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Review these guidelines when trying to resolve Marcive file processing errors that arise from importing a file into Sirsi and/or running a Sirsi Load report.

Import Errors 

  1. Save the error log that pops up to a convenient location where you can view it later.
  2. Read the error message/s, which are preceded by a double asterisk**, to learn about the problem.  (How to read an import error log)
  3. Open your NCSABIB (or NCSAALL) file (in Marcive\Incoming\Year\month\) in the .mrk format (Use MARC Tools\MarcEdit Marc Breaker)
  4. Keep the NCSABIB (or NCSAALL) .mrk file open.  Open a new blank file in a new window (File → New → Open New Window).
  5. Search for each of the records in the error report in your NCSABIB (or NCSAALL) file (search by 035, Edit, Find, Find All, Jump to page), then copy the records into the new blank .mrk file as you find them.  
  6. Close the original incoming NCSABIB (or NCSAALL) file.
  7. Save the new .mrk file as NCSABIB_### (or NCSAALL_###)_importErrors.

  8. Using the error message in the Sirsi error log as a guide, work in the NCSABIB_importErrors  (or NCSAALL_importErrors).mrk file to resolve errors.

    Possible Error types:

    "**Record encoding scheme incompatible with server characterset"

    1. Check to see that LDR position 9 is blank (remember, when counting positions in MARC fields, start with 0).

    2. If not blank, add a space.  

      1. Because you added a character, make sure there are only 23 characters in the field.  

      2. If not, check MARC21 rules to find where there may be an unnecessary extra character.
    3. If position 9 is “a”, change to blank.

    **Tag start not in correct position

In this case, your field tag might be too long or improperly encoded.  Check the MARC21 rules for that field and review the coding in the field to make sure there are correct or reasonable values in the field.

          **"Entry ID not found in format:  entry = 065 format = PERSONAL"

    1. There's a new authority tag that needs to be entered into the Sirsi format policy (New authority tags will cause an authority record to error out from the load, while a new bibliographic tag will not cause a bib record to error out from a bib load.)  Refer the problem to Lisa and the monographs head.

  1. Other error types

      1. Google the error with quotes.

      2. Ask Lisa to help.

      3. If Lisa can't help, she can ask ILS administrator and/or monographs head.


  2. Review the rest of the field to make sure there aren’t other coding errors

  3. File → Save your NCSABIB_importErrors (or NCSAALL, if appropriate).

  4. File → Compile File into Marc.  This option will ask you to name the .mrc file -- give it the same name without a file extension.  Save.

  5. Import the NCSABIB_importErrors.mrc (or NCSAALL, if appropriate) file.

Load Errors

  1. Read the error message/s, which are preceded by a double asterisk**, to learn about the problem.  (How to read a load error log)

  2. Look for the number of errors by scrolling to the report statistics that tell you how many records were read, replaced, etc.

  3. Does the error say “Flexible key not found?”

    1. Find the oclc number of the record with the error and search it in SIRSI.

    2. If you are unable to find it, search by title.

    3. If find a record, make sure it is the same record as the one in your error report.

    4. If it is the same record, check the title control number tab to make sure it is the same as the 001 in the error report.

    5. If the title control number and 001 don’t match, bring to Lisa’s attention.  This may need to be forwarded to monographs.

    6. If the title control number matches, make sure there are no extraneous spaces or characters in the record or error report that may have caused a failure to match.

    7. If you are unable to find the record in SIRSI, it may have been deleted since the extract was done, so you can ignore this record.

  4. If you encounter other errors, forward to Lisa for guidance.