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1. A copy of our bibliographic database is saved at MARCIVE, called the basefile.
2. Files of updates are sent to MARCIVE weekly (OAS file),
   1. Extracts are run Thursday nights; file should be sent to MARCIVE on Friday mornings.
   2. File is located on L:\Departments\Aleph\authority_control
   3. File name = auth_wkly_ext_yyyymmdd.mrc
   4. Open with MarcEdit to retrieve number of records (the count is emailed to MARCIVE along with notification of file posting).
   5. Change file name to DUKU[MMDD]BIB.mrc
   6. Open a second File Explorer window, and enter MARCIVE URL ftp://ftp.marcive.com
   7. Copy the OAS file into the input/athority folder.
   8. Send a notification email to production@marcive.com with the file name and the record count.
3. Weekly OAS extracts have the following parameters:
   
   1. A Perl script calculates today’s date and last week’s date in order to capture all records in the DUK01 Z00 table that have a DUK01 Z106_UPDATE_DATE between those dates. 

      1. Format Z00_DATA:  (for each tag until Z00_DATA_LEN is reached)

         Index From	Index To	Description
         0	3	Field Length
         4	6	Field Tag
         7	8	Spaces
         9	9	“L” constant for each Field
         10	Field Length	Field
         17	17	Encoding Level

         
         

   2. Exclude selected records: 
      1. Exclude if Tag is STA and Field is (SUPPRESSED, DELETED, CRASH, or CIRC-CREATED)
      2. Exclude if Tag is DEL
      3. Exclude if Tag is (245, 590 or 500) and Field is TEMPORARY RECORD
      4. Exclude if Tag is 904 AND Field is:
         • Serials Solutions supplemental brief
         • Serials Solutions original
         • Bowker Global Books in Print
         • Vendor-generated brief
         • Temporary record
4. Weekly, Load ACVS-Processed Bibliographic Records
   1. For records processed by MARCIVE, vendor sends email notification with links to their FTP site. Copy records into L: Departments\AuthorityControlService\Data.
   2. Open bibliographic records file with MarcEdit and check the record structure by using Tools --> Validate MARC Records --> Validate Record Structure. Click "Save" when finished.
   3. In order to eliminate trailing spaces which may affect Aleph batch loading, recompile the records into a fresh MARC file using File --> Compile File into MARC.
   4. Copy the finalized MARC file to L: Departments: Aleph: FilesToMove.
   5. In the Aleph Cataloging module, go to Services --> Load Catalog Records --> Record Loading Super Service (custom-17)
   6. In the Batch Log, check the Log File for the service routine and verify all records matched successfully.
   7. Go to Services --> Load Catalog Records --> Apply Authority Update (custom-26). For the "Input File Name," enter the name of the file without any extension; for example, "dukubib134.match" should be entered as dukubib134. For the "Period Beginning Date," enter the day after the extract script ran; in the screenshot below, the extract ran on the night of 08/01/2019, so the date entered is 08/02/2019. Set the "Runtime" to a later hour in the evening such as "18" for 6:00 pm. The ACVS updates are now set to load after business hours and will exclude any records updated by staff in the time between the extract and the load routine.
   8. In addition to the updated bibliographic and authority records, the OAS process produces several reports:
      1. Changed Headings, which shows both the old and new forms of the terms (X00, X10, X11, 240/X30, 490, 800,811,830, 650, 651, split terms, and modified Genre/Form)
      2. Multiple Matches or High Probability Matches (these have not been updated automatically)
      3. Unrecognized or Invalid Terms (this report is also split by the categories list for the changed headings report)
      4. Undifferentiated Terms (this report shows terms that matched to an undifferentiated record during authorities processing)
      5. Pre-processing Changes (this report shows data modifications that occur prior to authorities processing, not including changes to the leader, 040, or 9XX fields. Types of changes include subfield code fixes, addition of 33X and 34X data, punctuation error fixes, etc.)
      6. Statistical summary of records processed, actions taken, and/or reports generated
5. Quarterly, the comprehensive notification service (CNS) requires that a list of deleted record numbers is sent to MARCIVE
   
   1. Extract a list of record numbers deleted since the last CNS
   2. Load records as for OAS process
   3. The CNS process includes a report of new authority headings.
6. Annually, update the basefile at MARCIVE by sending a new complete abstract extract from Aleph.
   1. Exclude selected records: 
      • Exclude if Tag is STA and Field is (SUPPRESSED, DELETED, CRASH, or CIRC-CREATED)
      • Exclude if Tag is DEL
      • Exclude if Tag is (245, 590 or 500) and Field is TEMPORARY RECORD
      • Exclude if Tag is 904 AND Field is:
        • Serials Solutions supplemental brief
        • Serials Solutions original
        • Bowker Global Books in Print
        • Vendor-generated brief
        • Temporary record
   2. Load updated bibliographic records
   3. Load new and updated authority records (for terms used in Duke bibliographic records)
   4. In addition to updated bibliographic and authority records, the annual basefile replacement process produces several reports
      1. Changed Headings, which shows both the old and new forms of the terms (X00, X10, X11, 240/X30, 490, 800,811,830, 650, 651, split terms, and modified Genre/Form)
      2. Multiple Matches or High Probability Matches (these have not been updated automatically)
      3. Unrecognized or Invalid Terms (this report is also split by the categories list for the changed headings report)
      4. Undifferentiated Terms (this report shows terms that matched to an undifferentiated record during authorities processing)
      5. Pre-processing Changes (this report shows data modifications that occur prior to authorities processing, not including changes to the leader, 040, or 9XX fields. Types of changes include subfield code fixes, addition of 33X and 34X data, punctuation error fixes, etc.)
      6. Statistical summary of records processed, actions taken, and/or reports generated

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