OCLC Local Holdings Record (LHR) Collection.Doc 2/19/2010 lh, td, mb

OCLC Local Holdings Record (LHR) Collection

Contents

Collect and Output LHR to OCLC (collect checkin records from outrecs)

1.Create a List of Checkin Records Using a Saved Search

2.Create .chks file for Output to OCLC

3.Transfer .chks File to OCLC

4.Create a Label File

5.FTP Label File to OCLC

Add Checkin Records to New E-Journals

1.Create a List of Bib Records Using a Saved Search

2.Batch Add Checkin Records

Millennium Searches

LHR collection from outrecs review file (a saved search)

NNET Checkin Search (a saved search)

LHR CHECKIN collection from serials review file

LHR BIB collection from serials review file

Alternate Collection Procedure (collect bib and checkin records from serials review file)

1.Create a List of Checkin Records Using a Boolean Search

2.Create a List of Bib Records Using a Boolean Search

3.Append Bib Record Review Files Together

Background and Strategy

Collect and Output LHR to OCLC (collect checkin records from outrecs)

To be completed weekly, after the Outrecs review file is created (usually on Friday). The Outrecs file contains all records created and updated since the previous Friday (i.e., the date the last Outrecs file was created). In general, the Outrecs file is copied to the same Millennium review file each week.

1.Create a List of Checkin Records Using a Saved Search

a)In Millennium > Create Lists, select an empty review file (Max Records: 10000 or more) and Search Records

b)Select Retrieve Saved Query, locate LHR collection from outrecs review file in the list and Select

Confirm that Review File: in the Boolean Search window is From file outrecs (date: mm-dd-yy). If not, locate and select this file from the dropdown list

c)Name the review file then Search

d)When search is complete, click the icon labeled Dedupe at the top of the window

If the Outrecs review file is out of date or missing, contact Mike to create the file. If the file is empty or missing and cannot be created, it is necessary to use an alternate procedure to collect checkin records, see below

2.Create .chks file for Output to OCLC

a)In Millennium Cataloging > Data Exchange, from the Select Process drop down menu, selectOutput HOLDINGS records for OCLC (checkin)

b)Click the folder icon labeled Create (CREATE a MARC file of HOLDINGS records) from the top of the window

c)Name the Output Fileas follows, substituting the current date for: LHRDATA.Dyymmdd

If preparing multiple files, each file must be uniquely named. For example, DATA.D101130.FILE1 and DATA.D101130.FILE2

d)Select the down arrow to change Range to Review, locate your review file of checkin records in the list and Start

e)When the output is complete, the Output messages box will display the Record Conversion Statistics. Click Close button

3.Transfer.chks File to OCLC

The DATA file must always be transferred before the LABEL file

FTP files may not be sent during the following maintenance times: Sunday, 2:00 a.m. to 6:00 a.m. Eastern Time

a)In Millennium Cataloging > Data Exchange, select the .chks file just created

b)Select the icon labeled Put FTS from the top of the window

c)Select edx.oclc.org from the Host drop down menu then Connect

d)Enter User: TCUZ1

e)Enter Password: see Promptcat binder (Mike’s desk) for current password

f)Enter ‘edx.ebsb.cuz.ftp’ (use single quotes) in Remote Filename field, then click Remote Filename button

g)Verify Transfer type:Binary

h)Check box Rename Files Upon Transfer

i)Select LHRDATA.Dyymmddthen Put

j)In Rename Files window, delete .chks file extension then clickOK

k)After file has transferred successfully, Disconnect and Close.

4.Create a Label File

a)Create a text file (.txt) containing the following data: DAT, date compiled (including zeros); RBF, total records; DSN, filename of LHRDATA file; ORS, institution symbol; FDI, project ID (constant).

NOTE: There must be two spaces between the field name and the field description, e.g. DATE(space)(space)20091109000000.0. Press the “enter” key after each completed line.

