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Department: Technical Services

Procedure: Transferring OPAC Records to Summon

WEEKLY OR SEMI-MONTHLY UPLOADS

12 October 201811/2019

Purpose: Summon needs to be periodically synced with Millennium Sierra by transferring new Millennium Sierra records to Summon, and removing from Summon records that we have coded to deleted from MillenniumSierra. This procedure explains how to output our records from Millennium Sierra to Summon.

Overview: The basic steps are to: 1) make a list in Millennium Sierra of newly added Millennium Sierra records and records that have been coded for deletion from Millennium Sierra 2) review the list 3) output the list to a file and 4) transfer the file to Summon.

Required Knowledge/Skills: Millennium Sierra

Equipment: Access to Millennium

Procedure for Semi-Monthly Update to Summon

Sierra

1. Effective 4 August 2015, all new withdrawals are coded d and the records retained in the database until after the Summon upload.
2. Open Millennium Sierra Cataloging or Administration. Select Data Exchange.

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a. Use the Select Process dropdown menu and choose: “Output MARC records to another system using IFTS (out)”. b. Once the menu is selected, you will see a list of files that were output most recently. Look at the date of the last file named “valparaiso-catalog-updates” to determine the date to use to make a list for the next output.

3. Open Millennium Sierra Create Lists in either Cataloging or Administrative module.

a.

Choose

an

empty

list

with

a

capacity

of

5,000

or

10,000

records

b.

Make

a

bib

list

of

all

the

records

created

on

or

after

(>=

greater

than

or

equal

to)

the

last

update.

The

search

strategy

saved

for

this

purpose

is

named

MULTI

Summon

updates=New.

Edit

the

search

with

the

date

of

the

load

minus

one

day

and

save

it

as

the

search

strategy

for

c.

Name

the

list

“Multi.

Summon

output

\[year\]\[month\]\[day\]”. Do not enter a range; just search the entire database. d. Sort the list by Bcode3, and then by title. Remove from the list any records with Bcode3=n. These are records retained for internal library use, so we do not send them to Summon. e. Look for uncataloged reserve files or personal copies of reserve books and remove them from the list, especially at the beginning of a semester. There are several ways to do this. One way is to browse the list looking for titles such as “Assignment 02”. Another way is to sort by cat date, then title, then look through all the uncataloged titles for “mat type=p”. (Note: we do send bibliographic records for books on order for Summon. These will also have a blank cat date. f. Append the list with all records with Bcode3=d or Bcode3=w and an updated date on or after (>= greater than or equal to) the last update. The list saved for this purpose is named “MULTI Summon update=Deletes”. Edit the search with the date of the load minus one day and save it as the search strategy for the next time. (Alternatively, do not limit the search by date. Just send all deleted records to Summon every time). Do not enter a search range; just search the entire database. g. Dedupe the list. h. Sort the list by Bcode3, then bib record location, then title to find problem records. i. Sort by Bcode3, then item location, then title to find items coded for deletion with item records still attached. These need to be removed from the list and fixed in time for the next upload.

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...

year-month-day. Do not enter a range; just search the entire database.
d. Sort the list by Bcode3, and then by title. Remove from the list any records with Bcode3=n. These are records retained for internal library use, so we do not send them to Summon.
e. Look for uncataloged reserve files or personal copies of reserve books and remove them from the list, especially at the beginning of a semester. There are several ways to do this. One way is to browse the list looking for titles such as “Assignment 02”. Another way is to sort by cat date, then title, then look through all the uncataloged titles for “mat type=p”. (Note: we do send bibliographic records for books on order for Summon. These will also have a blank cat date.
f. Append the list with all records with Bcode3=d or Bcode3=w and an updated date on or after (>= greater than or equal to) the last update. The list saved for this purpose is named “MULTI Summon update=Deletes”. Edit the search with the date of the load minus one day and save it as the search strategy for the next time. (Alternatively, do not limit the search by date. Just send all deleted records to Summon every time). Do not enter a search range; just search the entire database.
g. Dedupe the list.
h. Sort the list by Bcode3, then bib record location, then title to find problem records.
i. Sort by Bcode3, then item location, then title to find items coded for deletion with item records still attached. These need to be removed from the list and fixed in time for the next upload

4. Open Sierra Cataloging or Administration

...

5. Click on the “Create” icon at the top. This opens the screen that allows you to create a file of records to be output. The file you create will be on the Millennium Sierra server but exist outside of the database.

a.

In

the

Output

File

box,

type

the

name

of

the

file

as

follows

for

the

list

of

new

and

newly

deleted

records:

i.

i. valparaiso-catalog-updates-

\[

year

\]

-

\[

month

\]-\[day\] ii. For month and day, use

-day
ii. For month and day, use two-digit

numbers

b.

