Procedure for Loading Gobi YBP-OCLC Plus Service Records
Department: Technical Services
Procedure: Loading Gobi/YBP-OCLC Plus Service Records
Process: Cataloging
2016 July 26
Revised 2019 October 29
Purpose: This procedure is used when new and Award (APPR) books arrive from YBP Library Services. You will be loading YBP-OCLC Plus records for printed monographs with DLC copy that come shelf ready.
Overview: Prior to receiving new books from YBP, you will receive the following notification e-mail from YPB Library Services: "New YBP catalog records for invoice number....... are available for retrieval". It is very important that you do not upload ANY records to Sierra until you have received the new books. When the new books arrive, files of YBP-OCLC Plus Service records will need to be retrieved from the OCLC subdirectory in the library's directory on the YPB ftp server. You will match the invoice date with the correct file. This procedure documents retrieving the file in Sierra Data Exchange, loading the Gobi/YBP-OCLC Plus Service records into Innopac using FTS, transferring the files to Sierra, converting the records to MARC, and loading them into the library catalog.
Required Knowledge/Skills: Knowledge of Sierra Data Exchange and retrieving YBP-OCLC Plus Service records through Gobi.
Equipment/Supplies: You will need a computer with the Sierra application.
a. Open the Sierra application.
b. In the upper right corner of the Sierra screen, you will find a 'Function' box. Click on the drop down arrow and scroll to 'Data Exchange' under the Cataloging tab.
c. In the 'Select Process' area, click on the drop-down arrow, find 'Load Gobi/Promptcat MARC RECORDS (gobi)'.
d. Click on it.
a. Click on the 'Get FTS' tab towards the top of the screen.
b. A 'Transfer Files' screen will appear.
c. Click on the Host drop-down arrow to find '192.190.16.27', then click on 'Connect'.
d. You will need to provide a login username and password. Contact Alison Downey, Stacy Fellers or Rachel Volk for that information if you do not know it.
e. After you have logged in, two screens will appear (Local & Remote) in the Transfer Files box.
f. In the Remote area, look for an OCLC folder then double click on it.
g. Highlight the file that matches the invoice date from the newly arrived Yankee books.
h. Transfer the file to our server by clicking on 'Get'
i. When it has finished transferring, you will see it highlighted in the 'Local' screen.
j. Close out of the 'Transfer Files' screen
k. In the Data Exchange Menu (the transferred file) '\[date\].mrc.gfts', should be in File 1.
a. Highlight File 1 then click on the 'Prep' tab.
b. You are now going to preprocess these records loaded via FTS by clicking on the 'Start' button. It will then show you the number of input and output records.
c. Click 'Close'.
d. Highlight File 1 again (.bin.gfts). Delete that file.
e. Sierra will ask you if you are sure you want to delete the following files. Click OK.
f. The .mrc.gmarc file now becomes File 1, highlight it.
g. Click on the 'Load' tab.
h. Before you convert the Marc file, click on 'Test'.
i. If there are any 'Input Records Rejected', let Alison Downy know, however, this rarely happens.
j. If there are no 'Input Records Rejected', click on 'Load'.
k. An 'Executing Command' box appears until it is finished loading the Gobi/Promptcat Marc Records.
l. Again, check to make sure there are no errors or records rejected.
m. Close
a. Once all the books have been loaded into the catalog and finished processing, remove the files from Data Exchange.
b. Click on the gmarc file in Data Exchange
c. Find the delete tab in the upper right corner and click on it.
d. A box will then appear verifying if you would like to delete the file.
e. Click OK.
f. Follow the same procedure for deleting the mrc.gfts file.