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This procedure has been updated. Now see Exception log.


Troubleshooting OCLC monthly batchload error reports

  • These reports are emailed to Charley monthly.  He puts them here:  g:\Cataloging\CleanUpProjects\OCLCbatchloadErrors
  • MDQ works these off (Kellie)
  • Dump this file into a spreadsheet, so you can annotate it.
    • Open Excel
    • File open & navigate to g:/.  Change the dropdown to see "all files"
    • Follow the import wizard:
      • Identify the row to start importing
      • Choose Delimited by spaces
    • Copy/paste all the columns into one single column
    • If there are three letters in front of the number identifiers (ex: ocn, ocm), leave them in the Excel spreadsheet since these letters refer to the numbers in the 001 field.
    • Remove the prepended "u"s
      • Using Fixed Width:
        • Highlight the column
        • Choose "Text to Columns" under the Data tab
        • Choose Fixed Width
        • Put your cursor between "u" and the number
        • Click finish
        • Delete the column of "u"s
      • Using Find and Replace:
        • Type "u " in the Find box and leave the Replace box blank
        • Click "Replace All"
  • In Modify Title, do a General Keyword search in Sirsi for the identifying number (without the prepended “u”/with the three prepended letters)
    • Verify that the identifying number matches either the 001 (if three prepended letters) or 918 (had prepended "u") field in the bibliographic record
  • If there’s no match in Sirsi, note this on the spreadsheet.
  • If it is a Serials Solutions "ssj" record (has an 035 (WaSeSS)), ignore it
  • If there’s an OCLC number in the 035/001, search for that OCLC number in Connexion (Cataloging--Search WorldCat or F2) and see if it says “Held by NRC”. 
    • if it says “Held by NRC”
      • don’t do anything in Connexion.  Note this on the spreadsheet.
      • copy the OCLC number into the Sirsi record:  035 (OCoLC)
    • if it does not say “Held by NRC”
      • update holdings in Connexion (Action-Holdings-Update Holdings or F8 or toolbar yellow up-arrow)
      • copy the OCLC number into the Sirsi record:  035 (OCoLC)
  • If there’s not an OCLC number in the 035/001 and the 856 for the record says “ebrary” or looks otherwise like an e-book, try to find the matching record in Connexion. 
    • If there is only one e-book record in Connexion, update holdings in Connexion and put the OCLC number in the Sirsi record (035), regardless of whether the vendor information matches (you will find the e-book vendor name (i.e. ebrary) in the 856$z). 
    • If there is more than one Connexion record for an e-book, try to find the closest match
      • Try to find a provider neutral match
        • It's okay if there's provider information listed in the 856 but ideally this information should not be in the 700 field
      • Update holdings in Connexion and add the OCLC number (035) to the Sirsi record
  • If there’s not an OCLC number in the 035/001 and the record does not seem to be for an e-book, search Connexion by title/author/ISBN/whatever, compare records with Sirsi record, update holdings in Connexion on the correct record, and put the OCLC number in the Sirsi record: 035 (OCoLC)
    • If there are multiple records in Connexion and you can’t figure out which is the correct record, note them as problems on the spreadsheet & Christee will go over these with you.
      • When trying to find the matching record, it's okay if the place of publication differs as long as the other publication information matches
    • If you can’t find a record at all or the right record, note these as “not found in Connexion”
      • email the identifying numbers to Lisa (for serials) or Christee (for monographs)
  • If you come across a bad Sirsi or Connexion record, email Lisa (for serials) or Christee (for monographs) and provide them with the identifying number and indicate the issue
    • possible issues:
      • Sirsi too short and Connexion record is better
      • Connexion record too short and Sirsi record is better

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