Load Monthly Online Government Document Records
Marcive monthly Online Government Document records are loaded into FOLIO using the CATMAN8 job profile. Duplicate the 086 into an 099 call number field. To create holdings and item records for both MSU and LM, the 949 field is first added with the proper delimiters and fields needed to add the MSU wbgov holdings and items. The Lib. of Michigan (7fdel) holdings and items are added on the second run through the job profile. Before running the job profile a second time, edit the marc file 949$b location from wbgov to 7fdel, and then delete the MSU $w worker stat field. In both cases, the records match to the OCLC number.
- 1 Update Marc records using MarcEdit
- 2 001 fields
- 3 MarcEdit - Add the 949 - Build New Field
- 4 Insert the Gov. Docs. 099 into the marc bib record.
- 5 Add Online to the end of the 099 call number
- 6 Government Document Marcive 856 URLs
- 7 HOW to edit MARC 856 fields in MarcEditor:
- 8 Final Check
- 9 Find the mrk file to "Compile File into MARC"
- 10 Ready to run the FOLIO Job Profile to add MSU holdings and items
- 11 Modify the MARC file to run the Job Profile a Second Time
- 12 Data Import to Load 7fdel holdings & Items
- 13 Use FOLIO Instance Filters to Find the new Records in FOLIO to Create an Excel list Records.
- 14 Compile File into Marc
- 15 Open MarcEdit app to Create an Excel file
- 16 Next Opens the “MarcEdit” app to export the file into an Excel Spreadsheet
- 17 Bring up a blank Excel spreadsheet
Update Marc records using MarcEdit
The original marc files that are loaded from WorldShare need to be saved under a different name in order to preserve the original file as a backup.
Original saved file: MO202502221.T1111236.new.GD.Electronic.mrc and mrk.
Find the original saved mrk file in the Percon drive > file name “marcive” then “Load” file.
Original mrk file, save again adding “Load” and load date to the original name. After selecting the save option, both the original file and the renamed file with load and load/date are retained.
Original File:
From this, compile file to mrc:
Save to this:
The newly created load file is utilized for updating and subsequently loading records into FOLIO.These are all saved in the same Percon drive.
Saved files names:
ex. Original file: MO202502221.T1111236.new.GD.Electronic.mo-day-year.mrk
ex. Load file: MO202502221.T1111236.Load_new.GD.Electronic.mo-day-year.mrk
ex. old file names, MSTUMP2205_Load.mo-day-year.mrk.
001 fields
If there are any 001 fields that end in a slash, remove the slash.
=001 ocm61745510\
Look at the =001 field for slashes in MarcEditor click Edit > Find >Find what box type: =001 > click Find.
Scroll through looking for a slash at the end of the OCLC #.
Click close to proceed if changes are needed or jump to the next heading.
Tools > Edit field data
Enter 001 in the field box > Find \ > Replace: [Leave blank] > click Process
OK to exit MarcEdit.Net box reporting how many modification were made.
MarcEdit - Add the 949 - Build New Field
Pull up the marc load file for new records.
Click TOOLs > drop down to "Build New Field”
Checkmark > "Add a new field if not present.”
Copy and paste to fill in the Pattern box to build the new field as shown below.
ex. =949 \\$fwbgov$mElectronic Resource$n1$qNon-Circulating$uAvailable$wcatgovdweb
Click the "Process" button.
Click file > save (do not click “save as”)
Click OK to close MarcEdit.Net popup box.
Click "Cancel" to exit the "Build new fields."
Save the mrk. file again. Do not exist the marc file yet.
Insert the Gov. Docs. 099 into the marc bib record.
Tools > Build a new field (add MSU's 099 to the records if there is no 099)
To create an 099 call # the 086 call number is copied into the 099 using this formula (=099 \\$a{099}$a{086}) placed in the Build a New Field.
Click Tool > drop down to “Build New Fields”
Copy this string: =099 \\$a{099}$a{086} > Paste into the Patterns box.
