Load Monthly Records - MarcEdit Pre-import Updates for Monthly Records

Summary: 

MarcEdit Pre-import Updates to the GPO Monthly Records that are loaded into FOLIO using the Job Profile titled, CATMAN5 - GPO record overlay based on TMP - gdus/gdnm.

MarcEdit Monthly Record files that overlay Shipping List records

SUMMARY:

• GPO Monthly Record files are named MSTUMPxxxx, with the xxxx representing the year and the month.  The records in these files are supposed to overlay existing and brief shipping list records in FOLIO. There are edits made to the MarcEdit records before they are loaded. Before updating the records in one of these files, change the file name by adding ‘load’ to the end of the file name.  Example, MSTUMP2205_Load.mo.-year.mrk. Renaming the file preserves the original file received from Marcive, which is sometimes needed for a redo if needed.

Search FOLIO for a couple of the titles to verify that the file has not already been loaded into the catalog. Do not chance that the records have not already been loaded.

Below is an overview of the 4 edits made on each MarcEdit record:

1. Copy all 001’s which contain the prefix of ‘tmp’ to a 949 field.
2. Remove 003 field on tmp records.
3. Add 949 field containing the location code of ‘gdus’ to all records that have an 049 =  \\$fQEMY
4. Add 949 field containing the location code of ‘gdnm’ to all records that have an 049 =  \\$fQEMX

The Marc files listed in the screenshot below are the OCLC record files that Marcive uses to send each month to OCLC to set MSU holdings. The files contain abbreviated versions of the marc (MSTUM) records that we load locally from Marchive. DO not load these files, drag them into the matching year done file in the Percon drive.

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Ready to Update the Records in the MarcEdit file

• You should already have saved the file either on your desktop or in the Percon/marcive file adding "Load" and date to the end of the Marc file name. (ex. MSTUMP2205_Load.mo-day-year[2024].mrk.

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Select MARC Records by 001 fields and then add the 001 tmp # ($bOCLC#)

• Find your MSTUMP____ file.
  • Use the "mrk" MarcEdit file to find the records with an 001 fields, and then find the records that starts with a prefix of "tmp." The process pulls out the tmp records into a separate marc file. After the updates the separate records are placed back into the original file.
• In the MARC file, name beginning with MSTUMP,
  • Click File > drop to "Select records for edit."
• Change the "Display Field" box from $a245 to 001.
• Click Import File.
• Input "tmp" in the search box that is to the left of the file icon.
  • 
• Click the search icon with the magnifying glass. 

  • Result will be a list of 001 fields with a checkmark on fields that start with tmp. 

• Click "Export Selected" records button that produces a "mrk" marc file of tmp records.
• You will receive a pop-up box stating "Selected Records have been extracted."
• Click OK to get past the pop-up box.
• See below for instructions on how to update the records.

  • • You are working from the file that only has the tmp records.

    • To check that you are in the file that only has records with tmp numbers:
      • Click Report < Field count. This verifies the records in the list are all tmp records.
      • Or click Edit > Find > Find what, type =001  tmp > click Find All.

• Next, see below instructions for creating a 949 field in the tmp records. 

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Edit the tmp marc records to create the 949 field with the tmp #s and location $fgdus (or $gdnm).

• To find how many QEMY (paper) and QEMX (fiche) records there are.
  • Edit > Find > =049 \\$fQEMX OR =049 \\$fQEMY
    • The 949 (entered below) will specify location \\$fgdus OR \\$fgdnm

Build New Field for Paper and Fiche

• Click TOOLs > drop down to "Build New Field."

• Fill out the Pattern box as shown below. ex. =949  \\$a{001}$f{049}

  • The 949 field requires 2 slashes (\\$atmp) even though the 001 marc field does not have slashes.

• Check-mark, "Add a new field if not present."

• Click the "Process" button." 

