American University Library
E-Resources Batch Loads
Most e-resources are now handled outside of the Resource Description unit with CZ portfolios
Some electronic collections, mostly streaming media, have poor quality or missing CZ records, so we’re loading MARC records for these. Record load schedule and update tracking is based on a spreadsheet: \\fs9\shared\library\AU Technical Services Department\Cataloging Services Unit\Serials & E-Resources Cataloging\MARC batch files\E-Resource record loads and updates.xlsx
The following are the collections we load MARC records for as of 6/19/2019 (check tracking spreadsheet for latest list):
Download MARC records from the source listed in the tracking spreadsheet, and place on the I: drive here: \\fs9\shared\library\AU Technical Services Department\Cataloging Services Unit\Serials & E-Resources Cataloging\MARC batch files
Before starting, ensure that RDA helper settings are correct and that you have the necessary task list for the collection.
In MarcEditor, choose File>Open, change the file type from “MARC Text File (*.mrk)” to “MARC Files (*.mrc)”, and select the downloaded file
Run Tools>Linked Data Tools>Build Linked Records to add linked data URIs. (This may take a while for larger record sets.)
Run Tools>Assigned Tasks>Currently Available Tasks>[task list for the collection]. The task list completes several automated steps including running the RDA helper tool and changing 856 URLs for the resource from $u to $x so that only the proxy-included portfolio link is shown in Primo.
Save the file by choosing File>Compile File into MARC. Save as the original file name with “READY” appended to the end of the filename.
Choose Resources>Import and run the import job for the collection being imported.
Click Select File, choose the “READY” MARC record file, click “Add,” then “Submit".
On the Monitor and View Imports page, click “Refresh” to check on the import progress.
Once the import is complete, select “Report” and review to ensure no records were skipped or merged incorrectly. If there are bibliographic record matches shown in the report, review these to delete any old duplicate records as needed.
Update the “Late update” and “Last checked” dates to reflect the most recent import.
Move the downloaded/imported MARC files into the Done subfolder for the collection.
A task list needed for each collection type, and may have to include some or all of the following:
Portfolios should be placed within electronic collections. CZ collections can be used, even if bibliographic records for the portfolios are being imported instead of using the CZ portfolios. Otherwise, a local electronic collection can be used. In either case, a local service needs to be created before importing records to the collection.
Edit the electronic collection. Under the Additional tab, click Add Local Service. Service type is “Full Text,” Proxy enabled is “Yes,” and Proxy selected is “Default ( currently: Proxy )."
Separate import profile needed for each collection. Most settings are the same across all collections, but the Electronic Collection in the Inventory Information section needs to be set for the specific collection.
There are two methods to batch delete batch loaded e-resource records.
This works only for MARC records with LDR position 5 (record status) set to “d” (deleted). Import profile must have “Allow bibliographic record deletion” option checked.
Add notes with expiration date to portfolios in these collections:
Notes should be placed in the "Public note" and "Internal description" fields and formatted:
AU has access to this video until 8/31/2021.
Internal description (YYYY-MM-DD):
For titles licensed in perpetuity, in the General tab set "Access type" to "Perpetual" and include an internal description of: