Loading links into Sierra

In Excel File from IA (with list of links of digitized material)

• Add Reproduction statement: 

  • Also available as electronic reproduction.$bPrinceton, N.J. :$cInternet Archive ;$cThomas J. Watson Library,$d20XX

• Rearrange columns as needed so that:

  • Column A: URL

  • Column B: Record #

  • Column C: Title

  • Column D: Reproduction

• Sort by Column B (Record #) and Save

• Save as a Unicode text file “[file name].txt”

• Open the text file and Save As a UTF-8 text file (overwrite existing file)

• Close

Open MarcEdit

• Open the Delimited Text Translator under Add-ins.

• Select your new text file as the Source File

• Under Output file, select the save location and name the file you’ll create. 

• Check the UTF-8 Encoded box.

• Next

• Click Load Template and find the “IA_linking_template.mrd” template in S:\SY_Systems\SY_Projects\LoadingProjects\Internet Archive

• … or enter field by field as follows:

  • Select field 0 (URL)

    • Map to 856$u – Indicators 40 – Apply

  • Select Field 1 (Record #)

    • Map to 035$a – Leave indicators as \\ -- Apply 

  • Select Field 2 (Title)

    • Map to 245$a – Indicators 00 -- Apply

  • Select Field 3 (Reproduction)

    • Map to 533$a – Leave indicators as \\ -- Apply

• Check “Ignore Header Row”

• Finish

Open your new .mrk file in MarcEdit

• Go to Tools > Edit subfield data 

  • Enter 856 in Field

  • Enter z in Subfield

  • Enter “Full text from Internet Archive” in Replace with 

  • Check “New subfield only” 

  • Click Replace Text 

• Go to Add/Delete Field

  • Delete all 008 fields

  • Add 007 field with cr ||| ||a|| [C, R, space, 3 pipes, 3 spaces, 2 pipes, A, 2 pipes] in Field Data

  • Close

• Edit > Replace

  • Find =035  \\$ab

  • Replace with =035  \\$a.b

  • Replace all

• Collapse multi-volume sets into one record

  • Move the 856 fields for additional volumes into the record for the first volume. Delete the remainder of these records. 

  • To the 856$z add an appropriate parenthetical qualifier for all volumes, for example:

    • Full text from Internet Archive (Volume 1)

    • Full text from Internet Archive (Volume 2)

• File > Compile file into MARC

• Save as .mrc with a new name

• Close MarcEdit

Open Sierra Data Exchange

• Select Load Records via a Locally Created Load Profile

• Get PC

• Find your .mrc file

• Upload as .lfts

• Prep

• Load M (Load CONTENTdm fields)

• Check Use Review Files box

• Load

• Verify that what you think you loaded actually loaded correctly.

• Pull the records into a review file; copy the "Load: Overlaid records for..." file into an empty slot in Sierra Create Lists.

• Delete .errlog, .lfts and .lmarc files if everything went fine.

Sierra Create Lists

• Create review file of items attached to the bibs of works you just linked (IMPORTANT: narrow to only items from the shipment).

Sierra Global Update

• Bib records:

  • Delete duplicate fields in bib records.

  • For auction catalogs, delete the 799 “digital auction catalog to upload” field from the bib record.

• Item records:

  • Convert any IMESSAGE=z (“Digitize later”) to – (dash)

  • Change item record Status and Sticky Status fields as follows:

    • For DEPARTMENT USE ONLY and OPEN SHELVES statuses:

      • Change Sticky Status to match the Status

    • For MISSING and LOST statuses:

      • Leave Status alone

      • Change Sticky Status to AVAILABLE ONLINE

    • For REQUESTABLE status:

      • Change record Status and Sticky Status to AVAILABLE ONLINE, regardless of location 

        • Exception: For MMA Publications items, change the STATUS of WARC items only. 

Sierra Data Exchange

• Select Output MARC records to another system using FTS

• Create C (Create disk file of unblocked MARC records)

• In the Output file text box, enter: IA_FY2X-0X

• Change the dropdown to Review, then select the file from the bib records you just loaded

• Click Start

• Back in the list of files, select the file you just created and click Put PC. Save to: S:\SY_Systems\SY_Projects\LoadingProjects\Internet Archive

MarcEdit

• Use MarcBreaker to open the .rec file

• Tools > Assigned tasks > Currently available tasks > Print to Ebook Conversion (this task runs a set of changes to convert the print record to an e-record)

• If the 008:18-21 has an “a” we add :$billustrations to the 300 field:

  • FIND (check “regular expressions box”): (=008  .{18,21})(a{1,4})(.*$)

  • Replace: $1$2$3\n=302  \\\$billustrations

  • Build new field (replace existing field): =300  \\$a{300$a}$b{302$b} 

    • This will put a blank $b in the records that didn’t get $billustrations, so next:

      • Find (check “regular expressions”): (=300.{5}a.*)(\$b$)

      • Replace: $1

• Edit the Reproduction statement in the 533 from "Also available as electronic reproduction." to "Electronic reproduction."

• Check the existing 799 field and remove any that aren't appropriate for the e-records

• Confirm that records have 033, 042, and 518(s)

• Confirm that records have 655  \7$aAuction catalogs.$2lcgft

• Once you are satisfied with the changes to the records, save the file and compile into .mrc

Open Sierra Data Exchange

• Select Load Records via a Locally Created Load Profile

• Get PC

• Find your .mrc file

• Upload as .lfts

• Prep

• Load P (Load EBOOK record)

• Check Use Review Files box

• Load

• Verify that what you think you loaded actually loaded correctly.

• Pull the records into a review file; copy the "Load: Overlaid records for..." file into an empty slot in Sierra Create Lists.

• Delete .errlog, .lfts and .lmarc files if everything went fine.

Final cleanup and administration

• File management

  • Archive linking files