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Batch Uploading OAIs from Scholarworks into OCLC and Aleph
Once our dissertations and theses are OAI harvested from Digital Commons (BePress) via MarcEdit then run through MarcEdit's Task list before being uploaded to Connexion, the bib records are ready to be batch uploaded to OCLC then batch exported to Aleph.
To upload from Connexion to OCLC:
After importing the bib records file from MarcEdit (see OAI Harvesting Via MarcEdit ):
(For example purposes, we will use the Connexion file for February 2016 Dissertations which can be opened via CatalogingSearchLocalSaveFile → T:\\oclcapps\Connexion\Theses\2016_Feb_Dissertations.bib.db))
Highlight all records in the file and Validate (Edit → Validate or Shift+F5). This will generate a report of results. Note which records did not validate and make the necessary corrections. Re-validate as needed.
Highlight all records in the file and Update Holdings (Action → Holdings → Update Holdings or F8). OCLC record numbers will begin appearing in the file as each record is uploaded.
To export from Connexion to Aleph:
Go to Tools → Options and click on the Export tab. Highlight the Prompt for filename option then click on Apply then Close.
Open the Local Save file you want to export (2016_Feb_Dissertations - See path above)
Highlight records
Export (Action - Export or F5)
This will ask where to put the output file in your C: drive and what name to use. Make sure the filename is in all lower case - for example, feb2016diss. The file will be downloaded into your C: drive as a .dat file. (You will NOT be notified when the export is finished. Be careful not to Export more than once.)
Open MARCTools
Input the .dat file from your C: drive (feb2016diss.dat)and name the Output file with a .mb extension (feb2016diss.mb. Execute the MarcBreaker.
Click on Edit Records. Use Replace to change AUMM to AUMEDT.
Under MARCEditor –> File, click on Compile File into Marc. This will save as a .mrc (MARC) file.
Open Aleph, Cataloging function
Click on Task Manager then [F] Upload/Download files
Find where your saved .mrc file is on your C: drive (feb2016diss.mrc) and copy to the FCL01/Scratch file (from drop-down menu over left Remote Files column)by clicking on the left arrow button between columns
In the Aleph menu bar above, click on *_Services → Load Catalog Records
Click on Advanced Generic Vendor Records Loader (file_90)
Make sure the following rules are set:
Input File name (for this example, feb2016diss.mrc)
Default Holding - AUMEDT
Character Conversion - OCLC_UTF_TO_UTF
Fix Routine - UMFIX
Match Routine - OCLC
Merge Routine - OCLC
Update Database - Yes
Produce Loading Report - Yes
Report file name(for this example, feb2016_report)
Click on the Submit button at top right
Once the exporting is done, you can choose to “Print” a report - this will actually display in separate windows on your desktop. Each record exported will have a System control number which you can use to search for and check any exported record.
To Globally Remove the 856 Field from Bib Records:
Set the rules:
Input file name (feb2016diss.mrc.bib)
Output file name (feb2016.diss.mrc856)
Update Database - Yes
Line in Record → Tag → 856; first indicator - # second indicator - #
Delete field - Yes
Click on Submit button
You should now have your dissertation or theses bib records in OCLC as well as Aleph.
– Contact persons: Kay Dion or Lucy deGozzaldi
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