ETD Records--Exporting from Aleph and Uploading to OCLC

DO NOT USE -- DO NOT USE

This procedure has been updated and included in the ETD (Electronic Theses and Dissertations) Cataloging procedure as of December 2010.

1) Create a set of the records in Aleph that you will be editing.

In the Cataloging module, click on the binoculars icon.

Under "Search" click on "Find."

Select Tab 2 (Multi-base CCL Search).

Make sure "Univ of Florida BIB UFU01" is checked.

In the CCL Query box type "wtk=etd[graduation date in yyyymm form] and wns=[your initials from 599 field]", then click "OK."

Examples:

May 2009 graduation, cataloger initials: sh         "wtk=etd200905 and wns=sh"

August 2007 graduation, cataloger initials: gl     "wtk=etd200708 and wns=gl"

Highlight set in list at bottom.  Make a note of the no. of records in your set.

Click on "save" button.

"Save on server/Load from server" box appears.

Give your set a name (e.g., etd0708gl).  Make a note of the name.  Aleph will capitalize the letters in the name whether you do or not.  This is not a problem.

Click "OK."

2) Export the set of records from Aleph.

In the top menu bar go to "Services," then "Retrieve Catalog Records," then "Download Machine-Readable Records (print-03). " The print-03 dialog box will appear.

Make sure the Print to ADM Lib box on the right is unchecked (only necessary the first time you use Services).

Fill in boxes as follows:

Input: [name of set you saved on server, e.g., etd0708gl]

Output: [name of set you saved on server with ".dat" added, e.g., etd0708gl.dat]

Field 1: ALL

Format: MARC

Character Conversion: UTF_TO_MARC8

Check to make sure the form is filled as you want it to be, then click on "Submit."

A "Server Message" dialog box should appear saying "Job was submitted to queue."

Click on "OK."

Create a folder on your computer in which to place the file of records that you export from Aleph.

Open a Mozilla Firefox session.

In the top menu bar go to "Tools," then "Options."

In the Options box, in the row of icons at the top, make sure "General" is highlighted.

Under Downloads, you may want to uncheck the box next to "Show the Downloads Window when downloading a file."

Click on the button next to "Always ask me where to save files"

Click on "OK."

To retrieve the set of records from the Aleph server, go to the Production server via the Web: http://uf.aleph.fcla.edu/S

Step 1--Click on the underlined word "here" to identify yourself using your Aleph user name and password.

(The Firefox pop-up blocker may keep the box for entering your user name and password from opening.  If so, go to the bar near the top of the screen with the words "Firefox prevented this site from opening a pop-up window."  Click on the "Options" button.  Click on "Allow pop-ups for uf.aleph.fcla.edu"  Then click on the underlined word "here" and the box should open.)

Step 2--Click on "View/Download Files"

Choose "ufu01/scratch"

Your output file (e.g., etd0708gl.dat) should be in the list of files, near the top.

Click on the "Download" button across from your output file, or,

Right-click on the output file and choose "Save Link As..."

Save the file to your computer in the folder you created previously.

3) Import file of records to your Connexion local save file

Open Connexion client but do not log on.

In the menu, go to "Tools," then "Options."

Choose the "General" tab.

Click on "Offline Cataloging Options."

In the "Offline Cataloging Options" box:

"Holding Library Code" box, type: "FUGG"

"Institution Symbol" box, type: "FUG"

"MARC Organization Code" box, type: "FU"

Click "OK."

Click "OK."

(Should only need to do this once.  Connexion will save the settings.)

In the menu, go to "File," then "Local File Manager."

In the Local File Manager dialog box, in the upper left under "Choose File Type," click on "Bibliographic."

In the box under "Files," there should be a check mark for the entry with file name "COPY_CAT_ETDs_[cataloger's name].bib.db" in the 2nd column.

If this entry is not checked, double click on it.

Close Local File Manager dialog box.

Press "F3," then "Enter."  This will open your file of ETD records on the server.

If you have any records remaining from the previous semester's ETDs--

Highlight the records in the list.

Go to "Action" then "Delete Record"

Click on "Yes" or press "Enter."

Close the record file.

In the menu, go to "File," then "Import Records."

In Import Records dialog box, click on "Browse."

Navigate to where the file of records is on your computer.

Highlight file name and click on "Open."

In the "Import Records" box that opens, click on the "Record Characteristics" button.

In the "Record Characteristics" box, "Bibliographic Records" section, make sure the "Character Set" is MARC-8.  Change it to MARC-8 if necessary.

Click on "OK."

In the "Import Records" box, under "Destination," click on radio button next to "Import to Local Save File."

Click on "OK."

An "Import Results" screen should appear, telling you the number of bibliographic records successfully imported.

Make sure all the records in your file were imported.

A dialog box will also appear, asking "Do you want to delete your original import file?"  Click on "No."

4) Edit the file of records as needed.

Open MacroExpress if not already open.

Make sure the "cataloging.mex" folder is the active one.

Open Connexion client but do not log on.

Open local save file (press "F3" then click on "OK").  Scroll down the list to records you just imported.

Double click on the first record to be edited.

Click on the book icon in the system tray in the lower right hand corner of your screen.

Click on "bibliographic"

Click on "etd_edit" to start the editing macro.

The MacroExpress "M" at the bottom right of the screen will change to a "running man."

Macro will delete 035 fields and the 950 field.

The macro will search for some characters that will not validate and replace them.  It will also replace some Unicode coding (for example, \U+2013\) with the appropriate character.

Macro will substitute "$$a" for the commas in the 653 field.

(If the macro pauses a long time after starting with a new record, move the mouse.  The macro will usually continue.

Alert! The macro searches for fields by searching for a number string.  So, for example, if the URL in an 856 field includes the number string "035", the macro will think it has found an 035 field and will delete the field.

If you ever need to stop the macro, right-click on the "running man" at the bottom right of your screen.)

After the macro edits the 653 field, it will pause.

Check the 653 for superscripts and subscripts that appear as normal numbers; also check for diacritics problems.

Press the "Shift" and "F5" keys to validate the record.

You may still have some validation error messages. Some of the messages are hard to understand.  Look at the abstract in the record.  Often the messages refer to an odd combination of characters in the abstract.

If there are LC subject headings in the record, change the "ELvl" in the fixed field from K to I.

Once any needed changes have been made, validate the record, then hit "Esc" to restart the macro.

After you hit "Esc", an "R" will appear next to "Update Holdings" at the bottom of the screen.  This marks the record so that it will be uploaded to OCLC WorldCat and have our holdings added in the next step.

Macro will proceed to the next record, do its editing and then pause.

Make any needed edits and validate.

After the macro has worked with the last record, the "running man" will disappear and the MacroExpress "M" will reappear.

5) Contribute the records to OCLC WorldCat

To "update holdings" in batch for the records you've marked:

Open Connexion client but do not log on.

Go to "Batch", then "Process Batch"

Under "Path", put a check in the box next to the entry with file name "COPY_CAT_ETDs_[cataloger's name].bib.db" in the 2nd column.  (There will already be a big red check mark next to the entry.)

Under "Process", check the box next to "Online Record Actions"

Click on "OK."

Connexion will add the records marked in the previous step to WorldCat and add our holdings as well.

When the process is finished a Batch Record Action Report will appear.

Don't close the report!

Open a Notepad file.

In the Batch Record Action Report, highlight the information in the columns under "Save #", "Control #", "Title" and "Record Action."  Copy the highlighted information and paste it into the Notepad file.

In the Notepad file, delete everything except the OCLC nos. from the "Control #" column.  Leave each OCLC no. on a separate line.

In the menu, go to "File/Save As."

Give the file a name and save it to your computer.

Close the Notepad file.

Close the Batch Record Action Report.

6) Copy OCLC nos. of contributed records to corresponding Aleph records

Open MacroExpress.

In the 2nd menu bar at the top of the screen, click on the open file folder icon (2nd icon from the left).

In the "Open Macro File" box, in the left-hand column, click on "My Network Places"

In the large box, double click on "DeptData on sl2k3fs1 (sl2k3san)"

Double click on "Cataloging"

Double click on "ETDs"

Double click on "ETD_uploads_to_OCLC"

Double click on "ETDupload.mex"

Double click on the "Retrieve OCLC # Add to Aleph" macro in the list.

In the "Macro Script box," double click on the 2nd line that begins "Text File Begin Process:"

Click on the "Browse" button.

Navigate to the location of the Notepad file you created in the previous step.

Highlight the file and click "Open."

Click on "OK."

In the 2nd menu bar at the top of the screen, click on the floppy disk icon (1st icon on the left).

This saves the change to the macro.

In the "Actions column," click on the "Macro Explorer" icon.

Open Connexion client and log on.

Open the Aleph Cataloging module.

Press "Windows" key + "F7" to start "Retrieve OCLC # Add to Aleph" macro.

The MacroExpress "M" at the bottom right of the screen will change to a "running man."

Working from the list of OCLC nos. in the Notepad file, the macro will call up the corresponding records in Connexion.  The macro will copy the contents of the 856 field but keep only the part of the URL beginning with "UFE" followed by 7 digits.  The macro then does a URL keyword search in Aleph using the part of the URL from the Connexion record (e.g., wur=UFE0024488) to call up the corresponding Aleph record.  It then adds the OCLC no. to the Aleph record in an 035 field.

After the macro has worked with the last record, the "running man" will disappear and the MacroExpress "M" will reappear.

7) Connect back to MacroExpress macro file used for regular cataloging.

Maximize the MacroExpress window.

Click on the down arrow to the right of the "open file folder" icon.

Click on the path that ends with "cataloging.mex"  (should be the first path in the list)

The Cataloging macro will again be the active macro on your computer.