records

Run Load Catalog Records (p_manage_18) for each of the New records. Use the add new record option. This produces a report file of a list of system numbers that were added.

New Records from the Changes File

Add new (unmatched) records from changes file (360m_s_ch_yyyymmdd.new)

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

New Records from the New File

Add new records from new file (360m_s_new_yyyymmdd.new)

1. Click Services Menu
2. Click Load Catalog Records item

3. Click Load Catalog Records (manage-18) item

   Field	Value
   Input File	360m_s_new_yyyymmdd.new
   Output File for Rejected Records	360m_s_new_yyyymmdd.new_rej
   Output File for Logging System	360m_s_new_yyyymmdd.new_sysno
   Procedure to Run	Add new records to the database
   If Update Current Records	Not Applicable
   Indexing	Full
   Fix Routine	SRSLN
   Merge Routine	None
   Cataloger Name	360MARCNEW
   Character Conversion	None
   Override Indexing Priority

   Apply Changes

   Update existing records from two places.

   Matches from New File

If there is a match file from the new input file then update existing records with date from this file.

1. Click Services Menu
2. Click Load Catalog Records item

3. Click Load Catalog Records (manage-18) item

   Field	Value
   Input File	360m_s_new_yyyymmdd.match
   Output File for Rejected Records	360m_s_new_yyyymmdd.match_rej
   Output File for Logging System	360m_s_new_yyyymmdd.match_sysno
   Procedure to Run	Update current records in the database
   If Update Current Records	Use merge routine to update entire record
   Indexing	Full
   Fix Routine	SRSOL
   Merge Routine	SERSOL
   Cataloger Name	360MARCCH
   Character Conversion	None
   Override Indexing Priority

   Add Brief to Full Matches

Merge brief matches from change file to full records.

1. Click Services Menu
2. Click Load Catalog Records item
3. Click Load Catalog Records (manage-18) item

Add Full to Full Match Records

Merge full matches from new file to full level records.

1. Click Services Menu
2. Click Load Catalog Records item

3. Click Load Catalog Records (manage-18) item

   Field	Value
   Input File	360m_s_new_yyyymmdd.match_full
   Output File for Rejected Records	360m_s_ch_yyyymmdd.match_full_rej
   Output File for Logging System	360m_s_ch_yyyymmdd.match_full_sysno
   Procedure to Run	Update current records in the database
   If Update Current Records	Use merge routine to update entire record
   Indexing	Full
   Fix Routine	SRSOL
   Merge Routine	SERSOL
   Cataloger Name	360MARCCH
   Character Conversion	None
   Override Indexing Priority

• Leeda Adkins review page by 19 Jan 2019