How to load MARC records for Alexander Street Press

Alexander Street Press

Download records from http://adminportal.alexanderstreet.com/user/login

Wooster

USERNAME: XXXXXX

PASSWORD: XXXXXX

Denison

USERNAME: XXXXXX

PASSWORD: XXXXXX

Click the hamburger menu at the top left and select MARC Records. Using the dropdown menus, download the monthly additions, updates, and deletes files for both Denison and Wooster.

Join and preprocess records:

Extract the records from each zip file. There may be hundreds of individual records that will need to be joined to a single record file for each grouping.
To get a single record file, join the records by opening MarcEdit, click the Tools tab, and select MARCJoin utility.
Name each record file using the school’s initial, the type of records that are included, and the current date (e.g. asp-d-new-20180716, or asp-w-updates-20180716).
Review 856$z fields before running MarcEdit task. We only want to remove “$zAccess restricted to subscribers.”
For the Denison record file, go to Tools > Current Tasks > Alexander Street Press - DEN (This will add an EZProxy prefix, update the 856$z, and add a 949$l field for the Denison item. ***See MarcEdit task details below.)
Add a note in the 910 field with the name of the record file.
- Tools > Add/Delete Field
- Field = 910
- Field Data = $aasp-d-new-20180716 (use current date)
- Check the Insert last box, and then the Add Field button
Remove duplicate records from the file by selecting Tools > Record Deduplication.
- Control Field: OCLC Number
- Dedup Keeping: First Record
- Click Process
Save changes by selecting File> Compile to MARC > Save as type: UTF-8 MARC.
Repeat this process for the Wooster record files (with Alexander Street Press - WOO MarcEdit task)
Review material types by selecting Reports > Material Type Report > Generate report. If there are mixed material types, we’ll need to use the leader in the load table

New and Updated records:

In Sierra, go to Data Exchange
Select Process = Load records via locally created load profiles (local)
Click Get PC
- Browse desktop to select the MARC file
- Upload
- When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu
- Click OK
Select the .lfts file and click Prep
Click Start
Select the .lmarc file and click Load
Select LOAD a SVIDEO file
Check the “video” load profile for the following:
- #com=“dflt”@dflt=“densv,conrei”
- ov_action=“b” (to match and attach on first pass)
- Determine if we need to load using the leader. If there were mixed material types, load using the leader by uncommenting the following lines:
  - L|| |7|1|b| |29|n|N|0|bib lvl
  - L|| |6|2|b| |30|n|N|0|%map=("m2bmap.streaming")
- 001 = as is
- 856 = no proxy
- Make sure this line is commented out:
  - #|||0|0| | |0|n|G|0|@link="i:1:949"
Check Use Review Files
Click Test (New records will be "rejected". Any overlays will be an "attach" result. If all records are new, skip to loading with ov_action "o")
If there are overlays in the test, click Load
Go to Create Lists
Find and highlight an empty review file with a sufficient number of available records, and click the Copy icon
Find the "Load: Overlaid..." file generated during the load, select it, and click OK. When prompted to remove the file being copied, select Yes
Remove any Denison links
- Go to Global Update
  - Under the 1. Select records tab, use the dropdown menu to select Review. Find the "Load: Overlaid..." file created above and click Search
  - Under the 2. Command input tab, select Delete variable-length field and click OK
    - Uncheck the Use Displayed Field box.
    - MARC Tag = 856
    - Data = Denison
    - Click OK
  - Click the 3. Preview tab to ensure that the changes are correct. If the changes are appropriate, click Process
Remove any Denison items
- Go to Create Lists
- Highlight an empty review file and click Search Records
  - Name the review file (e.g. ASP Denison items to be deleted)
  - Store Record Type = ITEM i
  - Select Review from the dropdown option, find the "Load: Overlaid..." file created earlier, and enter the following:
    - Type = ITEM
    - Field = LOCATION
    - Condition = starts with
    - Value A = d (this will find only Denison items)
    - Click Search
- Go to Delete Records
- Find the "ASP Denison Items to be deleted" file just created and click Start
- Select Delete the listed ITEM record ONLY
- Click Delete Records
Update the "video" load table:
- ov_action="o"
- Add 856 to the ov_protect line
- Make sure that the following line is uncommented:
  - |||0|0| | |0|n|G|0|@link="i:1:949"
Back in the Data Exchange, change the start block back to 1
Click Test (new records should be inserts and updates should be overlays)
If testing is successful, click Load
Spot check a few records
Remove the 856 from the ov_protect line in the "video" load table, so other loads aren't adversely affected
Repeat this process for new and updated Wooster records

Delete records:

In Sierra, go to Data Exchange
Select Process = Load records via locally created load profiles (local)
Click Get PC
- Browse desktop to select the MARC file
- Upload
- When prompted to rename, remove the .mrc extension and select the .lfts extension from the dropdown menu
- Click OK
Select the .lfts file and click Prep
Click Start
Select the .lmarc file and click Load
Select LOAD a SVIDEO file
Check the “video” load profile for the following:
- ov_action=“b” to match and attach
- Make sure this line is commented out:
  - #|||0|0| | |0|n|G|0|@link="i:1:949"
Check Use Review Files
Click Test (All results should be "attach". Any items already deleted will be rejected)
Click Load
Go to Create Lists
Find and highlight an empty review file with a sufficient number of available records, and click the Copy icon
Find the "Load: Overlaid..." file generated during the load, select it, and click OK. When prompted to remove the file being copied, select Yes
Remove any Denison links
- Go to Global Update
  - Under the 1. Select records tab, use the dropdown menu to select Review. Find the "Load: Overlaid..." file created above and click Search
  - Under the 2. Command input tab, select Delete variable-length field and click OK
    - Uncheck the Use Displayed Field box.
    - MARC Tag = 856
    - Data = Denison
    - Click OK
  - Click the 3. Preview tab to ensure that the changes are correct. If the changes are appropriate, click Process
Remove any Denison items
- Go to Create Lists
- Highlight an empty review file and click Search Records
  - Name the review file (e.g. ASP Denison items to be deleted)
  - Store Record Type = ITEM i
  - Select Review from the dropdown option, find the "Load: Overlaid..." file created earlier, and enter the following:
    - Type = ITEM
    - Field = LOCATION
    - Condition = starts with
    - Value A = d (this will find only Denison items)
    - Click Search
Search for any records with no links and no items for deletion
- Go to Create Lists
- Highlight an empty review file and click Search Records
  - Name the review file (e.g. ASP bibs to be deleted)
  - Store Record Type = BIBLIOGRAPHIC b
  - Select Review from the dropdown option, find the "Load: Overlaid..." file created earlier, and enter the following:
    - Type = BIBLIOGRAPHIC
    - Field = MARC TAG 856
    - Condition = equal to
    - Value A = " " (leave this value blank to search for bibs with no links)
    - AND
    - Type = BIBLIOGRAPHIC
    - Field = LINKED REC
    - Condition = not exist to
    - Value A = ITEM (this value will search for bibs with no attached item records)
    - Click Search
    - If results are found or this query, spot check a few to ensure that the bibs have no items or links. The bibs will need to be deleted in the next step.
- Go to Global Update
  - Under the 1. Select records tab, use the dropdown menu to select Review. Find the "ASP bibs to be deleted" file created above and click Search
  - Under the 2. Command input, select Change fixed-length field and click OK
    - Fixed-length = 31 SUPPRESS
    - Find = <any>
    - Replace = y DELETE
    - Click OK
  - Click the 3. Preview tab to review the changes
  - If the changes are appropriate, click Process
Repeat this process for Wooster deletes