Procedure for Authority Files from Marcive

a.Use an empty list with room for 5,000 records.
b.Use the Sierra search that is saved for this purpose called "Authority Express--Do not delete." (#100667). A copy of the search is attached to this
procedure as Appendix B.
c.The naming convention for the list is AE year-mo-day.

a. Use the query saved for this purpose called “Authority work analysis.” You will need to edit the query to make sure it runs against the correct list.
The query is run on field statistics with multi fields split.
b. Look for any bibliographic level location code other than "law" or "main", for material type codes that are "-", "bad codes", or unusual codes,
e.g. "a" (archival), or for bib level codes that are not “s” or “m”. Note how many records have erroneous codes of each type.
c. Go back to Create Lists to sort the list by the code with the errors. (#104037) Find the erroneous records, which should sort to a findable location.
d. Fix the erroneous records.
e. Repeat for each code if necessary.
f. Sort the list by title and de-dup it before going on to the next step.

a. Open Data Exchange in Sierra Cataloging.
b. Use the drop down menu in the center of the screen to select Output MARC records to another system using FTS.
c. Highlight any old authority work files and click on Delete.
d. Click on Create. Type the file name in the box. File name convention is VALUMMDD
e. Select Review from the drop down menu on the left. Find the list you created above.
f. Click on Start. After the file is created, click on Close.
g. Highlight the file to be transferred. Click on Put PC.
h. Marcive requires files be sent via https (link on s-drive>techservices>login information) 
i. Email processing@marcive.com to inform that a new file has been uploaded

a.Clear the headings report as done on a weekly basis. See separate procedure.

a. In Sierra cataloging, go to click on the Admin drop down menu and click on Settings
b. Click on the Record template tab. Click on ltibib to see the template.

a. Search on Acode1=m, l, or e. Begin searching for the records at .a1111939x.
b. Keep a printout of the full authority records in your notebook.

a. The transaction file should continue to rise and fall throughout the load. It may go as high as 65 records before it goes down.
b. If it continues to rise and doesn't go down, stop the load and call Innovative (1-800-444-2344) for immediate assistance. Ask for the Help Desk.
Our site code is VALP. Tell them "Control is down."
c. You must also watch how fullness of the transaction file. If the file gets about 85% full, call the CLR Circulation Manager-on-duty (x5366) or
Alison Downey (x6183) to run an extra daily backup and clear the bib temp file.

a. If the load is going to be large, it is best to do it after 5 p.m.
b. Open Data Exchange in Sierra Cataloging.
c. Use the drop down menu in the center of the screen to select Load AUTHORITIZED BIB records from LTI (LTI was previous authority provider and template remains the same).
d. Highlight any old files and click on Delete.
e. Click on Get PC.
f. Select the Desktop and find the bib file.
g. Highlight the file and click on GET. A timeline will appear that notes the progress of the transfer.
h. After the transfer is complete, compare the byte numbers to the numbers shown by Marcive.
i. Click on Close.

a. Highlight the file Click on Prep.
b. On the next screen, click on Start.
c. When the process is done, compare the number of MARC records. It should be the same as on your original list.
d. Click on Close.
e. Highlight the file with the .ofts extension and delete it.

a. Open Data Exchange in Sierra Cataloging.
b. Highlight the file to be loaded. Click on Load.
c. Do a test load by loading the entire file in test mode. Click on Test. Look at the test load error report for possible problems.
d. (Optional). If there are no problems from the test load, repeat the process and load 10 records. This time click on Load.
   i. To look at the 10 records, go back to Create lists.
   ii. Sort your original AE file by Bcode3. The authoritized records should have overlayed on the original records but the Bcode3 should now be “a.” These will sort to the end of the list.
   iii. Look at the last ten records in the list to make sure they were all updated today; that the Bcode3=a, and that the records look complete.
e. If you skip step d, or there are no problems with the ten-record load, click on Load to load the rest of the file. It won’t hurt to reload the original ten if you did step d.
f. When the load is done, look for possible problems. Make that you loaded the correct number of records and that all records overlayed.

a. If the load is going to be large, it is best to do it after 5 p.m.
b. Open Data Exchange in Sierra Cataloging.
c. Repeat the step 9 and 10 with the Subject and Names file and using the related load profiles in Sierra. 

a. Highlight the file Click on Prep.
b. On the next screen, click on Start.
c. When the process is done, compare the number of MARC records. It should be the same as on your original list.
d. Click on Close.
e. Highlight the file with the .ofts (or .nfts) extension and delete it.

a. Open Data Exchange in Sierra Cataloging.
b. Highlight the file to be loaded. Click on Load.
c. Do a test load. Click on Test. Look at the test load error report for possible problems.
d. If there are no problems from the test load, repeat the process and load the records.
e. When the load is done, look for possible problems. Make that you loaded the correct number of records and that all records overlayed.

a. Go to Headings Reports mode in Sierra cataloging.
b. Create each report as you would for normal cataloging.
c. Click on Tools, then Create review file.
d. Choose the type of record you are saving, either bib records or authority records.
e. A screen will open showing all saved lists. Choose and empty list and click OK.
f. Repeat the above steps for every report needed. Note how many records you are saving for each report. This is important since it will help you find the lists later.
g. Go to Create lists. Fine the files you just created. The names will all begin “headrpt”.
h. Rename the lists using the following naming convention AEyear-mo-day Type of Report.