DAT YYMMDD000000.0

RBF 1000

DSN LHRDATA.Dyymmdd.FILE1

ORS CUZ

FDI P012320

b)Save file and name it as follows: LABEL.DyymmddFILE1 e.g., LABEL.D091109.FILE1

c)Remove the .txt file extension: locate the saved file, right-click and rename

5.FTPLabel File to OCLC

a)Open FileZilla ( or other FTP utility

  • Enter the following inFileSite Manager, or use Quickconnect

Host: edx.oclc.org

Username: TCUZ1

Password : see Promptcat binder (Mike’s desk) for current password

  • Connect or Quickconnect

b)Select Binary Mode from the icons at the top of the window

c)Select, or enter ‘edx.ebsb.cuz.ftp’(use single quotes) into the Remote Site field, and press Enter

d)In the left-hand window, locate the Label file

e)Transfer to OCLC by double-clicking. Right-clicking and selecting Upload, or dragging the file to the right-hand window also uploadsto OCLC.

f)Verify transfer in Successful Transfers window, bottom of FileZilla window, close FileZilla

Add Checkin Records to New E-Journals

1.Create a List of Bib Records Using a Saved Search

a)In Millennium > Create Lists, select an empty review file (Max Records: 5000 or more) and Search Records

b)Select Retrieve Saved Query, locate NNET Checkin Search and Select

Confirm that Review File: in the Boolean Search window is SERIALS biblvl=s/i b3!d/h yyyy-mm-dd. If not, locate and select this file from the dropdown list

c)Name the review file then Search

d)When search is complete:

2.Batch Add Checkin Records

a)Batch add checkin records with a TTL script, AddCheckinToSelectBibs.TTL

b)Tera Term must be installed to run TTL scripts

c)Script will prompt you with a message box to enter the review file number containing the bib records to be updated. Browse for your review file in the list, return to the message box, and enter the number into the box. Do not enter the number into the telnet window.

d)When script is complete, close telnet. Empty the review file

Millennium Searches

LHR collection from outrecs review file (a saved search)

Store Record Type: CHECKIN; Review File: “From file outrecs (date: mm-dd-yy)”

(BIBLIOGRAPHIC BIB LVL equal to "s" OR BIBLIOGRAPHIC BIB LVL equal to "i")

AND BIBLIOGRAPHIC MARC Tag 001 not equal to ""

AND BIBLIOGRAPHIC BCODE3 not equal to "c"

AND BIBLIOGRAPHIC BCODE3 not equal to "d"

AND BIBLIOGRAPHIC BCODE3 not equal to "h"

AND BIBLIOGRAPHIC BCODE3 not equal to "n"

AND (CHECKIN LOCATION equal to "nnet "

OR (CHECKIN LIB. HAS not equal to "" AND CHECKIN LOCATION not equal to "- "

AND CHECKIN LOCATION not equal to "none "))

NNET Checkin Search (a saved search)

Store Record Type: BIBLIOGRAPHIC; Review File: “SERIALS biblvl=s/i b3!d/h yyyy-mm-dd”

BIBLIOGRAPHIC UPDATED greater than or equal to "mm-dd-yyyy" (date “Add Checkin” last completed)

BIBLIOGRAPHIC MARC Tag 001 not equal to ""

AND BIBLIOGRAPHIC MARC Tag 85648 not equal to ""

AND BIBLIOGRAPHIC BCODE3 not equal to "n"

AND BIBLIOGRAPHIC BCODE3 not equal to "c"

AND (BIBLIOGRAPHIC LINKED REC not exist to CHECKIN OR CHECKIN LOCATION not equal to "nnet ")

LHR CHECKIN collection from serials review file

Store Record Type: CHECKIN; Review File: “SERIALS biblvl=s/i b3!d/h yyyy-mm-dd”

CHECKIN UPDATED greater than or equal to "mm-dd-yyyy" (date of last record collection)

AND BIBLIOGRAPHIC MARC Tag 001 not equal to ""

AND BIBLIOGRAPHIC BCODE3 not equal to "n"

AND (CHECKIN LOCATION equal to "nnet " OR CHECKIN LIB. HAS not equal to "")

LHR BIB collection from serials review file

Store Record Type: BIBLIOGRAPHIC; Review File: “SERIALS biblvl=s/i b3!d/h yyyy-mm-dd”

BIBLIOGRAPHIC UPDATED greater than or equal to "mm-dd-yyyy" (date of last record collection)

AND BIBLIOGRAPHIC MARC Tag 001 not equal to ""

AND BIBLIOGRAPHIC BCODE3 not equal to "n"

AND (CHECKIN LOCATION equal to "nnet " OR CHECKIN LIB. HAS not equal to "")

