Connexion: Batch processing to acquire OCLC records -- p. 1
CONNEXION: BATCH PROCESSING TO ACQUIRE OCLC RECORDS 4/19/10spg,rev.7/21/16rem
Use batch processing to search and export batches of records from OCLC. It may also be used to replace bib records in OCLC and add/delete holdings in batch. Batch processing is done offline although the client goes online to search and grab records from OCLC and set holdings. One or more Local [Save] Files are used to do the work.
Use any OCLC search key (i.e. index) to find records. Consult online Connexion help as needed. The steps belowuse OCLC number as the search key, specifically file of OCLC numbers that are imported as search keys.
When processing a batch of search keys, do no more than 2,500at a time.
Note: It easy to undo any batch process in Connexion so long as you still have the corresponding Local File or can reconstruct it. Retain all files until you are absolutely sure the batch processes have been successful.
------
SUMMARY OF STEPS
- Put the OCLC numbers into a text file
- Delete or rename existing oclc.dat file if there is one
- In Connexion, make sure you are offline
- Create a new Local File with a distinctive name and select it as the default (see Preliminaries, below). Alternatively, use your existing Local File but make sure there’s nothing in it.
- DoBatch--Enter Bibliographic Search Keys and choose Import. The OCLC numbers appear in the box.
- Batch--Process Batch and choose Online Searches
- The records appear in your Local File. In the Local File:
- If needed, add holding symbols by highlighting and Update Holdings then Batch--Process Batch and choose Online Record Actions. Alternatively, do this as a separate step (see guidelines CONNEXION: BATCH ADD/DELETE HOLDINGS BY OCLC NUMBER).
- Highlight records then Exportthen Batch--Process Batch and choose Online Record Actions. The records are exported to a .dat file.
- Use your .dat file to load the records via the usual process in the Cataloging module, editing as needed. For larger numbers of records prefer to edit in MarcEdit (if needed) and import via WebAdmin. To edit in MarcEdit, change the .dat extension to .mrc.
- When done, change your default Local File back to what it was; dDeletethe other Local File, or keep it if you will use it again. If you had changed Connexion options as per “Connexion Preliminaries,” below, return them to normal
------
CONNEXION PRELIMINARIES
First, do a one-time setup in Connexion. See instructions at end.
1) If you have an extant C:\oclc.dat file, finish working with it or rename it (changing it back when you are done with batch processing). While you can create a new export file under Tools--Options--Export, it’s probably more trouble than it’s worth.
2) In Connexion make sure you are offline.
3) Adjust setting under Tools--Options if desired:
Validation errors will appear as exceptions in batch reports, and you can clean them up later. In some cases validation may be undesirable. If so, change options under Tools--Options:
- General--Validation: Set Holdings = "Structure" and Export = "None"
Unlinked non-Latin scripts will pop up a message asking: Yes (continue, i.e. export the record as is), No (skip the record, i.e. do not export it, or Cancelthe export. If you want to correct the errors later, make a note of the OCLC number and fix it in Cataloging later. To avoid the popup altogether, under Tools-Options:
- Export: Deselect "Warn before exporting bibliographic records that include unlinked non-Latin scripts"
Remember to change them back when done.
4) In Local File Manager, create a new Local File and make it the default. Alternatively, use your existing Local File but make sure it’s empty. A Local File stores up to 9,999 search keys/bib records and you can create multiple Local Files to accommodate more search keys/records.
The Local File serves as a central workspace. It is used to perform the following actions in succession. An asterisk (*) means that a batch processing report will be generated:
- Store imported OCLC numbers (search keys)
- *Search OCLC and store the OCLC records
- Set holdings in OCLC*
- *Export the records to your .dat file
To create a new Local File:
a)Click File then Local File Manager
b)File type is Bibliographic by default
c)Click Create File
d)By default your Local File is located at C:\Documents and Settings\<userID>\Application Data\OCLC\Connex\Db. You may Configure Paths to change this but it's not necessary.
e)Do not select any other boxes at this time as they are mostly for viewing results of a batch that has already run
f)Click Set as Default (indicated by a red checkmark) to set your new Local File as the default. Processing actions (e.g. Export) can be specified only in the default file, although you can process multiple Local Files of the same type(i.e. bib records) at the same time. But it's less confusing to work with one at a time.
g)You may create separate Local Files for batch one, batch two, etc., at this time, or later. This is useful if you want to keep them for awhile.
h)Click Close
Note: When you exit the client or change the default Local File the client backs up the default file automatically in the same folder as the original file. If you inadvertently lose all or part of your Local File, simply change the extension on the backup file:
DETAILED STEPS
1) Put the OCLC numbers into a text file with one entry per line. You can import as many as 9,999 at a time.
2) Import the file of OCLC number "search keys" fromyour text file to your Local File:
a)Under Batch selectEnter Bibliographic Search Keys
b)Choose the desired Local File if not already in the box
c)[Ignore Query.] Under Use Default Index select OCLC no. (no:)
d)Click Import. Find the desired text file and double click to import. For Do you want to delete your original input file?chooseNo, not until you're sure everything has worked correctly. A list of OCLC numbers appears preceded bythe command level search term "no:" Continue adding OCLC numbers to your import list, as many as 2,500.
e)Click Save to add the OCLC numbers to the Local File. There is no confirmation message and you cannot view the numbers in the Local File because that file displays only records.
f)This is a quick process so you can click Closeright away
3) Pull records from OCLC into your Local File:
Under Batchchoose Process Batch:
a)Select the Local File you want to process
b)Select Retain [Local] File Selectionsince the remainder of batch processing uses the same file, although you can also select itlater.
c)Under Processchoose Online Searches. Do not choose Exports as that refers to exporting records back to OCLC.
d)While not essential you may select Bibliographic Processing Order for actions on records and returning results: Date/Time Added (default), Save File Number, OCLCNumber, Name, Title
e)Click OK to begin the processing. A popup window displays your progress. Obviously, bigger files will take longer.
