Acquisitions and Discovery (Public)
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SEE: EBA RECORD LOADS page for current information.

We are in the year 2 (6/1/17-5/31/18) EBA program with Project Muse now. The last marc loading is in May. This document describes all the process including downloading and enhancing marc records, importing them into Sirsi, and generating title list with required metadata for de-duplication control. 


  1. Download the marc records from PM website. Access details can be found in E-Matrix. Use "Starting from" box and use the date of the last download. Find the last download and date here: G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\downloaded marc

    1. Save it to G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\downloaded marc

  2. Enhance the marc records in MarcEdit

    1. Open the marc file, and apply the task “PMMarcTasks.task”

      1. G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\utility

    2. After the tasks are completed, compile the file into MARC and save it to G-drive

      1. G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\enhanced marc

      2. Name the file with the date when it’s saved, following the name conversion [year[]month][day], i.e. 20180206

  3. Export it as tab-delimited text with the specified template

    1. Go to Tools ->Export->Export Tab Delimited Records

    2. In the opened export window, specify source file and destination file location

    3. Click on Next, click Settings, click Load, and apply the template “exportTemplate” saved on g-drive

      1. G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\utility

  4. Import the marc records into Sirsi

    1. Configure MARC Import

      1. Go to Wizards - > all wizards -> Utility -> MARC Import
      2. In the MARC Import: Property window click ok
      3. Under Import tab, for the Source field, select the enhanced marc file to be loaded, and give a name (for example PMLoad, no spaces allowed) in the Destination field
      4. Click on Import
      5. Close window
    2. Run MARC Import Report
      1. Go to Reports -> Schedule New Report
      2. Click on ok
      3. Under Templates tab, choose PM Marc load template
      4. Click on Setup and Schedule
      5. Under Load tab, select a file for File to load, leave everything else untouched
      6. Click on Run Now
      7. Click Close
      8. Wait for report to finish
      9. Click view
      10. Click OK
      11. Make sure the correct amount of records have loaded into Sirsi. Check the bib record(s) loaded. field

  5. Create an Excel file with key elements from the marc file in OpenRefine

    1. Create Project

    2. Open the exported tab-delimited text file in OpenRefine

    3. Click OK
    4. Remove TXT from project name
    5. Click Create Project
    6. Click Undo/Redo
    7. Click Apply

    8. Apply the macro “projectmuseOpenRefineMacro” (located on g-drive) to the imported text file

      1. G:\Acquisitions & Discovery\BibLoads\e-Monographs\Project Muse EBA ebooks\utility

      2. Click perform operations

    9. Export it as Excel (.xls) file after the process is completed.

    10. Choose Save

    11. Save the file to g-drive ebook title list folder

      1. G:\Acquisitions & Discovery\Monographs Unit\eBook Title Lists\Project Muse

      2. The file names should follow the naming convention [year][month][date], i.e. 20180222

  6. Update the record load spreadsheet with the date and the number of records loaded.

    1. To find record number click "Reports" in MarcEdit then field count and check 245.

  7. Share the output Excel file from OpenRefine with John Vickery for de-dup process

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