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WEST Webinar Series: The Why and How of Submitting Unarchived Holdings Files

Join us to learn about submitting unarchived holdings files, benefits of submission, preparing files, and submitting process. Understand annual archive cycles and collections analyses. Get insights on MARC Bibliographic Data and WEST Program. Stay informed about changes and improvements. Ask questions and get expert guidance.

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WEST Webinar Series: The Why and How of Submitting Unarchived Holdings Files

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  1. WEST Webinar Series: The Why and How of Submitting Unarchived Holdings Files Thursday September 12, 2019 10-11am PDT

  2. Can you hear the presenter?Please use the chat window to report yes or no.

  3. Road Map • The unarchived holdings process • Who can submit, and what are the benefits of submitting? • Preparing your unarchived holdings files • Submitting your unarchived holdings files • Local holdings location review

  4. the unarchived holdings process

  5. Annual Archive CyclesBiennial Collections Analyses MARC Bibliographic and Holdings Data Matching, Normalization, Depth of Holdings Aka De-selection Reports Group and local decisions about “what to archive next?” WEST Program & OCLC WorldCat Libraries register initial commitments At libraries and storage facilities 1 Year to Consolidate Holdings

  6. A Closer Look at Unarchived Holdings and AGUA Collections Analysis AGUA Database

  7. About the unarchived holdings process Changes since the last call for holdings: • New user interface for submitting files • Holdings location interface

  8. To review: What it is Why we do it • Effectively target journals for archiving • Identify deepest backfile • Expanding the WEST archives Review & analysis of journal holdings not already archived in by WEST

  9. Who can submit, and what are the benefits of submitting?

  10. Eligibility & Benefits • Group Benefit: • space analysis; last copy analysis… • Group Benefit: • more accurate and complete picture from which to decide what to archive next • Unarchived Holdings Files from WEST Full Members • Library Benefit: • Annual Collection Comparison Report for serial review projects • Input • Benefits

  11. Questions?

  12. Preparing your unarchived holdings files

  13. Preparing Your Institution’s Unarchived Holdings FileGeneral Instructions Requirements: • Separate files for each OCLC symbol • Records must be in MARC21 format Reminder: • Include records for holdings housed in separate storage facilities Update: • Separate or combined bib/holdings files

  14. Preparing Your Institution’s Unarchived Holdings FileRecord Identification • 1. Leader 06 (record type) = "a" (language material) • AND • Leader 07 (bibliographic level) = "s" (serial)  • 2.Exclude non-print description records, unless print holdings are attached: • 008 byte 23 (form of item) not equal to blank or fill character (|) • 3. Include all print journal titles, whether active or inactive, for which your library holds print. • 4. Exclude government documents: • 008/28 not equal to blank, u, or fill character (|) • OR • Bibliographic record contains MARC 074 or 086 Where bibliographic records have met the criteria outlined in steps 1-4, identify and submit holdings records for print format holdings only; if possible, please exclude any holdings data for non-print formats, i.e., microform or e-resources.

  15. Preparing Your Institution’s Unarchived Holdings FileSubmitting your Files File naming conventions: <OCLC symbol>.<ILS code>.<rec type>.<submissiondate>.<segment>.<extension> • <OCLC symbol> = your OCLC symbol (in all CAPS) 2. <ILS code> = your ILS, e.g., Aleph, ALMA, III, Koha, Sirsi, Symphony, Voyager, WMS 3. <rec type> = Use "bib", "holdings", or "combined" where a file contains both bib and holdings data/records. 4. <submission date> = Date of file creation.  Use YYYYMMDD format, for example: 20190912 5. <segment> = Use where providing more than one file per record type. Append a, b, c, etc.        6. <file extension> = For example: .mrc Example: CUY.iii.holdings.20151028.a.mrc

  16. Questions?

  17. submitting your unarchived holdings files

  18. New file submission process

  19. New file submission process Upload file from your desktop

  20. New file submission process Upload file from remote server

  21. New file submission process Upload file from remote server

  22. After you submit • Automated file validation • Critical problems • Other potential (but not critical) problems • Local holdings location review

  23. Questions?

  24. defining location flags & exclusions

  25. Define Location Storage Flags and Exclusions

  26. Define Location Storage Flags and Exclusions

  27. Questions?

  28. Wrap-up • Please send us your questions and your feedback! • If you are a Full Member and not planning on submitting a file of your unarchived holdings – please alert Anna (anna.striker@ucop.edu), who will be tracking submissions.

  29. Contact us Alison Wohlers WEST Program Manager alison.wohlers@ucop.edu Anna Striker WEST Operations and Collections Analyst anna.striker@ucop.edu Dana Jemison WEST Metadata Analyst dana.jemison@ucop.edu http://www.cdlib.org/west

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