Updating E-journal Holdings with Millennium Silver

1
Updating E-journal Holdings with Millennium
Silver Coverage Load

• Carolina Innovative Users Group
• 2005 Meeting
• University of North Carolina at Charlotte
• May 11-12, 2005
• Rebecca Kemp, Electronic Resources/ Serials
  Librarian
• kempr_at_uncw.edu

2
Background Information

• What does Coverage Load do?
• It takes holdings information from a spreadsheet,
  plugs information into checkin records for each
  title represented in the spreadsheet.
• More specifically
• Finds the appropriate checkin record in
  Millennium
• Matches the title or ISSN from a spreadsheet with
  checkin records held in a review file
• Fills in the holdings information in the
  appropriate checkin record.
• Does this for each individual title represented
  on the spreadsheet,
• more quickly than would be possible if doing by
  hand.

3
(No Transcript)
4
End Result in Catalog
5
Background Information (continued)

• Why we use Coverage Load at UNCW
• We bring every journal title into the catalog and
  display links to the electronic journals
• We display holdings information (both print and
  electronic) in checkin records rather than in the
  856 field of the bib record
• We do not have Serials Solutions, Journal Finder,
  or an OpenURL link resolver to do the work for us
• Although a lot of preparation has to be done to
  the spreadsheet and to each checkin record, we
  believe it saves us time to input holdings
  information this way.

6
Major steps

• a. Prepare checkin records to be modified
• b. Prepare spreadsheet data to be entered into
  text file
• 2. Prepare text file to be used in Coverage Load
• 3. Process the text file using Coverage Load
• 4. Fix records that did not get updated during
  the first processing process again, if necessary

7
1.a. Prepare checkin records

• Download batch of bib records from vendor or
  OCLC can suppress them while in processing
• Make sure there are no duplicate bib records
  already in your catalog
• Create a checkin record for each bib record
• In each checkin record, insert the vendor name
  followed by a space, e.g., Blackwell
• e. Gather all checkin records into a review file
  (checkin review file where the h field has
  Blackwell )

8
1.a. Prepare checkin records (continued)
9
1.b. Prepare spreadsheet data
a. Download vendor spreadsheet journal title,
ISSN, EISSN, holdings, URL b. Modify vendor
spreadsheet as necessary (confirm holdings by
checking URLs) c. Look at ISSN fields in bib
records, copy the ISSN field into a column on the
spreadsheet for the ISSNs you want to use. Some
ISSNs are prefaced by a subfield y, and Coverage
Load cannot read these ISSNs. Randall solution
removed subfield y and put checkin note to
explain that we removed the subfield y
10
1. b Prepare spreadsheet data (continued) Vendor
spreadsheet
11
1.b. Prepare spreadsheet data (continued)
d. Change holdings to display in the format lta
hrefURLgtholdingslt/agt using Cut and Paste and
the Excel Concatenation function End Result
for spreadsheet (note three columns ISSN,
TITLE, HOLDINGS)
12
2. Prepare text file
Copy and paste the spreadsheet you created above
into a text editor and save the file. The Excel
cells will convert to tab-delimited format in the
text file.
13
3. Process the text file using Coverage Load

• Prepare Holdings Update Identifier
• i. From the Admin menu in Millennium, select
  Parameters Serials Holdings Update
  Identifiers

14
3. Process the text file using Coverage Load
(continued)
ii. If you dont already have the vendors name
listed, click Append and type in the vendor
name, OK
15
3. Process the text file using Coverage Load
(continued)
iii. Save and close.
16
3. Process the text file using Coverage Load
(continued)
b. On left sidebar in Millennium, select Coverage
Load icon c. Select Review for the files you
want to update and then select the name of the
review file you want to update.
17
3. Process the text file using Coverage Load
(continued)
d. Click Browse to locate and select your text
file. Keep the option on XML/Text Files/Comma
Delimited/CSV, as you will be loading a text
file.
18
3. Process the text file using Coverage Load
(continued)
e. Prompt Press Continue to Preprocess File.
19
3. Process the text file using Coverage Load
(continued)
f. Prompt Please select a supplier. (This is
what you set up previously in the Holdings
Update Identifiers step.)
20
3. Process the text file using Coverage Load
(continued)
g. Prompt enter in the Vendor ID and Database
ID. You dont need to put in the Database ID
for the coverage load process to work. Hit OK.
21
3. Process the text file using Coverage Load
(continued)
h. The review file comes onscreen. Hit
Process. Then you will see a dialog box that
says Processing data for Identifier name
22
3. Process the text file using Coverage Load
(continued)
This process may take a minute, depending on how
many checkin records have to be updated. i. Then
you will see the report that Millennium generates.
23
3. Process the text file using Coverage Load
(concluded)
j. I recommend saving the error report. If you
name your file with an .xls extension, you can
open it as an Excel file!
24
4. Fix records that did not get updated during
the first processing

1. Open error report file in Excel delete headers,
   freeze panes below column names, sort by STATUS.
2. All of the ones with status c Updated
   as linked to -gt b have been updated
   correctly, and can be removed from the report.

25
4. Fix records that did not get updated during
the first processing (continued)
c. Analyze the different error messages and
Either fix checkins by hand Or start a new
spreadsheet for Coverage Load Run 2 for the
errors For most problems, basic fix was usually
to make sure the correct ISSN was in the
spreadsheet used by Coverage Load.
26
4. Fix records that did not get updated during
the first processing (continued)
PROBLEM No valid checkin records attached to
bib b13106065 SOLUTION 2 bib records that
represented same title (had not been de-duped
properly) deleted the newer, online-only
record and kept the older record. Older record
was responsible for linking to both print and
online holdings. PROBLEM Errors getting
holdings attached to bib b15019585 SOLUTION
There was a different ISSN in the record than the
one in the spreadsheet. Made sure the ISSNs
corresponded for the second time around.
27
4. Fix records that did not get updated during
the first processing (continued)
PROBLEM Multiple ISSN (0006-3592) and Title
(Biotechnology and Bioengineering)
matches SOLUTION Another case of a different
ISSN in the record than what was in the
spreadsheet. Seems to have worked anyway,
although its a good idea to check these titles
just to make sure. PROBLEM No search results
on ISSN (0021-9304) or Title (Journal of
biomedical materials research. Part A electronic
resource) SOLUTION Incorrect ISSN. Also
Millennium couldnt match title because of
electronic resource in 245 field, left over
from a spreadsheet that I had exported from a
review file. (Most of the errors in this batch
fit into this category.)
28
4. Fix records that did not get updated during
the first processing (continued)

• d. Run the fixed spreadsheet
• Put together new spreadsheet with correct ISSNs
  together with titles (with any necessary
  omissions or changes in titles) and the holdings.
  To use the information from the report generated
  by Millennium, delete the spaces before the
  ISSNs. Delete the spaces before the letters in
  titles.
• ii. Save as text file.

29
4. Fix records that did not get updated during
the first processing (concluded)
iii. Create new review file that does not include
the checkins that have already been fixed. (Can
sort original review file by h field, and the
checkins that have not been fixed should sort out
from the ones that have been fixed.) iv. Run
through Coverage Load again. Hopefully all
holdings should attach this time. COVERAGE LOAD
IS COMPLETE!!!!
30
Any questions???
Feel free to contact me with any other
questions Rebecca Kemp Electronic
Resources/Serials Librarian W. M. Randall Library
UNC Wilmington 601 S. College Rd. Wilmington, NC
28403 voice [phone] kempr_at_uncw.edu