Department: Technical Services

Procedure: Transferring OPAC Records to Summon

WEEKLY OR SEMI-MONTHLY UPLOADS

11/2019

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

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

Required Knowledge/Skills: Sierra

Equipment: Access to 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 Sierra Cataloging or Administration. Select Data Exchange.

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 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 next time.
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

4. Open Sierra Cataloging or Administration

a. Select Data Exchange.
b. Use the Select Process dropdown menu and choose: Output MARC records to another system using IFTS (out).

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 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. valparaiso-catalog-updates-year-month-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 previous output file name to check for errors. Except for the date, it should match the previous file 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 next one of the same type, so we know when we did it last

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

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.
c. Type in password. 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.

a. Name the file “MULTI. Deleted from Summon (date)”
b. Empty the original list

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

a. Sort the list by item record location (79) to investigate if any item records are still attached.
b. Sort the list by order record location (02) and remove any order records from the list.
c. Sort the list by check-in record location (40) and check to see if any check-in records are still attached.
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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