Summary: Each month, we receive the Metadata Management Unit receives updates to our the authority files from Backstage. This document outlines how to receive those updates and who works on the accompanying reports.
On the Monday preceding the 4th Wednesday of the month:
- Lark sends Lisa R. her spreadsheet of authority file changes (adds/deletes). Lisa combines this with her changes and emails the combined data to Backstage (Shannon Montes de Oca shannon@bslw.com)
On the Thursday after the 4th Wednesday of the month:
Lisa, Dao & Kay receive an email from Backstage (Shannon Montes de Oca shannon@bslw.com) when the monthly authority file update files are ready.Download the update files using the link in the email.Unzip the files.Delete files we don’t need: all the MESH authority records & blank reports (0 file size).Using File Depot, send Dao the files to be loaded:
- Login to File Depot with your MSU NetID
- Send the following files (if present): GENRE.CHG.MRC, GENRE.NEW.MRC, LC.NAME.CHG.MRC, LC.NAME.NEW.MRC, LC.SUBJ.CHG.MRC, LCSUBJ.NEW.MRC
- Logout when done sending the files.
- Dao will notify you when the files are loaded into Sierra.
Work on reports as follows:Authority Delete (Names) – LarkAuthority Delete (Subjects) – LarkAuthority Delete (Series) – LisaAuthority Delete (Titles) – LisaAuthority Change #1 – MarkAuthority Change #2 (if present) – Mark, with Lisa’s help- If there is an Authority Change #2, Lisa will help
Near Match #1 – LarkNear Match #2 - Lisa.
Receiving and processing authority records
- The Authorities Librarian receives an email from Backstage on the Thursday of the week following the 3rd Wednesday of the month with a notification that MSUL's monthly authority updates are complete. These files are delivered via FTP. To retrieve them, navigate to Backstage's Outbox by entering ftp.bslw.com in the address bar of a file manager, open the "out" folder, and copy the latest zip file. For example, the February 2023 file is named "EEM2302N.zip."
- Upzip the file. All FAST MARC files and "formerly" spreadsheets are unneeded and can be deleted.
- Combine all LC authority MARC files into one file in MarcEdit. Deduplicate the file using the 001 field and delete any FAST headings.
- Load the MARC file into FOLIO using Data Import and the AUTH2 job profile. Generally, Data Import can only handle approximately 5,000 records per load so it may be necessary to split the MARC file into multiple files using MarcEdit.
- Check the non-LC authority files to make sure that the control number in the 001 is duplicated in the 010 field. If it is not, use MarcEdit to copy the 001 to the 010.
- To add an 010:
- Click the "Tools" menu and select "Build new field."
- Enter the following text: =010 \\$a{001}
- Check the box to "Add a new field if not present."
- Click "Process."
- When all the non-LC files have 010 fields, combine them into a single MARC file and load into FOLIO using Data Import and the AUTH2 job profile.
- If any records in either set fail to load and is marked as "discarded" in the Data Import log, it is likely that duplicate authority records exist. If that is the case, delete both records and load the "discarded" record separately as a new record.
Reports and statistics
- Once the authority records are loaded, work can begin on the following reports:
- R02_C1XX: Authority add report (NAMES)
- R04: Names, Subjects, Titles, & Series Delete Reports
- R03_C1XX: Authority Change Report
- Record the total number of authority records loaded in the "Authority Statistics" spreadsheet on the "Monthly Auths" tab. (Contact the Authorities Librarian if access to this spreadsheet is needed.)