/
Transferring Full Database OPAC Records to Summon

Transferring Full Database OPAC Records to Summon

Oct 01, 2020

Department: Technical Services

Procedure: Transferring Full Database OPAC Records to Summon

Purpose: This procedure explains how to output our full database from Sierra to Summon.  Full database uploads should be done annually, preferably in July.  It takes Summon approximately 3 weeks to process the full database and it is ideal to have the catalog uploaded before classes start.

Overview: The full upload needs to be done periodically because it is easy to miss titles during the semi-monthly uploads.  The full database is not as complex because the full database is output, rather than a list.  We rely on ProQuest to refer to our mapping and load only what is supposed to be loaded.  It is important to notify Summon using the ProQuest Procedures indicating a full upload.

Required Knowledge/Skills: Sierra

Equipment: Access to Sierra, access to Serial Solutions/Summon Client Center

updated: 10/1/20 AD

 

Procedure in Sierra

  1.  Open Sierra and under Cataloging or Administration, select Data Exchange. 

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

  3. Once the menu is selected, you will see a list of files that were output most recently. Delete the file named valparaiso-catalog-full-[year]-[month]-[day].  This is the last full upload sent to Summon and you do not want to accidently resend this file.  We keep the file until we are ready to send the next one.

  4. Click on the Create icon on the top toolbar.  This opens the screen that allows you to create a file of records to be output.  The file you create will be on the server but exist outside of the database. 

  5. In the Output file box, type the name of the file as follows (using two numbers for month/day and four numbers for the year):  valparaiso-catalog-full-[yyyy]-[mm]-[dd].  Your file name should be the same as the one you deleted except for the date.  

    1. Click on the Start button on the bottom of the screen.

    2. Since we are outputting the entire database, this process will take a couple of hours to complete (however it can run in the background if an additional Sierra window is open).  On the screen, as it runs, you will see a list of all the deleted record numbers and delete date, this confirms that these bibs will not be in the file since they are no longer in the database.

    3. When the file is completed, the report will indicate the number of output records.  Write down the number of output records and check in the Sierra Admin Corner (telnet) under the menu path of M>I>F>S to compare the number in the database.  Unfortunately, if there are any errors you cannot see which files were affected.  If the of errors is high, try loading again or reach out to Innovative.

    4. Click on Close.

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

    1. Scroll down the dropdown menu associated with the host box and select ftp.summon.serialsolutions.com and click on Connect.

    2. Type in user name and password (this info is in the TechnicalServices folder on the S-drive).

    3. Click on the box on the bottom labeled "Rename files upon transfer".  This is important so Summon can receive the file.

    4. Highlight the file to be transferred (the full load).

    5. Do not select Secure transfer

    6. On the remote side of the screen, click on the full file folder

    7. Click on put and when the rename file screen pops up, change the extension from .out TO .mrc.

    8. It will take about four minutes for the file to transfer the file.

    9. Once the file has been transferred click Disconnect and then Close.

  7. Notify Summon that you have submitted a full database load.

Procedure in Summon Client Center/Serial Solutions

  1. Go to https://clientcenter.serialsolutions.com/

  2. Login with your personal Serials Solutions/ Summon login (your email address) and personal password.

  3. About half way down the page, click on Summon Admin Console.

  4. At the top of the page, click on Content Ingestion and  then New Full Load Notification

  5. In the Collection dropdown menu, select valparaiso-catalog as the source.

  6. Enter the number of files to be processed (from step 5(c) above).

  7. Add the name of the file (created in step 5 above).

  8. Click on Process Full load

  9. Sign out.