360 MARC Load Procedures
Every month on the 15th day, Ex Libris / Serials Solutions will send us an email notification letting us know that our 360 MARC updates are available to download from the ProQuest ftp site. Using the link provided, you will be sent to the ftp site where you can download the latest 360 serials file. It should have a name similar to “VFI_360MARC_Update_serials_YYYY_MM_DD.zip” with the date being the upload date.
Save this file to the Cataloging Drive in the 360 MARC Records folder – W:\360 MARC Records – create a folder for this month’s records titled “YYYY-MM-DD Serials” to save it under.
Right-click the .zip file to extract, with the extraction destination being the same folder. Create a new folder labelled “Serials” in this folder and extract the new .zip file containing the .mrc records into there. There should be three .mrc files with the distinctions “serials_changed,” “serials_deleted,” and “serials_new.”
Open MarcEdit and locate the provided Marc (.mrc) files in the Cataloging drive that were just extracted. If you are joining multiple files of the same type together, follow the next few steps, or skip the MARCjoin segment if not.
For joining Marc files, locate MARCJoin under the “Tools” tab in MarcEdit. To select the files to join, press the file icon next to the second box:
Highlight all of the files you want to join, then select a destination to save it and a file name.
Save as “YYYYMMDD Changed Joined Files,” then select “Process” (this may take a while if the file sizes are large), then close out of MARCJoin when it is finished.
Open MarcEditor, then open the first .mrc file (the default file type is .mrk, so be sure to change it to see your files). Under the “Reports” tab, open the Field Count report and check the total number of records under “results” to ensure they line up with what you expect.
Look for field counts to match in the following fields:
000, 035, 245, 949, 999 fields should match the total number of records
Preparing the files
In Sierra, navigate to the Data Exchange function, under Cataloging. In the “Select Process” dropdown, select “Load Records via a Locally Created Load Profile (local).”
Loading the files
Deleting item records through Create List
The 360 bibs from the “deleted” 360MARC file will be automatically marked for deletion (bcode3 changed to “d”) as part of the load cycle, but bibs cannot be deleted as part of the automatic deletion process that occurs so long as there are item records attached to them. Item records for these bibs will need to be deleted manually since they are not deleted during the 360 MARC loads.