Note: While irrelevant when searching/acquiring OCLC records, selecting Online Record Actions/Check date in Replaced might be useful when exporting records in batch from the Local File to OCLC to do replaces. The option compares the date of each record in your Local File against the date in the current OCLC record. If your date is older the record will not be processed.
When the processing is completed aBatch Search Report appears for each Local File you have processed:
Note: Only the most recent batch report is retained. Copy/paste into a file or print it out if you have errorsthat you will not address before running another batch process, or you just want to retain a copy of the report.
Open the Local File. Successful searches have been replaced by bib records:
Add any missing records by searching OCLC the usual way. If there are many errors you may prefer to delete the records and start over.
Review the records for any problemsbefore proceeding to the next steps.
4) Add missing holding symbols if desired. Alternatively, do this as a separate step (see guidelines CONNEXION: BATCH ADD/DELETE HOLDINGS BY OCLC NUMBER).
a)Sort by "Held to see if holding symbols are missing. If so, highlight the missing ones. If there are a lot in comparison with the size of the file you may prefer to highlight all the records (right-click in a cell and Select All) and deal with exceptions later, or add holdings later as a separate operation.
b)Click the UpdateHoldings icon or Action--Holdings--Update Holdings. The Update Holdings status for the records changes to R (Ready).
c)Click Batch--Process Batch and select Online Record Actions
d)Click OK. Connexion goes online and sets holding symbols. Any that are already set will pop up a message "Action not valid for record number …" to which you should just click OK.
e)When done the Record Action Report appears. At the top the phrase "Bibliographic exports reported" appears, but the specific action has been to "Update Holdings."
f)In your Local File the Update Holdings status for the records has been changed to C (Completed) and perhapsF (Failed). Sort by the Update column to find the failed, if any. Fix, highlight, and reprocess.
In the Local File, if you have set a status in error, select the records and click Action--Set Status. Under Remove ready status for batch select the status(es) you wish to remove and click OK.
If you have set holdings in OCLC in error, deal with them later. See CONNEXION: BATCH ADD/DELETE HOLDINGS BY OCLC NUMBER.
5) Export the records to your .dat file:
a)Highlight all the records (right-click in a cell and Select All)
b)Click the Export icon or Action--Export. Records are exported to your .dat file. A large file will take longer to export. (If concerned, check the oclc.dat file on your C drive to see if it’s growing.) When done you'll notice that the "Export" column of the Local File now has C (Completed) and perhaps F (Failed). Sort by the Update column to find the failed, if any. Fix, highlight, and reprocess.
c)While a .dat file can hold more records than you'd ever need to work with it's better to limit the file size. The suggestion is no more than 10,000 records at a time.
d)If alerted to unlinked 880 fields for non-Roman script, make a note of the record number(s) to fix later in Voyager if desired, then click Yes to continue
6. Use your .dat file to load the records via the usual process in the Cataloging module. Alternatively, change the file extension to .mrc, edit in MarcEdit if needed, andbatch import the records via WebAdmin. When viewing records exported from OCLC in MarcEdit there is a slash (\) at the end of the OCLC number in the 001. It doesn’t affect anything.
7. Repeat the above steps for any additional record batches
8. When done, restore your normal Connexion settings. See CONNEXION PRELIMINARIES above.
When you are absolutely sure you are done with a Local File you may delete it. A Local File set as the default cannot be deleted, so first make your regular cataloging Local File the default. Deleting records from a Local File does not remove the empty space the records once occupied. The file size continues to grow unless you compact it in Local File Manager.
______
ONE-TIME SETUP
These settings are in addition to those indicated in CONNEXION SETTINGS AND BASICS. They do not interfere with regular cataloging and may be left in place. Go to Tools--Options--Batch:
1)Under Searching the Maximum Number of Matches to Download is 1 because you only want one record for each OCLC number.
2)Under Batch Search Keys to Retain select Too Many Matches and Not Found or Error. OCLC won't process these OCLC numbers but will report them out so you can follow up.
3)Retain Display batch reports automatically so you know immediately if you have problems. For each Local File only the most recent batch report is retained, i.e. when a new process is run the previous report disappears. Copy/paste the report to a file or print it out if needed. You can also view the most recent report under Batch--View Reports or Local File Manager.
4)By not selecting Bibliographic Record Export you opt to export records to your export file as soon as you click the Export icon (or Action--Export), instead of doing it as a separate batch process. [Retain the setting above it relating to LHRs as it applies to another process we use.
VIEWING THE NUMBER OF OTHER LIBRARY HOLDINGS OF TITLES
Once the Bulk export of records is completed and saved to your chosen Local Save File:
1)Make sure you can view hidden folders and files. To do so, go to Control Panel, then Folder Options. Under the “View” tab, under Advanced Settings, make sure “Show hidden files, folders, and drives” is selected.
2)Open Microsoft Access without choosing a particular database.
3)Select “Open” and follow the path: C:\Users\[username]\AppData\Roaming\OCLC\Connex\Db\
4)Next to the “File Name” box, in the drop-down list, choose “All Files (*.*). Then double click on “[the name of your chosen Local Save File]bib.db” This should open up as an Access Database.
5)Open the table “tblSaveFile”, which includes a column for Holdings Count. This table has the data that is displayed when viewing the contents of the save file in Connexion.
6)Export the table as an Excel spreadsheet, and edit as necessary. (For example, there are numerous columns that are empty or contain information that is not useful – these columns can be deleted.)