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Collection Management Procedures: Holdings Load

Creating Holdings Loads

  1. Log into Serials Solutions to generate the holdings list
    1. In the area labeled: Manage Your Data, subsection Business Intelligence Tools, select the link for "Data on Demand"
    2. Click the button "Generate a New Report"
    3. Use these settings:


      Report Encoding as UTF-8 and Subjects Format as CSV without Subjects. Select Journals content, and uncheck the box for Split File.

      NOTE: If we only need to do a partial load with a few databases, we can download a title list for each database from their individual Database Details page.  The database name (provider) must match Database ID exactly.  The ISSN/Journal name match for coverage.  To check for this, log in to Serials Solutions to search the e-catalog.  Set tabs to database, search for name, and be sure the status is “subscribed”.   Not all databases are included in Serials Solutions.
       
    4. After the report is generated, you receive an email that it's ready
    5. Log in again and download the file, which is called, "report.zip"
    6. Remember where you saved the file
       
  2. Prep the file from Serials Solutions
    1. Open the zip file and extract the report.csv file
    2. Open the file with MS Excel
    3. This file will have McWherter and Law subscriptions.  
      Headings needed for spreadsheet are: TITLE, ISSN, eISSN, START_DATE, END_DATE, PROVIDER, URL
    4. If necessary, change ISSN field to "text only" so they don’t become dates
    5. As we currently do not load eBooks, delete the first column labeled "Type"  All values should read "journal"
    6. Sort resources column, then filter by resources value
    7. McWherter DELETES Government Documents (filter, search "U.S. Government Documents;" to highlight and delete: select first row, hold shift key, press [end] and then [arrow down], right click and select "delete row")
    8. McWherter DELETES print and microform holdings from the list. (filter, search "McWherter," select McWherter print & microfilm holdings; to highlight and delete: select first row, hold shift key, press [end] and then [arrow down], right click and select "delete row"; continue by filtering on "Lambuth", "Music", "Health Sciences", "University of Memphis" - will pull out Law School and American Periodical Series)
    9. McWherter DELETES titles that begin with a ?
      DON'T SEARCH ? as it is a wildcard!  Sort by journal title instead.
      ...then delete the lines that begin with question marks.
      Some diacritcs and foreign language characters don't save correctly in CSV format.
      Identify and delete them as they won't load properly.
    10. Remove 100% duplicates with and then again w/o provider
      (click data tab, click remove duplicates, all are clicked default and , repeat unclicking resource)
    11. Look for pipes because they will cause errors.  Change to %7c in URLs, delete from other fields
    12. Create/separate out the law file:
      • Cut and Paste Law titles  (or copy to sheet and delete)
        • Be sure to copy and retain headings to the top of the new spreadsheet.
        • Sort by Resource (so that Excel will delete them more quickly).    
        • (filter in resource column then highlight, copy and paste, then delete:
          select first row, hold shift key, press [end] and then [arrow down], right click and select "copy"  - then paste in a new sheet for the Law School, go back to original sheet, right click on the highlighted rows and select "delete row"):
          • BNA
          • Bloomberg
          • HeinOnline - some Hein is available to both schools, so leave any Hein titles with a main campus proxy prefix)
          • Westlaw and LexisNexis (filter on "Lawschool" to get Westlaw and Lexis together)
          • CCH Legal Professional & CCH Tax Professional
      • COPY NOT CUT ProQuest Congressional is kept in McWherter and Law spreadsheets due to the fact that we both subscribe and need separate proxy statements. Then search and replace the proxy prefix on the LAW entries
          • Limit to resource = Proquest on Law entries
          • Copy the law proxy prefix, highligh Memphis prefix, search and replace, pasting law prefix in "replace with", replace all on the Law Titles sheet
          • Check for correct proxy beginnings.  
    1. After clean up, save as a .csv file to the desktop.  Call it something like HoldingLoad_Nov2012
      Save as CSV (Comma delimited), NOT CSV (MS-DOS) NOT CSV (Macintosh)
      Those options will not save diacrititcs correctly.
  1. Use Create Lists function to populate a review file with existing ERM records
    1. Enter "create lists" function
    2. Select the largest review file (currently 200,000)
    3. Click the "Search Records" button
    4. Click the "Retrieve Saved Query" button
    5. Click the column heading "Query Name" to sort the list.
    6. In the now alphabetized list, look for the Query called "ERM: List for Coverage Load"
    7. Name the list something that will make it easy to find in a list (I use an exclamation point as the first character -kwm)
       
  2. Run the Coverage Load
    1.  Select Coverage Load.   (Only if you need to change conversion rules open Admin | Parameters | General | Conversion Spreadsheets | Conversion Rules and make changes.) 
    2. At top select Admin | Parameters | ERM | Electronic Holdings Administration and you will see the pop up box below:  check Create holdings record if no match upon load.  Choose in the drop box for holdings record template: ermcoverag ERM coverage.  Check Create bib record if no match upon load.  For bib record template: Select ermcoverag ERM coverage load from the dropdown. 
    3. Click the "Select File" button and navigate to the CSV file you prepared with the Serials Solutions data.
      It will offer the following dialog box:
    4. Press continue to preprocess file. When finished preprocessing the file will be changed from a .csv to a .txt file.
    5.  
    6. Then move to select "load catalog" and use the drop down to select "Review" and identify the previously created review file


    7.  After processing, the "View Results" tab has four sub-tabs to review and maniuplate the load.

       
  3. Review Results and Correct Errors
    1. The first tab, "Catalog Updates" has three main sections
      1. Example of the top of file where multiple ISSN and multiple title errors are shown:
      2. Further down in the file are the records added without error under “found as linked”:
    2. Under Titles not in File, select all and delete:
    3. Save Report.
    4. To go back a View Results later, you have to log in to Millennium with the exact username and password that you used to do the Coverage Load.