360MARC Record Loading
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
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.
- Update the file checklist with the record counts for each step.
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.
- Click link in email
- Right-click file to save
- Save file to L: Departments: ALEPH: 360MARC
Process Files
- Extract files in place inside the 360MARC folder.
- Extract additional .zip files: creates sub-directories
DUC_360MARC_Update_serials or DUC_360MARC_Update_monographs Change filenames:
Original | New |
---|---|
DUC_360MARC_Update_monographs_new.mrc | 360m_m_new_20110501.mrc |
DUC_360MARC_Update_monographs_deleted.mrc | 360m_m_del_20110501.mrc |
DUC_360MARC_Update_monographs_changed.mrc | 360m_m_ch_20110501.mrc |
Filename Reference
Refer to the Base Name for each file in subsequent service calls.
Filename | Base Name | Extension |
---|---|---|
360m_s_new_yyyymmdd.mrc | 360m_s_new_yyyymmdd | mrc |
360m_s_del_yyyymmdd.mrc | 360m_s_del_yyyymmdd | mrc |
360m_s_ch_yyyymmdd.mrc | 360m_s_ch_yyyymmdd | mrc |
360m_m_new_yyyymmdd.mrc | 360m_m_new_yyyymmdd | mc |
360m_m_del_yyyymmdd.mrc | 360m_m_del_yyyymmdd | mrc |
360m_m_ch_yyyymmdd.mrc | 360m_m_ch_yyyymmdd | mrc |
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.
- Click Services menu
- Click Load Catalog Records item
- Click Record Loading Super Service item
Field | Value |
---|---|
Transfer File From | Novell Server: Perkins System |
File Name to Move to Aleph Server | <file_base_name>.mrc |
File Name on Aleph Server | <file_base_name>.mrc |
File Name after First Conversion | <file_base_name>.mrk |
MARC Record Format | MARC records delimited by 'ID' separator |
File Name for Aleph Sequential File | <file_base_name>.seq |
MARC Record Format | MARC Record |
Output File 1 (new) | <file_base_name>.new |
Output File 2 (match) | <file_base_name>.match |
Output File 3 (multiple) | <file_base_name>.multi |
Match Section | SERSL |
Tag for Multiple Match Record | 999 |
Use the record history to save in order to know what has been run |
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:
- Click Services menu
- Click Duke SerSols Load Service item
- Click Divide Sersol 360 Matching MARC Records item
Field | Value |
---|---|
File Date | Select date with calendar |
This will produce four files:
Output from p_custom_21 | Destination |
---|---|
360m_s_ch_yyyymmdd.match_brief_to_full | Applied as a change with SERSOLB |
360m_s_ch_yyyymmdd.match_full | Applied as a change with SERSOL (full) |
360m_m_ch_yyyymmdd.match_brief_to_full | Applied as a change with SERSOLB |
360m_m_ch_yyyymmdd.match_full | Applied as a change with SERSOL (full) |
|
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:
- Click Services Menu
- Click Duke SerSols Load Services item
- Click Prepare SerSol Delete ids and delete item
Field | Value |
---|---|
File Date | Pick date from calendar |
Type of File | Monograph |
Update Database | Validate Only |
6500 records = 20 minutes to update |
---|
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.
- Click Services Menu
- Click Duke SerSols Load Services item
- Click Prepare SerSol Delete ids and delete item
Field | Value |
File Date | Pick date from calendar |
Type of File | Monograph |
Update Database | Update Database |
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)- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
Input File | 360m_m_ch_yyyymmdd.new |
Output File for Rejected Records | 360m_m_ch_yyyymmdd.new_rej |
Output File for Logging System | 360m_m_ch_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 |
New Records from the New File
Add new records from new file (360m_m_new_yyyymmdd.new)- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
---|---|
Input File | 360m_m_new_yyyymmdd.new |
Output File for Rejected Records | 360m_m_new_yyyymmdd.new_rej |
Output File for Logging System | 360m_m_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.- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
Input File | 360m_m_new_yyyymmdd.match |
Output File for Rejected Records | 360m_m_new_yyyymmdd.match_rej |
Output File for Logging System | 360m_m_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.
- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
Input File | 360m_m_ch_yyyymmdd.match_brief_to_full |
Output File for Rejected Records | 360m_m_ch_yyyymmdd.match_brief_to_full_rej |
Output File for Logging System | 360m_m_ch_yyyymmdd.match_brief_to_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 | SERSOLB |
Cataloger Name | 360MARCCH |
Character Conversion | None |
Override Indexing Priority |
Add Full to Full Match Records
Merge full matches from new file to full level records.- Click Services Menu
- Click Load Catalog Records item
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:
- Click Services Menu
- Click Duke SerSols Load Services item
- Click Prepare SerSol Delete ids and delete item
Field | Value |
File Date | Pick date from calendar |
Type of File | Serial |
Update Database | Validate Only |
6500 records = 20 minutes to update |
---|
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
- Click Services Menu
- Click Duke SerSols Load Services item
- Click Prepare SerSol Delete ids and delete item
Field | Value |
File Date | Pick date from calendar |
Type of File | Serial |
Update Database | Update Database |
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)
- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
Input File | 360m_s_ch_yyyymmdd.new |
Output File for Rejected Records | 360m_s_ch_yyyymmdd.new_rej |
Output File for Logging System | 360m_s_ch_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 |
New Records from the New File
Add new records from new file (360m_s_new_yyyymmdd.new)
- Click Services Menu
- Click Load Catalog Records item
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.
- Click Services Menu
- Click Load Catalog Records item
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.
- Click Services Menu
- Click Load Catalog Records item
- Click Load Catalog Records (manage-18) item
Field | Value |
Input File | 360m_s_ch_yyyymmdd.match_brief_to_full |
Output File for Rejected Records | 360m_s_ch_yyyymmdd.match_brief_to_full_rej |
Output File for Logging System | 360m_s_ch_yyyymmdd.match_brief_to_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 | SERSOLB |
Cataloger Name | 360MARCCH |
Character Conversion | None |
Override Indexing Priority |
Add Full to Full Match Records
Merge full matches from new file to full level records.
- Click Services Menu
- Click Load Catalog Records item
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
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