  • The Build New Fields process, uses the data containing the 001 and 049 field information =949  \\$a{001}$f{049}
• 
• Click OK on the MarcEdit.NET popup box (screenshot below).
• 
• Click "Cancel" to exit the "Build new fields."
  • Verify that the 949 fields does not have this error, $f\\$aQEMY or $f\\$fgdus
  • To fix click Edit > replace this 949 $f\\$aQEMY or $f\\$aQEMX with this $fgdus or this $gdnm.

• • • Marc 949 should look like this:
    • =949 \\$atmp974859293$fgdus (or $fgdnm for fiche)
      
      • 

• The 949 fields have been created, DO NOT save the file yet.
• Click "Cancel" to close the "Find and Replace" box.

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Delete the 003

• Now delete the 003 fields;  Tools > select "Add/Delete/Field"
• Insert 003 in the Field box > Click the "Delete Field" button in the right margin.
• 
• Click "Close" to exit the "Add/Delete" box.

• The final step for this process is to save the file.

• Click File > SAVE (NOT Save As…).
• 

• A pop-up message appears stating ‘Extracted data saved back to where your saved file can be found.

• When you click OK, you are taken out of the marc file.
• Note where your file is saved.
• 
• Find the mrk file again.
• To verify you are in the correct file.
  • Click Reports > Field Count. The original total record count, verifies you are in the original file.
  • To view all 001 tmp records:
    • Edit > Find > Find What: "tmp" > Find ALL.
  • Verify changes > select one of the tmp records > click jump to > verify changes.

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Prepare MARC Records - Ready to Select and Edit records that do not have tmp numbers

• Create a separate file to insert the 949 $f locations into the records that will not overlay shipping list records.
• File > Select records to edit >Change Display Field from $a245 to 001 > Click Import File
• 
• In the search box with the magnify glass Insert "tmp"  > Click the magnify glass to complete search.
• Next Click "Invert Selection" This selects only 001's with an oclc #, deselecting the tmp records.
• Click to "Export Selected records."

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Add 949 paper(gdus) and fiche(gdnm) location codes to all the records that have an =049 \\$aQEMY or \\$aQEMX except records with tmp numbers.

• Working in the marc records in the MSTUMP______ file (screenshot below).

• Click Tools > "Add/Delete" command.

• Input fields as shown below in the Add/Delete Field Utility box:
  • Field: 949
  • Field Data, insert: \\$fgdus
  • Check mark "Add field if Present/NOT present."
    • Leave "Match case" checked.
  • Find What: =049  \\$aQEMY (2 spaces between 049 & \\)
  • Click Add Field > answer OK to popup. Also, the 049 has a $aQEMY, the $f is for the location code.
    
    • (This process adds the 949 filed, matching the code in the 049  \\$aQEMY to the FOLIO location code that is placed in the 949 field (gdus or gdnm).
    • In the "Find What" box enter: 949 $fgdus or $fgdnm for holdings location. The Job Profile will not add the holdings records without $f before the location.)

• 

• Repeat steps to add another 949 field to the $aQEMX fiche locations ($fgdnm).

• QEMX Steps: > Add =949 > field DATA: $fgdnm > find What: =049  \\$aQEMX >
  

• Check mark "Add Field if not Present/NOT Present"
• Click on Add Field.
• 
• X out of the "Add/Delete Field Utility" box.
• 949 should look as shown: =949 \\$atmp97328671$fQEMY
• Click File > Save the MarcEditor file after these changes are made! (Do not click Save as)
  • This compiles the file back into the original file that also has tmp records creating a complete marc file.

Last steps before running the file in Data Import.

• Find the Marc file.
• Check that the marc file has the 949 edits in the records (=949 \\$atmp97328671$fQEMY )
• Compile the mrk file to create the mrc file  > File > drop-down to Compile Records for Edit.
  • Or click on compile icon 
• Find this mrk file then change file type to mrc. The mrc is the file used to run against the Job Profile.
• Save the files in the percon file. When the import is complete these files are placed in the done file.

