FIU 856 41 Indicator Cleanup Project - Illustrated Version

Elaine Dong, March 17, 2014

Background:

After CAM’s approval of implementing the 856 field with indicators 41 not trigger the display of an e-icon in Mango, FLVC called for the cleanup of 856 41 indicators from all SULs.

Donna from FLVC created a file of 125,444 bib record numbers with FIU holdings. The file name is bibs_with_85641_fi.xlsx. The actual bib record number is 90,968 after removing duplicates.

Process:

  1. Using the spreadsheet, I separated 39,945 bib numbers with FIELRsublibrary holdingand paste them into a separate Column. FIELR is the FIU online resource sublibrary code.
  2. By matching these bib numbers against the remaining numbers with other sublibrary codes (e.g., FIUGL FIUSP), I identified 8,929 bib records that each has a FIELR holding attached only(not multiple FIU holdings). This matching was carried out by the following steps:
  • In Excel, click buttons “Conditional Formatting--Highlight Cells Rules—Duplicate Values” (See Screenshot 1), choose “Duplicate” values with “Light Red Fill with Dark Red Text” (See Screenshot 2). Then duplicate values are marked in red color (See Screenshot 3).
  • Do customer sort on the bib numbers with FIELR sublibrary code (See Screenshot 4 for details). Then all the Bib numbers attached with FIELR sublibrary code only are listed at the bottom (See Screenshot 5)

Screenshot 1

Screenshot 2

Screenshot 3

Screenshot 4

Screenshot 5

  1. Out of these 8,929 records, I retrieved 8,456 records (saved as “fie01”) whose 856 41 fields has $5 FMFIU using Aleph ret-01 function. Steps:
  • In Excel, generate a new column “INPUT_BIB.” Use “Formula-Text-Concatenate” function to add “UXU01” to the end of the 8,929 BIB#. Add 0(s) at the beginning of a BIB# if it is less than 9 digits
  • Copy all the INPUT_BIB# into Notepad, save it as a txt file (e.g., fie.txt). Then remove the ending “txt” by renaming it (e.g., fie)
  • Load the file to Aleph/Scratch ( )
  • Use Aleph ret-01 (under “Services-Retrieve Catalog Records”) to find all the records containing “856 41 $5 FMFIU” (See Screenshot 6 for the parameters used)

Screenshot 6

  1. Using Aleph ret-10 function (under “Services-Retrieve Catalog Records”), I crossed the file “fie01” AND “gmd-elec-res” [file created by FLVC for bibs containing “245 $h [electronic”], and came up with 3,950 records. (See Screenshot 7 for details).

Screenshot 7

Global Changes:

  1. For these 3,950 electronic records (file name: fie5) with 856 41 $5 FMFIU and FIELR holding only, I used Aleph Global Change (mange-21) function (under “Services-Catalog Maintenance Procedures”), replaced 856 indicators to “40” for the records containing “856 41 $5 FMFIU” (changed 3,005 field indicators. See Screenshot 8*.)

Screenshot 8

  1. For the original 90,968 bib records containing“856 $3 Table of contents,” I did global change to replace 44,188 field indicators of 37,501 records with 856 42 regardless its $5 institution code. Steps:
  • Open the original file received from FLVC, bibs_with_85641_fi.xlsx. Select Column “BIB”, and remove duplicate BIB numbers (See Screenshot 9)
  • Generate a new column “INPUT_BIB.” Use “Formula-Text-Concatenate” function to add “UXU01” to the end of the 90,968 BIB#. Add 0(s) at the beginning of a BIB# if it is less than 9 digits (See Screenshot 10)
  • Copy all the INPUT_BIB# into Notepad, save it as a txt file (e.g., fitoc.txt). Then remove the ending “txt” by renaming it (e.g., fitoc)
  • Load the file to Aleph/Scratch ( )
  • Use Aleph Global Change (mange-21) function (under “Services-Catalog Maintenance Procedures”), replace 856 indicators to “42” for the records containing “856 $3 Table of contents” (See Screenshot 11*)

*Note: For global changes, I always select “NO” on “Update Database” field and tick “Add to history” for the 1st run. After reviewing the report to make sure the strategy works, I select “Yes” on “Update Database” field to run it for real. In most cases, it is better to do Global changes in the Aleph Test or Report System first to test your strategy.

Screenshot 9

Screenshot 10

Screenshot 11