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J-STAGE (Japan Science and Information Technology Aggregator, Electronic) Import To Vera

A. Downloading and processing the file from the J-STAGE

1. In your web browser, go to http://info.jstage.jst.go.jp/eng/info/library/library.html. Click on "Download Journals List." You will get a dialog box with the option "Open using WinZip." Press OK. Go through the WinZip steps to unzip the file "journals_list_en1.zip." Specify when asked that you want to unzip it into your (month specific) Vera Import folder. The unzipping operation will open that folder and you will see the unzipped file "journals_list_en.txt." Save it to your Vera Import folder.

The file from the J-STAGE doesn't contain all the information we need for the Vera records, nor does it contain all the information in the correct place. Rich from STS has written a script that will fix these things for us. The script to make these changes is called jstage.pl, and resides on Athena at:

/afs/athena.mit.edu/dept/libraries/staff/systems/scripts/openaccess

2. In FileZilla, connect to Athena using your DOAJ Script profile. (You could also create a separate FTP profile for the J-STAGE script, but the remote FTP site is the same as for DOAJ.)  This will connect you to the path listed just above.

3. Copy the file journals_list_en.txt from your local directory to the Athena directory.

4. In Host Explorer at an Athena prompt, type cd /afs/athena.mit.edu/dept/libraries/staff/systems/scripts/openaccess to get to that directory (that's cd, space, and then the path name)

5. Type pwd to make sure you're actually in the right place.

6. To run the script, type the following exactly as it is written below:

jstage.pl --infile=journals_list_en.txt --outfile=jstage_done.txt

7. After the script finishes running, return to FileZilla. Make sure to Refresh Views under the View menu, then FTP the finished file called "jstage_done.csv" back down to your computer into your Vera import folder.

B. Post script-running process

  1. Launch Excel, and open a new blank document.
  2. In the Data menu, choose "Get External Data" then "Import Text File...". Navigate to the file jstage_done.txt on your computer and then choose Import.
  3. When confronted with the Import Wizard, you'll have to make some choices. Your answers are
    1. Step 1: delimited (then click Next)
    2. Step 2: tab (then click Next)
    3. Step 3: general (then click Finish)
  4. Where do you want to put it? Existing worksheet.
  5. Now you can eyeball it to see if it looks like the data is in the correct columns.
  6. Save the document as an Excel file. (.xls). Go to File --> Save As... and
    • Save In: your Vera import folder
    • File name: jstage_done.xls
    • Save as type: Microsoft Excel Workbook (*.xls)
  7. You now have a file called "jstage_done.xls." This is the file you'll import into Vera.

C. See "Importing Data to Vera: General Instructions" for Closing Vera on Creek and Making Backup and Working Copies of Vera

D. Deleting the set imported into Vera last time

Before you import the current set, you have to delete the old set.

1. 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).

2. Find the set of records you imported from J-STAGE last time by doing a Find in the Mark Set field for the text "JSTAGE." (You could also search for all the records created on the import date, which will be whatever date you did the last import but with the year 1799; for example, you could search for 11/12/1799 to find the records we imported on 11/12/2004; this might be more exact because you can't modify the creation date field).

3. Once you're sure you have the correct set of records, go to Records --> Delete Found Records.

4. There is significate duplication between the J-STAGE and DOAJ journal lists, and we want to minimize such duplication if possible. Find the duplicate records by doing a Find with the values "http://jstage" in the URL Native field, and the value "DOAJ" in the Mark Set field.

5. Once you're sure you have the correct set of records, go to Records --> Delete Found Records.

E. Importing the J-STAGE file into Vera

  1. Still in your local copy of Vera, go to File --> Import records
  2. Navigate to the file on your computer "jstage_done.xls" (if it asks, it's Sheet1)
  3. Answer that the top row is field names.
  4. Match the field names on the left (how the columns are labelled in jstage_done.xls) with the field names on the right (what they are called in Vera). If you choose View By: Matching Names, it should work.
  5. Make sure you have the arrow pointing from left to right (-->) between each of the field names above.
  6. Make sure you uncheck everything else, so that there is a little zero (kind of looks like a dot) for everything else (i.e., not a --> and not a <-->)
  7. Check to make sure your choices make sense by "scanning" the data.
  8. Choose "Add new records" radio button
  9. Click Import button
  10. Check the box that asks if you want to "perform auto-enter options." (You do want to perform auto-enter options; this is how the unique Vera ID is created, how the creation date gets in there, the Creator Name, etc.)
  11. Click OK.
  12. Note the number of records imported and email to Kim so it can be added to the History of records imported in the table at the bottom of the page.

F. Global Replaces for the Set

Creation Date

Vera automatically adds today's date as the Creation Date, and under normal circumstances you can't change that. The Creation Date has an effect on what shows as New! in Public Vera, and since we don't want these to show as New!, we are going to manually change the date.

  1. Go to File --> Define Fields...
  2. Locate the field Creation Date in the list of fields.
  3. Highlight the field name, and choose Options.
  4. In the Auto Enter tab, uncheck the box that says "Prohibit Modification of Value."
  5. Click OK, then Done.
  6. Now, with your found set of J-STAGE records, change the Creation Date in the first record to today's date but with the year 1799 (e.g., 11/12/1799).
  7. Click on the field so that your cursor is in the field, then go to Records --> Replace... and replace all the records in this found set with that date.
  8. Once you've marked all these records with the 1799 Creation Date, change the field back to prevent anyone from Modifying Values in that field. (Repeat steps above, and recheck the box).

Mark Set

  1. Add the text "imported from JSTAGE, <today's date>" to the Mark Set field of the first record in the set.
  2. Click in the field so that your cursor is in the field, then go to Records --> Replace...
  3. It will ask if you want to replace the contents of the Mark Set field to whatever you just typed in the records in the found set. You have to actually choose Replace by clicking on it (Enter will cancel the process.)

G. See "Importing Data to Vera: General Instructions" for Copying Vera Back to Creek and Opening Vera on Creek

History of records loaded into Vera

Records should be loaded into Vera every two months.

Date
Records
8/18/2005
173 (70 of which were also DOAJ), for a net gain of 203
12/7/2006 249
6/4/2007 280
8/10/2007 316
10/6/2007 313
12/21/2007 331
2/15/2008 341
3/29/2008 site down, couldn't load
5/2/2008 357
Written by Kim Maxwell; Last updated by Kim Maxwell, May 5, 2008