Alternate Collection Procedure (collect bib and checkin records from serials review file)

1.Create a List of Checkin Records Using a Boolean Search

  • In Millennium > Create Lists, select an empty review file (Max Records: 3000 or more) and Search Records
  • Store Record Type: CHECKIN
  • Review File:select SERIALS biblvl=s/i b3!d/h yyyy-mm-dd
  • Boolean Search: LHR CHECKIN collection from serials review file, see Millennium Searches, below.
  • Name the review file then Search
  • When the search is complete, transform this review file of checkin records into a file of bib records, as follows:
  • In Millennium > Create Lists, select an empty review file (Max Records: 3000 or more) and Search Records
  • Store Record Type: BIBLIOGRAPHIC
  • Review File: select the review file of checkin records just created
  • Boolean Search: leave blank
  • Name the review file, then Search > Yes (Retrieve all records in range)
  • When the search is complete, retain the file of bib records; the checkin file may be emptied

2.Create a List of Bib Records Using a Boolean Search

  • In Millennium > Create Lists, select an empty review file (Max Records: 3000 or more) and Search Records
  • Store Record Type: BIBLIOGRAPHIC
  • Review File:select SERIALS biblvl=s/i b3!d/h yyyy-mm-dd
  • Boolean Search: LHR BIB collection from serials review file, see Millennium Searches, below.
  • Name the review file then Search

3.Append Bib Record Review Files Together

  • In Millennium > Create Lists, select either of the two bib record review files just created
  • Click the folder icon labeled Append from the top of the window
  • Review File:select the file to be appended
  • Rename the review file then Search
  • When search is complete, click the icon labeled Dedupe at the top of the window
  • When the search is complete, transform this review file of bib records into a file of checkin records, as follows:
  • In Millennium > Create Lists, select an empty review file (Max Records: 5000 or more) and Search Records
  • Store Record Type: CHECKIN
  • Review File: select the review file of bib records just created
  • Boolean Search: leave blank
  • Name the review file, then Search > Yes (Retrieve all records in range)
  • When the search is complete, retain the file of checkin records; the bib files may be emptied
  • Continue at Step 2 of main Procedure, above, Create .chks file for Output to OCLC. Complete the remaining steps in that procedure.

Background and Strategy

Records

  • 856 field, second indicator 8. Since 2001, UCSC has been using second indicator “8” for local URLs only, to facilitate protection from unwanted overlay allow and convenient record manipulation. It has many benefits; now we can load SCP records within 15-30 minutes every week. UCI has been adopting the same technique, e.g.

Journal of chemical education

y 856 4 8 |3v.47(1970)-|zAccess restrictions may apply|nMiscellaneous EJournals|u print sub

  • Use a plain default "nnet" record for e-journals, suppressed from public display in both Cruzcat and Melvyl, simplefor simple maintenance, i.e., no addition of unnecessary codes

Output Tables

Permit output of 856 48 only, and not 856 40 or 856 41, etc. Output table will add 856 48, but no h866 for nnetcheckins and 85648 and h866 for non-nnet

OCLC Project Specifications

OCLC to make programmatic changes to our submitted LHR file every week

  • LHR with h 866(i.e. print holdings)
  • ADD 007 zu
  • Programmatically remove 856 48
  • LHR with no h 866 and location “nnet” (i.e. electronic holdings)
  • ADD 007 cr
  • Retain 85648
  • Programmatically REMOVE 852 |h|i (call number, we do not use call number for e-resources, but it is present when using single-record approach)
  • LHR with no h 866 and location not equal to “nnet”
  • OCLC will deselect records (“disposition” records for print subs, etc.)
  • LHR with undefined checkin locations (NONE or – Library)
  • OCLC will deselect records (“disposition” records for print subs, etc.)
  • LHR for deleted bib records will be removed when OCLC holdings are deleted in local batch process
  • LHR for deleted checkins will be overwritten when remaining holdings are output via weekly update
  • Previously created LHR that are subsequently deselected will be overwritten by weekly update
  • Volume of deselect report will be controlled by restricting output to checkin records where either (CHECKIN LOCATION equal to "nnet " OR CHECKIN LIB. HAS not equal to "")
  • The lending policy (008/20) and the reproduction policy (008/21) both contain the value ‘u’ (unknown) in all records

Created 01/10