Once the extract is completed and sent off to OCLC, we should get an email notification from firstname.lastname@example.org, saying that the report is ready to be downloaded. Since that doesn't always happen, you can also check for it directly by logging into the WMS. See the next steps outlined below.
- Navigate to https://ncsu.share.worldcat.org/wms/cmnd/metadata/files/download.
- Download the exception log file (It will have "bibdetailexcpt.1.mrc.txt" in the title) and open it with a text editor, preferably Notepad++ for better formatting results.
- Note the date completed. You will need this date later.
- Delete everything before "Incoming OCLC Number"
- Save as a plain text file and then import that file into MS Access database found here: G:\A&D\BibLoads\OCLC\OCLC Batchload Errors\OCLC-BatchloadErrors as a new table. Be sure to check the box next to "First Row Contains Field Names"
- Edit the table so that "Local System Number" is the only column (OR only import that one column).
- Rename "Local System Number" to "Sirsi #s," and delete "u" from each field.
- Remove duplicate Sirsi #s by running a "SELECT DISTINCT *" query
- Save the results as a new table (by making the query a "Make Table" query)
- In the new table, add a field named "ReportDate" and populate it with date completed that you noted earlier in this format YYYYMMDD.
- Add a "Status" field.
- Append this table to the "OCLC Exception Log" table.
In Sirsi, search each title by catkey. If there is an 035 with an OCLC number in the Sirsi record, then search OCLC Connexion by that OCLC number. Review the resulting record to make sure it matches what we own. If the record lacks an OCLC number, search Connexion by title, ISBN, or ISSN, as appropriate. When an acceptable record is found, attach our holdings. Overlay the record in Sirsi IF appropriate, consulting the scenarios below. Write "done" in the status column in the database when completed. If cataloging is required, mark it as "Needs cataloging" (as when there are coding or heading issues) and send to the Monographs advanced technician for cataloging review. If it appears that a set of records all require the same kind of cataloging attention (as outlined in #14 below), mark with "Needs review" and notify Lisa, so that she can assess the situation and possibly forward to Monographs for a decision.
Things to watch out for (in many cases, the Call Number/Item tab will need to be reviewed):
1. As of 2013, ssj records are included in the extract, so if these show up in the OCLC exception log, first determine whether or not they are aggregator titles (see #7 below). If they are not aggregators, try to find an acceptable record in OCLC and attach our holdings. Add the 035 (OCoLC) to the record in Sirsi. Do not overlay SerSol ebook records
(you'll lose the link for electronic access) and do not edit the ssj flexkey. We want records from SerSol to continue to update. If you can't find a good record in OCLC, leave record as is and mark it "Done." (See also #7 below.)
Note that OCLC holdings are not removed when ssj records are deleted via automated SerSol loads. The practice of attaching our holdings to ssj records will be reviewed by the Cataloging Policy Group in 2015.
2. Ignore YBP records, unless they are PATRONOWN (See #12). They will have odd flexkeys. Just mark as "done."
3. If a stray ssib SERIAL record shows up in the log, there won't be a URL in the record when you check it in Sirsi, so it's useless. Check the title in SerSol to see if there is a tracked ssj record and also check the link in the metadata. If we have access, search by title in Sirsi. If we have an ssj record for the same title, delete the ssib. If there is no ssj record, check in e-Matrix to see if the title is part of an aggregator (see #7 below). If it looks like we should have an ssj record, pass the title on to Christenna for investigation (there may be a larger problem with a particular package).
Similarly, an ssib MONOGRAPH record may have a bad URL in SIRSI, but it may be tracked in SerSol with a working link under an ssj record. Forward this to Monographs unit head for investigation.
4. Per the Monographs unit head, it's ok to update our holdings in OCLC for those titles we hold on kindles.
5. Sometimes the record is already held in OCLC. Mark as "done."
6. Sometimes a record (catkey) in the exception log is not found in Sirsi. The record may have been deleted
since the extract. Mark "Done."
7. Some of the SerSol (ssj) records may be for aggregator titles. These titles are part of a package whose
content is subject to change, and historically, have never been individually cataloged. In other words,
our holdings for these are not stable. If a suitable OCLC record is not found for a SerSol record, this may
be a clue that it is an aggregator title. Before sending on for cataloging review, search by catkey in e-Matrix,
and look at Acquisitions Details/Acquisitions Type under the Holdings tab. If it says, "Aggregator," mark as "Done."
8. If a record is an NCSU original, with NRC/NRC in the 049, check off status as "Done."
9. If it is an NC LIVE record (Item cat2 - NCLIVETRLN) mark as done. These records are licensed to NC LIVE for a limited time.
10. Sometimes large ebook record sets, like Gale's Making of the Modern World, have been added to the catalog, with atypical flex keys, like MOMW202781, and they will appear in the exception log. Per the Monograph's head, ignore these and mark as "Done."
11. Ignore DDA PRINTOWN records, since collection management may choose to remove these titles at any time.
12. The BBR PATRONOWN titles are considered to be permanent, so our holdings can be attached.
13. If you search Connexion by OCLC number and the resulting record has a different OCLC number, look for a 019 field with the original OCLC number in it. If this is the case, update the Sirsi 035 field with the new OCLC number, and insert a |z in front of the old OCLC number.
14. If there is no 040 in a record that has foreign subject headings, note that it needs cataloging and send to Monographs advanced ULT. If there is an 040 that says eng but there are foreign subject headings, note that it needs cataloging and send to Monographs advanced ULT. If there are multiple occurrences of this kind of problem, mark "Needs review" and notify Lisa.
***After the latest file has been worked, delete the table created to bring in the new file, since that data has already been appended to the main OCLC Exception Log table.***