/
Loading Vendor Records and Orders-General

Loading Vendor Records and Orders-General

By Heather Baker
Sept 07, 2022

Scope:

Contact: Sara Biondi

Unit: Monograph Acquisitions

Date last reviewed:

Date of next review:


Aleph MARC Vendor File Loading…
Multi-Vendor instructions (MIPP and others), 2010+ 

Needed: files received from vendor by email or FTP
System permissions for:

  • L: Departments: Aleph: FilesToMove Directory

  • Specific Aleph record loader services: probably Custom-17, either Manage-22 (MIPP) [other vendors may require "Manage-18" or "Manage-37"] probably File-96, and perhaps others.


Copy the file to the appropriate FilesToMove directory.

  • No uppercase letters in filename
  • Filename ends in .mrc

  • If renaming: [vendor][mmddyy][type].mrc suggested (note 24 character limit)

  • If rerunning files, change file name first

You will load your records into a:

  1. "Custom" loader, likely a
  2. "Manage" converter, and a
  3. "File" loader,
    in that order


Start! In the Cataloging module –

Find the *Services menu
then the Load Catalog Records menu item

the loader selections will be in its submenus…

Suggestion: check "Add to History" to make future loads easier/identify errors if needed

Loading sequence:

I. Start the loading with: Custom-17 (screenshot is top-scroll part)


[ continued image of Custom-17 (bottom-scroll part) ]

As you work through each step, check to see that…

  • Each service has finished processing; do not start the next step while your file is still a "Running" process in the previous service.


  • Something came out! Check the process stats (especially after the Custom-17 and File-96 processes; the Manage processes are not informative). You can note the number of records processed (after the Custom processes) and (later) their order/bib number ranges (after the File processes).


"Batch Job details" example of a successful "Custom-17" run:

II. For non-Roman languages, you will probably run a "Manage" routine next. These are for converting the character sets, but your specific routine number may vary!

III. Run File-96 on (yourfilename.conv), with the type-specific loader file (the "Default Values Input File" will resemble tab_yourloader_def) and sometimes with a specific fix routine (for example, MIPP records use the HARRP fix routine.)

See if they really loaded; check the "Log File" info for a successful "File-96" load…
.
Checking for correct loading (two ways):
Go back to the original .mrc file in the FilesToMove directory and open as a text file (using Notepad, etc.):

Search one or two ISBNs to make sure they have loaded.

Or look at it from within the Task Manager printout window (as below).
Make sure there's a non-zero file size for the "new" file.

Copy files from the bottom (remote) to the top (local) in the Task Manager file list display.

Select the file in the top pane, and click "Print" or double click to view it in the Preview window. (Print Configuration should be set to "Browse HTML")



Select ISBNs to search from this list.

Review any Match or Multi results in the same way; handle appropriately to vendor.

Future loads can be set based on the load history: