Procedures- EOCR file loading
YBP EOCR Loading
Pick up file from YBP:
-go to ftp://ftp.ybp.com/
-enter our username and password
-look for the last date in the folder and copy the ord file and the cnt file to your
desktop folder
-close window
-put the files on the aleph server:
-go to http://uf.aleph.fcla.edu/S
-click on step 1 (identify yourself) and type in your Aleph username and password
-click on Upload Files- browse to find the ord file (do not upload the cnt file)
-close window
-go to Catalog module
-click on Services, then click on Load YBP Records
-Input Name: 56940226.ord (the date is the same as the date of the file
you uploaded)
-Default Values: tab_yankee_uf
-ADM Library: UFU50
-No to Create Item records
-Yes to Order, ENC records, and update database
-Fix Routine= PMN 96
-leave the HOL Library field blank
-Click Submit
-go to Search module:
-click on the binoculars
-click on the CCL tab and type the following query:
wtk=(ybpeocr and 20050225 not bbs) and wow=uf
*the date in the query not the same as the date above, it’s the previous business day*
-click Okay, and you can see if all the records have loaded
-Open the List of sets at the bottom left corner and click on the catalog record icon
-Close the other windows
-go back to Catalog module:
-initiate the macro, alt y
-tell it how many records you have, and hit enter
-After the macro has finished, put the record stats on your spreadsheet
YBP EOCR Loading Instructions for Approvals
-pick up file from YBP
-enter our username and password
-open the EOCR folder
-select the file name of the date you need and select both the .cnt and .ord
files (approval files have names like flva1212.ord and flva1212.cnt)
-right click, and copy to desktop
-put the file on the Aleph Server
-http://uf.aleph.fcla.edu/S
-sign in with your gatorlink username and password
-click Upload Files
-select the Library ufu01/scratch
-browse to the file to upload and click upload
-load the file into the Cataloging Module
-click services, then click load catalog records, and click load YBP records
-fill in the window:
-Input file: use the full name of the file you downloaded from YBP ftp site
with the .ord extension
-Default Values Input File: tab_yankee_ufap
-ADM Library: UFU50
-Create Item Records: NO
-Create Order Records: Yes
-Create ENC Records: Yes
-Fix Routine: PMNAP
-Update Database: Yes
-click Submit
-retrieve file in Aleph
-open Search Module
-click on binoculars
-select 3rd tab, CCL
-type the following with the date of one business day before the name of the file
- Example of what to type with the file name flva1212.ord: wtk=ybpappreocr 20061211 and wst=provisional
-go back to Catalog module:
-initiate the macro, alt y
-tell it how many records you have, and hit enter
-After the macro has finished, put the record stats on your spreadsheet
BNA EOCR Loading Instructions for Tagged items:
-pick up file from BNA Collection Manager
-login and click Acquisitions and Selection
-click export file status
-click on the file(s) to download and save them to your desktop, example of filename: CMOAZ1.DDEC12.mrc
-go to your desktop and rename each file(s) from CMOAZ1.DDEC12.mrc to az1.dec12.mrc (get rid of the extra text and change letters to lowercase)
-put the renamed file(s) on the Aleph Server
-http://uf.aleph.fcla.edu/S
-sign in with your gatorlink username and password
-click Upload Files
-select the Library ufu01/scratch
-browse to the file to upload and click upload
-load the file into the Cataloging Module
-click services, then click load catalog records, and click load YBP records
-fill in the window:
-Input file: use the full name of the renamed file (example: az1.dec12.mrc)
-Default Values Input File: tab_blackwell_uf
-ADM Library: UFU50
-Create Item Records: NO
-Create Order Records: Yes
-Create ENC Records: Yes
-Fix Routine: P96BL
-Update Database: Yes
-click Submit
-retrieve file in Aleph
-open Search Module
-click on binoculars
-select 3rd tab, CCL
- type the following with the same date of the file date
- Example of what to type with the file name az1.dec12.mrc: wtk=blackwell 20061212 and wst=provisional
-record the number of records in our statistics
BNA APPROVAL EOCR Loading Instructions:
-pick up file from BNA Collection Manager
-login and click Acquisitions and Selection
-click export file status
-click on the file(s) to download and save them to your desktop, example of filename: CMOAZ1.DDEC12.mrc
-go to your desktop and rename each file(s) from CMOAZ1.DDEC12.mrc to az1.dec12.mrc (get rid of the extra text and change letters to lowercase)
-put the renamed file(s) on the Aleph Server
-http://uf.aleph.fcla.edu/S
-sign in with your gatorlink username and password
-click Upload Files
-select the Library ufu01/scratch
-browse to the file to upload and click upload
-load the file into the Cataloging Module
-click services, then click load catalog records, and click load YBP records
-fill in the window:
-Input file: use the full name of the renamed file (example: az1.dec12.mrc)
-Default Values Input File: tab_blackwell_ufap
-ADM Library: UFU50
-Create Item Records: NO
-Create Order Records: Yes
-Create ENC Records: Yes
-Fix Routine: P96BA
-Update Database: Yes
-click Submit
-retrieve file in Aleph
-open Search Module
-click on binoculars
-select 3rd tab, CCL
- type the following with the same date of the file date
Example of what to type with the file name az1.dec12.mrc: wtk=blackwellap 20061212 and wst=provisional
-record the number of records in our statistics
