Bring in Marcive files

• Subjects come in via Millennium Data Exchange using Select process: Load subject authority records. Use the checkbox to rename files upon transfer. Add the prefix DoNotDelete.
• Names come in via Millennium Data Exchange using Select process: Load name authority records. Use the checkbox to rename files upon transfer. Add the prefix DoNotDelete.
• Related2 files for monthly subject headings come in using Core FTP. Put into: My Documents/Bates Work/authority work (Marcive)/Monthly subjects reports. Rename, adding .xml
• Related2 files for monthly name headings come in using Core FTP. Put into: My Documents/Bates Work/authority work (Marcive)/Monthly names reports. Rename, adding .xml
• Authority record files also come in using Core FTP for the backup folder.
• As files are brought to server, change Thunderbird tags from Important (red) to To Do (blue).

Pre-Load

• Make sure my followup work from last month's Name Blind References and Subject Blind References is finished (after Rufen has done her work).
• Create the Deletes lists (procedures).
• Search for authorities that have 001 and do not have 010 (001 not equal to Return and 010 equals Return--saved search: sks 10/15/2010 auth 001 but no 010). Copy the 001s to 010 fields.
• Check heading reports for both sets of initials and automated authority module. Do work to clear headings.

1. Login using Bib Services initials. Pre-process and load subjects. Check: Use Review Files when loading updates.
2. Before loading names, do the cleanup on:
• Related2 Warnings (see details below). (Since subject authority records with blank a-codes were deleted from the system (2/2009), few subject warnings will bring up duplicate records.)
• Duplicate authorities
• Error log (inserted records). (For updates, can retrieve from system-generated lists.)
• (Blinds references: save for Day 2. Automatic authority module work will result in a lower number. Tell Marnie not to work on Heading Reports until after Day-2 work is finished.)
3. Delete the loaded files from Data Exchange.

1. Re-set initials to System initials. Pre-process and load names. Check: Use Review Files when loading updates.
2. Cleanup
• Related2 Warnings (see details below)
• Duplicate authorities
• Error log (inserted records). (For updates, can retrieve from system-generated lists.)
• (Blinds references: save for Day 2. Automatic authority module work will result in a lower number.)
3. Delete the loaded files from Data Exchange.

Day 2 Cleanup

• Blind references from Subject Authority load (Bib Services initials). Double-click on the entries to see if they are needed for headings that contain subdivisions. Save those needing updates to bibs (for those with closed dates, changed forms, etc.) in Create List list. Rufen works on first, Sharon works on second. Send Rufen an e-mail with the list name and the following instructions:
  • Look for bib records that should match the authorized form of the subject, and correct the bibs you can.
  • As you correct bib records, remove the corresponding authority record from the list.
  • If you cannot identify any bib records that could match the headings, mark the authority record for deletion. (Leave it on the list.)
  • When finished with your work, reply to this e-mail (so the name of the list is apparent), saying you are finished with your work.
• Blind references from Name Authority load (Systems initials): save in Create List list. Rufen works on first, Sharon works on second. Send Rufen an e-mail with the list name and the following instructions:
  • Look for bib records that should match the authorized form of the name, and correct the bibs you can.
  • As you correct bib records, remove the corresponding authority record from the list.
  • If you cannot identify any bib records that could match the headings, mark the authority record for deletion. (Leave it on the list.)
  • When finished with your work, reply to this e-mail (so the name of the list is apparent), saying you are finished with your work.
• Heading reports: Updated headings, delete.
• Headings reports: Non-Unique 4xx. Solve these while part of the heading reports (can click through to the index). (Prior to April 2009 these were saved to fts file, named authLoadNonUnique[date].p and put in authority work (Marcive)\monthlyUpdates. Will need to work on back lists.)
• Heading reports: Near Matches. Solve these (needs too much expertise to pass off). (Prior to March 2009, saved to fts file named authoLoadNearMatches[date].p and put in authority work (Marcive)\monthlyUpdates. Will need to work on back lists.)

Final Steps

• Replace d's. Finish the Delete process (send to Marcive) if there are over 200 headings.
• If sending Deletes to Marcive, send Adds to Marcive.
• Change Thunderbird tags from To Do (blue) to Done (grey).

Realted 2 Warnings Cleanup Details

• Related2.xml files (names and subjects):
  • Check the Warning entries to find records that need deleting, etc. (Some, but not all, get reported in the heading reports.)
  • Use Control F Find function to find: Warning
  • Many of these would not get changed from the automated authority module.
  • All of the inserted records (when they should have been overlaid) are not covered by Warnings, so inserts still have to be done.
  • When finished move file to WarningsDONE sub-folder.

Special project files (June 27, 2008 only)

• Bring in special project subjects via Millennium Data Exchange using Select process: Load subject authority records.
• Bring in special project names via Millennium Data Exchange using Select process: Load records via locally-created load profiles.
• Load subjects.
• Load names, testing the load table now in Local section.
• Check to see what headings reports this produces (in Word document: notesFrom27June2008Load).
• As final step, delete all Blackwell authority records (7,673).

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