Access Problem Solving (digprob)
Barton Coverage Dates Import to Vera
Overview
The goal of this process is to import the new and changed coverage dates and the "Barton ISSN" from Barton into Vera. In order to do this you need to get a text file from Barton that contains the Vera ID, "Barton ISSN", and coverage dates.
Because of variations in cataloging practice there is not an exact match between the set of e-journals in Vera and those in Barton:
- sometimes the same Vera ID is attached to more than one record in Barton (about 20 records: the "dups" file below)
- sometimes one record in Barton has more than one Vera ID attached to it (about 90 records: the "verabad" file below)
- sometimes titles have been deleted from Vera, but not yet deleted from Barton (about 22 records: the "barton-only" file below)
This situation applies to only a small number of records, so those may be handled manually, instead of automatically imported. Christine has written a script that sorts these out.
This import should ideally be done once a month.
Detailed Instructions
Importing
See separate instructions to Close Vera on Creek and Make Copies of Vera before you begin the steps below.
1. Upload the Barton Coverage files to Athena.
The Aleph system runs an export of coverage information from Barton late each Thursday evening; when it is complete, it sends an email to the esubs list.In the Aleph Task Manager...
a. Under File --> Connect to... make sure you are connected to MIT01
b. Go to File List --> Get File list
c. In the File List window, find the files in the lower pane (under the heading Remote Name) and double click on them to add them to your computer in the upper pane (under the heading Local Name). Don't rename the files;
download all three files:
barton.txt
dups
verabadIn FileZilla...
a. Go to File --> Site Manager.
b. In the Site Manager window, choose the Vera profile from the list of My FTP Sites (this is what it's called on Walter's machine). You can either double click on it, or click on it once and then click the Connect button.
c. On the Local Site side (left pane), navigate to the files you just downloaded; they will be at C:\AL500\JOBMGR\files\MIT01.
d. The Remote Site side (right pane) should be at the path listed below.
/afs/athena.mit.edu/dept/libdata/libdepts/g/staff/systems/scripts/barton
e. Double click on the file on the Local Site side and it will upload it to the Remote Site.
2. Export all Vera records to a tab-delimited file named "vera.txt".
a. In your Vera import folder on your desktop, double click on Resource.fp5 to open Vera on your own machine (double clicking on resource.fp5 will open all the other files that make up Vera at the same time.) Use the special admin password for Vera (not the regular one).
b. Search for all records in Vera (Ctrl-J); by default, all records should be in the "Found set," but just make sure they are.
c. Sort by Resource_ID (which is the Vera ID number). Go to Records --> Sort... and put Resource_ID as the only thing in the right hand column and click Sort.
d. Go to File --> Export records...
e. Type in the file name vera.txt; change the Save As Type... to Tab-Separated Text files (*.tab).
f. Make sure to save it in your Vera Import folder.
g. Click the Save button.
h. In the Specify Field Order for Export window, choose these fields in this order:
Resource_ID
ISSN_Barton
coveragei. Click the Export button.
3. Upload the file you just created (vera.txt) to Athena
a. Go back to FileZilla.
b. On the Local Site side (left pane), find the vera.txt file in your Vera import folder.
c. The Remote Site side (right pane) should be at the path listed below.
/afs/athena.mit.edu/dept/libdata/libdepts/g/staff/systems/scripts/barton
d. Double click on the file on the Local Site side and it will upload it to the Remote Site.
4. Run the merge script.
a. Launch Host Explorer and get to an Athena prompt (any secure Telnet client will do).
b. At the athena prompt, type cd /afs/athena.mit.edu/dept/libdata/libdepts/g/staff/systems/scripts/barton (that's cd, then a space, then that long path)
c. To make sure you're actually there, type pwd; the path that appears should be what you just typed.
d. At the athena prompt, type ./merge-vb to run the script.
What the script does:
The script takes 2 tab delimited input files:
vera.txt and barton.txt
and creates 2 output files:
merged.txt and barton-only.txt
You will probably get this message:
"Warning!! Merged file contains extra lines. Check the dups file."
That's OK.
barton.txt
barton-only.txt contains records that no longer exist in Vera
verabad contains records from Barton that had more than one Vera number
dups contains Vera numbers that are in Barton more than once.
(merged.txt is what we used to use before the upgrade to FM 5, don't use this for the import, use barton.txt instead.)
5. Download the four files listed above (not merged.txt) to your local machine (Vera import folder).
a. In FileZilla, go to View --> Refresh Views.
b. Double click on each of the four files individually on the Remote Site side to bring them down to your local machine; be sure your Local Site is showing your Vera Import folder.
6. Remove any duplicate entries from barton.txt.
a. Launch Wordpad (Start-->Programs-->Accessories-->Wordpad).
b. Go to File --> Open and choose barton.txt from your Vera import folder.
c. Launch another instance of Wordpad and open dups.
d. Search in barton.txt for the Vera IDs listed in the dups file. Cut all lines containing the Vera IDs listed in the dups file from barton.txt and paste them into the dups file. (We'll use barton.txt to batch load coverage dates into Vera; we can't batch load if there are dups, so we remove them and deal with them manually.)
e. Save barton.txt and dups after you have made your edits.
e. When you are sure that you have a list with no dups (i.e., there are no duplicate Vera numbers listed in the barton.txt file), then you are ready to import.
7. Import coverage statements into Vera, matching on Vera ID.
a. In the copy of Vera in your Vera Import folder on your local machine, make sure all records are in the found set (Ctrl-J) and go to File --> Import Records...
b. When you get to the Open File window, choose "barton.txt"
c. In the Import window, choose the radio button "update matching records in current found set." Leave unchecked "add remaining records." Line up fields as follows
--> coverage <--> Resource_ID (this is a double-headed arrow above) --> ISSN_Barton --> Eonly Make sure no other fields have arrows, they should all have a zero next to them.
What you're doing is asking FileMaker to match on the field "Resource_ID" and when it finds a match import the data from the other 3 fields from barton.txt into the fields in Vera (overwriting what might already be there).
d. Click on the Scan Arrow to see a few sample records and make sure you've matched the correct fields.
e. After you click the Import button, it will ask you if you want to "perform auto-enter options..." You do not, so don't check the box.
8. If it looks like it all went OK, do some spot checking to make sure.
9. Follow up on on the "error" files as follows:
a. email the "dups" file to someone (currently the vera-data list) who can look up each title and decide what the correct entry should be.
b. review the verabad file
This report includes instances of a single Barton record pointing to 2 or more Vera records, because there are multiple providers. When there is more than one ejournal holding in Barton, SerCat should be reporting any holdings additions, changes, or deletions to vera-data for manual changing in Vera. So you shouldn't actually have to do anything with this report, but spot checking a few titles to make sure the holdings reported in verabad match what is in actual Vera would be good. Over time, Barton records with multiple Vera IDs should have those Vera IDs deleted completely, but this is a low priority project.c. review the barton-only file
This report lists Barton records with Vera numbers that the script does not find in Vera, or [not sure about this part] where there is a Vera number match but an ISSN mismatch. Search title in Barton by ISSN or Vera number, then search title in Vera. In most cases, the Vera number has been entered incorrectly on the Barton record and needs only to be corrected. In some cases, the Vera record has been deleted, perhaps because there is no longer access, or because the title has died. Assure that a Vera record is no longer appropriate, and that the Barton record correctly reflects the current state of access.Copying Vera Back to Creek