Verify that there are 2 spaces between the =099 and the \\$a.
Only one space between the =099 \\$a will cause an invalid entry.
If that happens, click Edit > Special undo. Then add the 099 call number again.
Check mark “Add a new field” if not present.”
Process. This places a duplicate 086 into the 099.
Click to Process.
Call numbers are often loaded with indicator errors.
To fix indicator errors: =099 \\$a$a0\$a
Click Tools > Edit Field Data > FIND copy/paste the error "$a$a0\$a" > Replace with “$a”.
Or FINE $a$a0\ > REPLACE > leave blank
Add Online to the end of the 099 call number
Open MarcEditor.
Go to TOOLS > Edit Subfield Data.
Field: Enter the call number tag 099 (e.g., 050-090)
Subfield: Enter letter “a”
Field Data: ^e (See screen shot below)
Replace With, type
Insert one space before typing “Online”
Click Replace Text.
Government Document Marcive 856 URLs
When records are loaded, if there are any duplicate $z or $3 indicators in the 856 field the loading process will create two (or more) duplicate 856 fields for each. Example, duplicates will be created when there is one $z with the “$zConnect to . . . “ note and another $z note that came in with the marc bib record.
The $zConnect to . . . “ note is not change, instead the extra delimeter $z public note is changed to delimeter $3 as long as there are no other $3’s.
When there are multiple $3’s in the 856 field, combine the notes into one $3 field. It's OK to have multiple sentences in one $3.
If not already in the url, add the “|zConnect to online resource - All users” note or replace the ezproxy or Open Athens link with the $zConnect to note. Leave the $3’s as they are in the 856 field. Examples:
Connect to online resource - All users$3Text$uhttp . . .
Connect to online resource - All users$3Archived issues$uhttp . . .
From: $zConnect to online resource - All users$zAvailable at FRASER$uhttps://purl
TO: $zConnect to online resource - All users$3Available at FRASER$uhttps://purl
Ezproxy or Open Athens should not be in gpo FOLIO records that have purl in the url. Ezproxy/Open Athens notes are replaced with the “Connect to . . .” note. Ex.
From: Field: 856 40$uhttp://ezproxy.msu.edu/login?url=$uhttps:
To: Field: 856 40$zConnect to online resource - All$u
HOW to edit MARC 856 fields in MarcEditor:
In MarcEdit click TOOLS > Edit field data >
Update accordingly (screenshot is below):
Change From: Field: 856 Find: $uhttp://ezproxy.msu.edu/login?url=$uhttps:
Change To: Field: 856 Find: $zConnect to online resource - All users$uhttps:
Click Process.
In the mrk file, click File > Save.
To view edits click > File > Find > =856 > Find All. Verify total number of =949 and =856 fields.
All 856 fields are listed. Actions column can be moved over to see all of the url.
Final Check
The above updates have only been made to the mrk file. The next step is to load the mrk changes into the mrc file. Also, Job Profiles only run on mrc files, so after the mrk file is updated and saved is when the mrk file you Compile File into MARC file, which is when the mrc records pick up the changes made to the mrk file. Lastly, after the mrc file is compiled it is ready to load records.
Double check that these four updated or did not need updating. Ex. Some files come with 099 fields, and some 856 fields already have the |zConnect to note):
Remove any slashes at the end of the oclc # fields.
949 fields are present;
099’s are created and online is added to the end of the call numbers. Not all files come with 099 call numbers.
The 856 fields are formatted without |zezproxy or Open Athens link, or already have the |zConnect to note.
Next, compile the file into MARC.
Back to to
Find the mrk file to "Compile File into MARC"
Job Profiles only run using mrc files, so the updated mrk file needs to update the mrc file.
From the Marc mrk file, click on the Funnel icon
or drop down from File > click “Compile File into MARC.”
The network file popup appears, but it defaults to displaying only the mrc files.
Change the “Save as type:” From mrc file type ; TO: mrk or “All Files (*.*)”
Find the updated mrk file in the list.