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Ready to Run the FOLIO Job Profile

• FOLIO > Data Import > Drag and drop mrc file or choose file.
• Select Job Profile named "CATMAN5 - GPO record overlay based on TMP - gdus/gdnm."
• Click Actions > run > Click Run again from popup.
• After the file has run look at the FOLIO report on that job to look for errors.
• To find the instance records in FOLIO > filter by Instance Statistical Code = MLnonmatch - Monthly nonmatch > find Date Create > Apply.
  
• To get into a list click Actions >  Save Instance UUID's

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Search FOLIO to Create an Excel Spreadsheet used for Processing

• Search FOLIO for the records that have been loaded. 
  • Reset FOLIO if needed > Inventory > Statistical Code, select "CATMAN: MLnonmatch-Monthly list nonmatch
  • Date created: enter both from and to dates even if it's the same day>  click APPLY.
  • Click Actions> Save Instance UUID's (your file is placed in our downloads.
• Find the csv file in your Download file to run the file through Data Export
  
  • Example: CSV file name.
• Open Data Export
• Find the file or drag and drop the csv file into Data Export > Select JOB PROFILE named "CATMAN export entire SRS record."
  • Click Action > Instance > click Action and run.
• The file is processed into an mrc file.
• Open the mrc file and then "Execute" to get the mrk file.
  • Save the mrk file on your desktop.
• Open the saved mrk file.
• Compile the mrk file into an mrc file:
  • File > drop-down to "Compile Records for Edit" or click on compile icon 
• Save the mrc file to desktop > file name: MSTUMPxxxxLoad.[date]MonthlyFullBibs.mrc

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• Open MarcEdit app to Create an Excel file of the records Exported

  
  

  • Open MarcEdit > find Tools > Export > select "Export Tab Delimited Records."
    • 
  • Click on the file folder (see screenshot below) to set the File Path for the first file, which is the mrc file.
    • If the mrc file is not listed, change File name to ALL files.
    • Select the mrc file, usually found on your desktop or in the download files.

  • Copy the link in the first file path and then paste into the second file path.

  • Change the second file type from mrc to txt file type.

  •  After the files are linked in the file paths > change "Select field Delimiter" to comma > Click NEXT.

    • 
      

      
      

  • In the Export Tab Delimited Box
    
    • Fill in the marc fields you need in the Excel field. (See procedure "Export MARC fields into an Excel Spreadsheet) 
    • 
    • If you choose a different tab-delimited character, remember to choose the same character when opening the Excel file.

• The Excel file should contain 9 columns - fields that are added into the above Export Tab Delimited Records box.
  
  • 001 Instance HRID
  • 008 Date
  • 019 Alternate OCLC #
  • 035 oclc #s
  • Paper/FIche 049
  • Call # 099
  • Call # 086*   (The 086 fields are there in case the material are not found at the 099 call #.)
  • Title
  • 300 Description
  • Shipping List # 500 field
• When finished click "EXPORT"
• Before you click OK past this popup box, WRITE down file path to find where it is saved. My files are saved in the C drive > users > Last name> desktop.
• 
  

Bring up a new excel spreadsheet

• Open the file as normal in Excel. Match the tab delimited that you picked in MarcEdit.
• The Excel sheet includes multiple delimiter information that needs to be removed. To do that start from the HOME tab and then select the find/replace option.
  • Examples: Remove extra fixed field data leaving the dates in the 008 field: 840731d19131950dcu x m f0 a0eng c
    • Remove fields using the asterisk* symbol before or after a set of unique characters.
      • Asterisk before fields removes characters before the asterisk;
      • Asterisk after the unique characters removes characters after the asterisk. 
        
    • Highlight the entire column that needs updating.
    • In the 008 date field, remove information before the date / ‡d. Retain date one unless there are two dates in both dates one and two field.
      
    • Title field: remove everything after the: / ‡b and you may have to repeat for the
      
    • 500 note fields: retain only the Shipping list no.: [shipping list #].
  • Save the Excel file in the "gd" drive > find the folder named:

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