Monthly Authority File Updates

Summary: Each month, we receive updates to our authority files from Backstage. This document outlines how to receive those updates and who works on the accompanying reports.

On the Monday preceding the 4^th Wednesday of the month:

1. 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 4^th Wednesday of the month:

1. Lisa, Dao & Kay receive an email from Backstage (Shannon Montes de Oca shannon@bslw.com) when the monthly authority file update files are ready.
2. Download the update files using the link in the email.
3. Unzip the files.
4. Delete files we don’t need: all the MESH authority records & blank reports (0 file size).
5. Using File Depot, send Dao the files to be loaded:
   
   1. Login to File Depot with your MSU NetID
   2. 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
   3. Logout when done sending the files.
   4. Dao will notify you when the files are loaded into Sierra.
6. Work on reports as follows:
   1. Authority Delete (Names) – Lark
   2. Authority Delete (Subjects) – Lark
   3. Authority Delete (Series) – Lisa
   4. Authority Delete (Titles) – Lisa
   5. Authority Change #1 – Mark
   6. Authority Change #2 (if present) – Mark, with Lisa’s help
      1. If there is an Authority Change #2, Lisa will help
   7. Near Match #1 – Lark
   8. Near Match #2 - Lisa