The mrk file name should be displayed in the “file name” box.
Change the “Save as type:” to the MARC-8 MARC File (*mrc) file type.
Save the mrc file: click File > Save (not save as).
Yes, to replace it. If the mrc file has been created, you need to replace the file to save the mrk updates.
(This saves the mrc file to match the updates made to the mrk file.)
Ready to run the FOLIO Job Profile to add MSU holdings and items
Data Import
FOLIO > Data Import > Drag and drop mrc file or choose file.
Select Job Profile, "CATMAN8 - Load new Marcive monthly online records - create holdings and item for MSU first and later LofM will be added,
Click Actions > run > Click Run again from popup.
After the file has run look at the load report for updated records instead of created, and then look at error records if there are errors.
Modify the MARC file to run the Job Profile a Second Time
Second run through the job profile adds the 7fdel holdings and item records.
Pull up the mrk file to make the final updates.
Click Tools > drop down to "Edit field data."
From: =949 \\$fwbgov$mElectronic Resource$n1$qNon-Circulating$uAvailable$wcatgovdweb
To: =949 \\$f7fdel$mElectronic Resource$n1$qNon-Circulating$uAvailable
Switch wbgov for 7fdel and remove the MSU $w worker stats.
Click "Process.
Click File and drop to save the file. Do NOT save as.
Close the Field Data box.
Next, after the edits to the marc fields are complete:
From the mrk file - click on the tunnel icon, or click file > drop down to select Compile File into MARC (mrc).
Find the mrk file (NOT the mrc file) > if the mrk files are not listed, change the “Save as type” to mrk or ALL files.
Next change File type to mrc > Save > Yes, save over changes. (this saves the mrk updated file over the mrc file)
Exit out of the marc file.
The next section you will need to be in FOLIO - Data Import to load the Lib. of Mich. (7fdel) holdings and items
Data Import to Load 7fdel holdings & Items
FOLIO > Data Import > Drag and drop mrc file or choose file.
Select the Job Profile named, "CATMAN8 - Load new Marcive monthly online records - create holdings and item records for both MSU and LM”
Click Actions > run > Click Run again from popup.
After the file has run look at the FOLIO report for errors.
Matching oclc records will overlay as an update and add the LofM holdings and item records will create new holdings and item records.
Use FOLIO Instance Filters to Find the new Records in FOLIO to Create an Excel list Records.
Find the “MarciveRecordLoadLogs” excel file to record the load date.
The Excel file is found in the “gd” drive, under file name “MarciveRecordLoadLogs”.
Enter the FOLIO load date.
Search FOLIO Instance tab.
Filter Instance > Effective location (item) = wbgov
Enter the Date Create (load date) > date required in both the From and To
Click Apply to pull up records by load date.
Results:
The total number of FOLIO records in the search should correspond close to the total records in the original OCLC downloaded file. Only new records will appear in this search, updated records will not be included in the list because they do not have the same create date.
Download the list of records > Click Action > Save Instance UUID's
Uploaded file in your Download files save as a csv file.
To create a mrc file, run the downloaded csv file through FOLIO, Data Export.
Switch to Data Export.
Find the csv file in the Download file
Top right corner of screen, click the drop-down arrow to find the csv file.
Or, file is also found in your download files.
Run the CSV file through Data Export
Drag and drop the csv file into Data Exports “Select a file . . . ” box.
Select JOB PROFILE, "CATMAN export entire SRS record."
In the popup box, select “Instance” > click “Run”
FOLIO Data Export has created an mrc (marc) file.
Double click to bring up the hyperlinked mrc file in Data Export;
OR click on the down arrow again to find the mrc records in the downloaded files.
The “Marc Tool” box opens.
The mrc file is not saved until after the mrk file is opened and saved.
Next,
Click "Execute"
Click “Edit Records” - This brings up the mrk file.
Check total record numbers in the marc file: Click Reports > Field count.
