Deacidification process

Summary: The procedure details steps to be taken to prepare library materials for a deacidification process and to track those materials that are currently in the process. 

Description of Deacidification Process

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List Preparation (Do this process before updating the Preservation Note)

• Send an email to Kati Shedd (or Becky Turnwald or Erin) in Circ and ask for the “CSV export of open loans” file that corresponds with the patron number that you should have received from Eric Alstrom. This is the patron number that Eric used for checking out the books for deacidification.
• The file received from Circ is an Excel spreadsheet (not csv file) with several columns (see example below). Open the spreadsheet and perform the following task:

  • Check the barcodes in column D (Barcode) to ensure that valid barcodes are present.  If there are invalid barcodes (e.g., they all read as 31293000000000), contact Circ about invalid barcodes to ask them to resend the file.

• Spreadsheet from Circ example:

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Once you have a spreadsheet showing the correct barcodes, perform the following tasks

• Save the file using the file format extension .xlsx in a folder of your own choosing, usually desktop. Saving the file with this extension helps to ensure that the barcodes numbers retain the numbering format. 
  • Save file on your Desktop as an Excel file.
  • Name file: Deacidification Barcode Numbers.[date].xlsx
• Also, save the Excel file as a CSV file.
• CSV (Comma Delimited) (*.csv).
• 
• Once saved in the Excel file, check the Barcodes column again to make sure the numbers are displaying correctly.
• Next, remove columns, leaving only the following columns: Barcode, Call number, Copy number, Contributor names, Item title, and Updated date (see example below)
• IMPORTANT: As a final step, sort the ‘Updated date’ column from AtoZ, but be sure to EXPAND the sort. This sorts the time stamps and puts the rows/books in the same order they were checked out.  This also matches the order that Bindery Prep packages the books into the boxes.
• Save the file again.
  • 
• Notify Group Leader to update the date in the Preservation note in the Job Profile.

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Bring up MarcEdit

• Click on TOOLS > find Delimited Text Translator
• 
• MarcEdit Delimited Text Translator Popup box appears.
• Source File > click on the FILE icon > (screenshot below)
  • 
• On the Source File click to open folder> On your DESKTOP > Change file type to All files.
• Find the csv file saved on your desktop > Click Open
• Back to MarcEdit Delimited Text Translator box.
• On the Output File click to open folder , or copy the csv file name > paste into Output file > change file type to .mrk
• Change Tab Delimiter to Comma > Click Import
• If an error box occurs, click yes to go past the error.

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Start the Data Snapshot

• MarcEdit - Delimited Text Translator > Configure Data.

• Find Settings > Select box > drop-down to pick the first column Field 0 >  Map to: type 949$w

• Click Add Argument (The Argument is displayed in the Arguments box now)

• All the columns in the mark file come up in the Data Snapshot box.

• When the file is processed, you may have to remove the header and barcode on the first record. 

• Click FINISH

  • 

• Click OK on the MarcEdit Delimited Text … box that pops-up. Note the file location.
• 
• Find your mrk file > Title: Deacidification Barcodes.020923.mrk
• Remove the first line if the first record has header information and there is no barcode number.
• 

• Compile mrk file type into an mrc file:  MarcEdit > File  > Select Compile File into MARC (Or click on the Compile Records icon   > SAVE on desktop.

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Run the Job Profile in FOLIO Production

• The Deacidification note is held in the Job Profile, check that the date in the note has been updated before running the Job Profile.

• FOLIO > Select Data Import > CLICK to choose a file or drag and drop file (the mrc file on your DESKTOP).

• Select the Job Profile name: CATMAN7 – Adding Preservation note about the Deacidification process >

• ACTIONS select RUN

• Wait for file to run > View the report to make sure there are no errors:

• The report should show that the total number of barcodes matches the total number of updates.

• To exit the report, click X

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Send the Excel file to Erik after the Updated Date column is removed.

• Open the excel.
• Remove all columns except these 5 columns: Barcode/Call number/Copy #/Contributor/Item title, and the updated date.
  
  • Eric now wants the updated date column included > Click to save Excel file.
• 
• Send a copy of the Excel list to Bind Prep in an email to Erik Alstrom for them to use as a packing slip.

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Turfgrass Lists

• Turfgrass needs to have a list of all their titles, or any title that is classed in the SB 433's, that have been sent for deacidification. To create this list, find an empty file and do the following:

1. Select the empty file and then click on the [Search Records] box.
2. Name the review file "DEACID Turf items."
3. Leave Store Record type as BIBLIOGRAPHIC b.
4. Change RANGE to REVIEW.
5. Scroll down to find the Bindery Prep review file that you just created, "DEACID. ITEMS 00/00/00.initial." Click on the [Search] button.
6. Click on the [Retrieve Saved Query] button at the bottom of the page. Select the "DEACID Turf items" list from the saved queries and click on the [Select] button. (You can easily find the "DEACID Turf items" list by clicking on the "Query Name" box in the center of the page. This will put all the saved queries into alphabetic order by title.)
7. If your saved query is not there, follow #8-23 to set them up again. You may now skip down to #24.
8. In the Review File Name: box, type in your name for the file (Ex.: TURF DEACID. ITEMS 00/00/00.ljk).
9. In the Store Record Type: box, select ITEM from the drop down menu.
10. In the Range box, select REVIEW from the drop down menu. This enables you to see the list for Review file in the drop down menu to the right. To locate the DEACID ITEMS file in this list, click on the drop down menu to see all the lists, type a letter "d" until you see your DEACID ITEMS file highlighted. The name will then appear in the Review file: box.
11. Place your cursor in the box in the TYPE column. Type the letter "i" [Enter] to select ITEM.
12. Your cursor should now be in the FIELD column. Type the number "79" [Enter] to select LOCATION.
13. In the CONDITION column, type the "^" sign (starts with) and press ENTER.
14. In the VALUE A column, type "tf" [Enter]. This will find all the Turfgrass items including the Beard Collection.
15. Click on the [Append Line] box (or use Alt-A). Box is located to the right of the big white box that lists the commands in your search.
16. Place your cursor in the OPERATOR box where it says "AND" on your new command you are entering. Type "o" [Enter] to change it to an OR.
17. In the TYPE column, type "i" [Enter] to select ITEM.
18. In the FIELD column, type "c" [Enter] to select CALL #.
19. In the CONDITION column, type "h" [Enter} to select HAS.
20. In the VALUE A column, type "SB433" [Enter].
21. Repeat #'s 12-16 and then type "SB 433" [Enter] in the VALUE A column.
22. Repeat #'s 12-17 again, using "b" [Enter] in the TYPE column.
23. Repeat #'s 12-16, using "b"[Enter] in the TYPE column, then type "SB 433" [Enter] in the VALUE A column.
24. Click on the [Search] box to start your search. The Search box will appear, just click [Yes].
25. If your query finds no records, with the empty list selected, click on the [Empty] icon at the top of your screen.

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• Sort records

1. Select the TURF DEACID Items list.
2. Click on the [Sort Records] button above the Create Lists index.
3. Click on the [Apply Saved Sort] button at the bottom of the box. Select the "Deacid items call no. sort" from the SORT NAME list and click on the [Select] button. Then click on the [Sort] button. If your sort parameters are not there, follow #4-7 to set them up again. You may now skip down to List Records.
4. In the TYPE column, type "i" [Enter] for Item type. Your cursor should appear in the FIELD column, type "c" for call number from the item record.
5. Click on the APPEND button (or use Alt-a) to add another parameter to your list.
6. Type "b" [Enter] for bibliographic type, then "c" [Enter] for call number from the bibliographic record.
7. Click on the [Sort] button at the bottom to sort your file.

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• List records

1. Select the TURF DEACID ITEMS list.
2. Click on the [List Records] button above the Create Lists index.
3. Click on the [Apply Saved List] button at the bottom of the box. Select the "Deacid items list" from the List ITEM Information list and click on the [Select] button. Then click on the "Deacid items list" in the List Name column. If your list parameters are not there, follow #4-10 to set them up again. You may now skip down to #11 to list your file.
4. In the TYPE column, type "i" [Enter] for Item type. Your cursor should appear in the FIELD column, type "b" [Enter] for the barcode of the item.
5. Click on the APPEND button (or use Alt-a) to add another parameter to your list. Continue to APPEND as needed after further commands.
6. Type "b" [Enter], and "t" [Enter] for the bibliographic title information.
7. Type "i" [Enter], and "c" [Enter] for the item record call number.
8. Type "b" [Enter], and "c" [Enter] for the bibliographic record call number.
9. Type "i" [Enter], and "v" [Enter] for the volume information.
10. Type "i" [Enter], and "58" [Enter] for copy number information.
11. Click on the [OK] button to list your file.
12. You'll be prompted to Select your printer. Choose the E-mail Printer option, type in your email address in the next box and click [OK].
13. Locate the FTP email in your Inbox, make any necessary edits and then forward on to Turfgrass.

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• Insert Item Note in Rapid Updating

1. Enter the Rapid Update mode in Sierra.
2. In the "Stored Record Type" drop down menu, type "i" [Enter] to choose item records to update.
3. "Review" should already be selected in the drop down box in upper left corner. If not, select "Review" from the drop down menu.
4. In the "Review file:" drop down menu, type "d" until you find your DEACID ITEMS file.
5. In the TYPE box scroll down to item or type "i" for item record.
6. In the FIELD box (white box in center of screen), type "p" [Enter] to select the PRESERVATION field.
7. In the VALUE box, type your preservation note (Ex.: Deacidified-2010/10-Bookkeeper).
8. Click on the START button in the upper right corner.
9. The file should begin rapid updating at this point and you will see the the processing in the "History" area at the bottom of your screen.
10. You may close out of the rapid update feature and return to Cataloging mode.

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