Monthly Tape Load

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Once a month we get a tape load of Gov Docs bib records from OCLC. Arabella will send us an email when the new one has come in. We need to organize them and print out a list; this is done using Create Lists in Millenium.

Creating the List

Open Millenium. Open “Create Lists” from the bar on the left side of the screen. There should be 2 “Gov Docs” lists, number 16 & 17. Choose the older one to overwrite. From the top bar, Empty the list. Rename the list from the top bar. Open “search records” from the second bar.

Open the latest email from Arabella. At the bottom of the email with all the new records, you will see the starting and ending record numbers in the Bibliographic line.

BIBLIOGRAPHIC 378 b2809105x b28094827 91 0 46

Enter these numbers in the search window "start" and "stop".

Highlight “type”by double-clicking in the blank space; choose Bib. Highlight “Field”, choose marc tag. Type 086 over the letters. Highlight “condition”; choose greater than

Hit search. Hit “sort records” from second bar. Sort for type- bib record, and field-marc tag 086. Dedupe from top bar.


Click on “Export Records” from second bar. Begin with Bib record and marc tag, adding 086. Append type-bib record, field-title. Append type-bib record, field- (81) record number.

Browse for file to put them in. I use my Gov Docs file on the server. Choose all file types. Name the file such as “GDjuly2010.xls” Don’t forget the .xls. Export the file by hitting “OK”

Open Excel, open the correct file. A window will pop up. Chose “delimited”, hit Next. Choose Tab and Comma, hit Next. Choose general, hit Finish.

Set up the page. Margins should be .75. There should be no header margin and the footer should be .5. Go to the header/footer tab. Choose a footer with name, date and page number. Format the columns so you can see enough of the call number and make the title as wide as possible. Delete the word Biblio in column 3 and autoformat column to fit.

Scroll down to make sure all the record numbers are in their column. If not, cut and paste, and delete all the information to the right of the Record # column.
Add borders to everything.
Check Print Preview to see how it looks.
Print, presto!!

Editing the Records

The bib records are automatically downloaded with an electronic item record attached, even though some of them are actually for paper or microfiche or CD/DVD. This is because the majority of our records are now electronic and it’s the easiest way to download them with item records attached. We need to go through the list and figure out which records are for paper or microfiche or CD/DVD. In the title line of the record, after the first part of the title, it will say in parenthesis [electronic resource] or [microfiche] or nothing. Electronic ones are sometimes actually for CD/DVD. Ones that say nothing are for paper.

'T'o edit an electronic record, search it by call number or title. It will open to the item record. Open the bib record by clicking on Edit in the second top bar (the one with the icons). First hit the F1 key- this will add a cataloging date in the top box. Find the 856 fields from the left side of the page- there will usually be at least 2. Delete the one/ones that do not have a PURL in the address. At the end of the line of the PURL 856, type in Shift+|+3. A blue box will appear with |3 in it. Then type ”Online resource”. If there is more than one PURL 856 field, keep them all, and if they already have a |3 note, or a |Z note, at either end of the line, don’t add anything.( You can check for what you’ve added in the Public View from the View dropdown box in the top toolbar.) Then Save and Close.
If several records came up from your search, you need to examine them and decide if they are dupes, and figure out which one is correct or better. Pay close attention to dates and media.
If you determine it’s a CD or DVD record, you need to change the Item Type box to 11 for DVD or 42 for CD, and change the Location box to MMGC. You then need to look on the Holdings shelf or the stacks if it’s an older item, and if the item is there, barcode it in the usual way.

To edit a paper record, search it by call number or title. Open to the item record. Change the Item Type box to “1” and the Location box to “MMG”. You then need to search the Holdings shelf or the regular stacks if it’s an older item and barcode it in the usual way.

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