Save the mrk file: click File > drop to “Save as.”
SAVE in the network “gd” drive > MarcEdit MonthlyFULLBibFiles > click, NEW records file.
Name your file starting with the same file name that the original file was named when loaded from WorldShare.
Example: M200250725.T114306_Load_New.GovDocsElectronic_[loadDate].MonthlyOnline.ExcelFile.mrk.
Click YES to replace the file with updates if any were made. This step will not ask to replace the file if no updates were made.
Find the file if it closes.
Compile File into Marc
From the .mrk file, click the image of the funnel (Compile file icon). This compiles the mrk file into an mrc file that you save. Or, click File > drop to Compile file into MARC.
From the mrk file, click on the Funnel icon, or click file, from drop down click on “Compile File into Marc.” This process converts the mrk file into an mrc file that you will save.
The “Save file” pops up - file type defaults to display only mrc files.
Switch the file type to ALL file or mrk. (You need the mrk file to then update the mrc file.)
Change File type to mrk > Find the mrk file, clicking on the file name places the name in the “File name:” text box.
Save the mrc file using the same file name > Same name, different file type: M20250725_Load_[load date]_MonthlyOnlineFullBibs.ExcelFile.mrc
Next, change the “Save as type:” to mrc.
This change still holds the mrk updates to finally make those changes to the mrc file.
Change file types as follows: “Save as type”:
From mrk file type
TO: mrc or “All Files (*.*)”
Find the saved mrk file in the list of files - Found in the drive you saved it in.
Click on the mrk file name to display in the “file name” in the text box.
Next, in the “Save as type” change the mrk file type back to mrc file type.
Click File > Save (Not save as).
This creates the mrc file with the updates from the FOLIO csv download file ran through Data Export. The mrc file closes out retaining updates made to the mrk file
If replacing an existing mrc file answer Yes to replace the mrc file.
Replacing the mrc file with updates to the mrk file changes is also using the mrk file to replace the records in the mrc file to match updates made to the mrk file if there were updates, or if the downloaded csv file ran through Data Export.
NOTE: the next section creates the excel file using the mrc and txt file. This is the mrc file that Data Export used to pull the HRID #s into the 001 field.
Open MarcEdit app to Create an Excel file
MarcEdit > Tools > Export > "Export Tab Delimited Records."
Click on the first empty file folder (see image).
Set the first File Path to the mrc file,
If the mrc file is not listed, change “File name” to ALL files.
The mrc file is usually found in your “gd” drive, desktop, or download files.
Second file Path: copy the mrc url link in the first path, paste it 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 > find the "Select field Delimiter" box, insert a comma > Click NEXT.
If you choose a different tab-delimited character (other than comma), remember to choose the same character when opening the Excel file.
Click NEXT
Next Opens the “MarcEdit” app to export the file into an Excel Spreadsheet
Open MarcEdit > click File > Export > drop to Export Tab Delimited records box.
Popup box is called Export Tab Delimited.
In the “Field” empty box, type 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 is not found at the 099 call #.)
Title
300 Description
856 to get the GPO PURL for Online records.
When finished click "EXPORT"
Before clicking OK past this popup box, note the path to find where the file is saved.
Bring up a blank Excel spreadsheet
Open Excel to either find your file or drag and drop into a blank Excel file.
To find from Excel: Click File > Open > Browse > double click on the file.
Click OK: Convert the default Excel . . . "Remove leading zeros.
Click Data to find "Text to Column unless it automatically prompts the Text Import Wizard box.
Click "Delimited >Next
Match the tab delimited, usually a comma, that was picked in MarcEdit.
Format and clean up the excel file:
First, highlight first row number 1 > right click to make BOLD
Freeze row 1 heading: Click into VIEW > FreezePanes > Freeze Top Row.
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 the unique characters removes characters before the text in front of the asterisk; ex. “*1d”
Asterisk after the unique characters removes characters after past the text with the asterisk. ex. “doc *”