Change

the

drop

down

menu

on

the

left

from

“Range”

to

“Review”.

Search

for

the

list

of

records

that

you

just

created.

c.

Click

on

the

“Start”

at

the

bottom

of

the

screen

d.

When

the

file

is

created,

the

report

will

tell

you

the

number

of

output

records.

The

number

should

correspond

to

the

number

of

bibliographic

records

in

your

list.

e.

Click

on

the

“Close”

icon

at

the

top

of

the

screen.

f.

Compare

your

file

name

to

the

file

name

to

check

for

errors.

Except

for

the

date,

it

should

match

the

name,

and

the

date

should

be

formatted

the

same

way.

If

an

error

is

spotted,

delete

the

file

you

just

made

and

do

it

over.

g.

Once

the

file

name

is

correct,

delete

the

old

file

named

“valparaiso-catalog-updates

\[

-year

\]

-

\[

month

\]

-

\[

day

\]

.out”,

so

you

do

not

resend

it

to

Summon

by

mistake.

Keep

the

file

indicated

as

“full”.

Our

practice

is

to

keep

every

file

we

output

until

we

output

the

of

the

same

type,

so

we

know

when

we

did

it

last

.

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6. On the next screen, highlight the file to be output and click on the icon “PUT FTS”.

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a. Scroll down the dropdown menu associated with the Host box and select ftp.summon.serialsolutions.com. Do not check the “Secure Transfer Box”. Click on Connect.
b. Type in the user name: valparaiso-catalog.
c. Type in password: UwhW9Ei2NQ. Located at S:\CCLS\TechnicalServices\Login Information
d. Highlight the file to transferred
e. Click on the box at the bottom: “Rename files upon transfer”
f. On the Remote side of the screen, double click on the updates file. This is very important as otherwise the Summon side will not be able to retrieve this file as an update.
g. Click on “Put”.
h. When the “Rename” dialog box appears, change the name of the file extension on the remote side from .out to .mrc
i. Once the file has been transferred, click on “Disconnect”; then close.

7. Check Summon in a week to see if the new records are there and the deleted records are gone. Do not check every record; just check one or two additions and one or two deletions.
8. If all the records are as they should be, make a subset of the list of just the records with Bcode d OR w.

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a.

Name

the

file

“MULTI.

Deleted

from

Summon

\[date\]”

(date)”
b.

Empty

the

original

list

9. Go to the subset list of records coded d.

a

. As an extra precaution, output the OCLC number to OCLC to remove holdings. i

.

Sort

the

list

by

item

record

location

(79)

to

investigate

if

any

item

records

are

still

attached.

ii

b.

Sort

the

list

by

order

record

location

(02)

and

remove

any

order

records

from

the

list.

iii

c.

Sort

the

list

by

check-in

record

location

(40)

and

check

to

see

if

any

check-in

records

are

still

attached.

b. Export finished list, click apply saved export i. Find the saved export “CLR- Batch Delete OCLC” (#28) ii. Save file to desktop iii. Select “Ok” iv. Open Connexion, and click on “Batch” v. Select “Holdings by OCLC #”, click “Browse” and locate the file that was saved on the desktop vi. Click “import” and select yes on the dialog box “Do you want to delete the original file” (this only deletes exported file on desktop” vii. Select “Delete Holdings” and press “Ok” c. Delete the records from Millennium using the list. i. Under “Cataloging” module, choose “Delete Records” ii. Change box to “Review” and select the list “MULTI. Deleted from Summon \[Date\]” iii. Click “Start” and choose the option “Delete the listed bib record only” iv. Click “Delete” and “Yes” on the two following dialog boxes confirming the records can be

d. As an extra precaution, export finished list to remove holdings in OCLC in case they have not been removed.
i. Find the saved export “CLR- Batch Delete OCLC” (#28)
ii. Save file to desktop
iii. Select “Ok”
iv. Open Connexion, and click on “Batch” v. Select “Holdings by OCLC #”, click “Browse” and locate the file that was saved on the desktop
vi. Click “import” and select yes on the dialog box “Do you want to delete the original file” (this only deletes exported file on desktop” vii. Select “Delete Holdings” and press “Ok”
e. Delete the records from Sierra using the list. i. Under “Cataloging” module, choose “Delete Records” ii. Change box to “Review” and select the list “MULTI. Deleted from Summon \[Date\]” iii. Click “Start” and choose the option “Delete the listed bib record only” iv. Click “Delete” and “Yes” on the two following dialog boxes confirming the records can be deleted.

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