LTI Authority Control Procedures

LTI AUTHORITY CONTROL PROCEDURES

TO SEND AUTHORITY EXPRESS FILES

  • Make review file
    • To catch as many full bibs as possible (vs. brief bibs), range will be from last bib# sent to last bib# created in month previous to each run (i.e., a run sent on June 1st should include last bib# sent to last bib# created by May 1st).
    • Bib location between bd and mdzzz AND
    • Bib created less than ..-..-.. AND
    • Bib marc tag #001 not equal to blank AND
    • Bib marc tag #001 not equal to BRIEF AND
    • Bib marc tag #040|d not equal to WaSeSS (check 001s in global update to make sure no Serials Solutions bibs are included)
  • Split into two or more files if necessary to keep them below ~12,000 records each
  • In Data Exchange:
    • In Select Process choose ”Output marc records to another system using FTS (out)”
    • Choose “Create”
    • Name the output file(s) according to the following format:
      FLATI_1_2-05.IN (if more than one file) or FLATI_2-05.IN (if only one file) (i.e., FLATI, then underscore, then file number (if more than one file), then underscore again (if more than one file), then month (one or two digits), then hyphen, then year (two digits), then .IN.
    • Select the review file
    • Select “Start”
    • When completed, select “Close”
    • Highlight the file, and select “Put FTP”
    • For host, choose “ftplibrarytech.com” and click “Connect”
      • Username: FLATI
      • Password: BFJ524
    • Highlight file to send
    • Check “rename files upon transfer” and delete the “.out” from the end of the filename
    • Select “Put”
    • When completed, disconnect.

Merge – magic bib record# b15649325
1st sent to LTI ( 2/8/05) Range: b15649325 – 15987528 (20,440 bibs)
Next: (5/4/05) Range: b1598753x – 16085115 (4870 bibs)
Next: (6/6/05) Range: b16085139 – 16120486 (670 bibs)
Next: (7/11/05) Range: b16120498 – 16146852 (935 bibs)
Next: (9/2/05) Range: b16146864 – 16191171 (1990 bibs)
Next: (12/3/05) Range: b16191183 – b16269093 (3531 bibs through 11/1/05)
Next: (3/7/06) Range: b16269111 – b1635252x (4811 bibs through 1/31/06)
Next: (6/5/06) Range: b16352543 – b16466639 (3643 bibs through 4/30/06)
Next: (10/16/06) Range: b16466640 – b16601208 (7107 bibs through 8/31/06)
Next: (02/08/07) Range: b16601221 – b16703950 (3688 bibs through 12/31/06)
Next: (04/12/07) Range: b16703960 – b16772301 (4369 bibs through 2/28/07)
Next: (09/21/07) Range: b16772313 – b16933345 (11276 bibs through 8/31/07)
Next: (03/19/08) Range: b16933357 -- b17138723 (12526 bibs through 1/31/08)
Next: (07/16/08) Range: b17138747 – b17401756 (9052 bibs through 5/31/08)
Next: (10/21/08) Range: b1740177x – b17482379 (5059 bibs through 8/31/08)
Next: (05/04/09) Range: b17482410 – b17798644 (14235 bibs through 3/31/09)
Next: (01/04/10) Range: b17798656 – b18138366 (26481 bibs through 11/30/09)
Next: (07/09/10) Range: b1813838x – b18352029 (19008 bibs through 05/31/10)
Next: (03/24/11) Range: b18352042 – b18606556 (22021 bibs through 12/31/2010)
Next: (08/12/11) Range: b1860657x – b19024472 (37984 bibs through 6/30/11)

Note: we may want to re-send our entire db to LTI for “refreshing” every 3 years or so, or as an alternative, run a file every six months or so of every full bib that meets the search criteria, but that doesn’t have a 907 field, to catch and send bibs that were missed in the earlier AE passes.

Sent 11/17/08: first 5589 bibs from “fell through the cracks” file (bpl tl no LTI after b15649325) beginning b15650923, ending b1611310x
Sent 05/04/09: second 4998 bibs from “fell through the cracks” file (bpl tl no LTI after b15649325) beginning b16113123, ending b16398555
Sent 1/4/10: third 4897 bibs from “fell through the cracks” file (bpl tl no LTI after b15649325) beginning b16398579, ending b16666550, appended to regular file
Sent 7/9/10: fourth (and last) 4871 bibs from “fell through the cracks” file (bpl tl no LTI after b15649325) beginning b16666562, ending b17480103, appended to regular file

WHAT TO DO WITH DELETED AUP AUTHORITY RECORDS

  • As the first step in the AUP process, get the deleted record file from the remote server. In Data Exchange:
    • Select either the name or subject authority record load table (deleted records will need to be loaded through both)
    • Choose “Get FTP”
    • Choose host: LibraryTech
    • Choose “Connect”
      • Username: FLATI
      • Password: BFJ524
    • In remote list, find deleted records file and highlight
    • Choose “Get”
    • Choose “Close”
    • The fts file should now be listed in Data Exchange – highlight it
    • Choose “Prep”
    • Highlight the marc file (will have extension .nam or .sub)
    • Select “Use Review File,” then choose “Load”
  • Copy system-created review file to an empty file. When asked if source file should be deleted, choose “Yes.”
    • Note: if selecting the “Use Review File” step is missed, create a review file of all authority records with Marc tag 670 that have “record deleted from LC” (Record type: auth; type: authority; field: MARC tag 670; condition: has; value A: record deleted from LC)
  • Batch delete the new review file in Deleted Records.
  • Delete the LTI deleted records files from Data Exchange
  • Once the deleted headings have been taken care of, follow the instructions for retrieving and loading the authority records.

 

TO RETRIEVE AND LOAD AE OR AUP NAME AND SUBJECT AUTHORITY RECORDS

  • In Data Exchange:
    • Select appropriate load table
    • Choose “Get FTP”
    • Choose host: LibraryTech
    • Choose “Connect”
      • Username: FLATI
      • Password: BFJ524
    • In remote list, find appropriate file and highlight
    • Choose “Get”
    • Choose “Close”
    • The file should now be listed in Data Exchange – highlight it
    • Choose “Prep”
    • Highlight the marc file (will have extension .nam or .sub)
    • Choose “Load”
       

TO RETRIEVE AND LOAD RETURNED AE OR AUP BIBS

  • In Data Exchange:
    • In Select Process choose ”Load records using a locally created load profile (local)”
    • Choose “Get”
    • Choose host: LibraryTech
    • Choose “Connect”
      • Username: FLATI
      • Password: BFJ524
    • In remote list, find appropriate file and highlight
    • Choose “Get”
    • Choose “Close”
    • The file should now be listed in Data Exchange – highlight it
    • Choose “Prep”
    • Highlight the marc file (will have extension .lmarc)
    • Choose “Load K (Overlay LTI Authority Bibs)”
  • Choose “Load”

TO RETRIEVE AND ACCESS RETURNED REPORTS

Use Absolute FTP or other FTP program to download as ascii files, then save as Word docs (includes .ACF, .ULH and –nfichg files).

 

LTI FILE NAMES

Names of Files Returned by Authority Express

 

FLATIxxx.OUT -- finished file of MARC bib records

The bib records you submitted with all authority control changes inserted.

FLATIxxx.LCN -- new name-related LC authority records

The LC authority records which linked to the name, title, and series headings and which have not previously been sent to your library.

FLATIxxx.LCS -- new subject-related LC authority records

The LC authority records which linked to the subject headings and which have not previously been sent to your library.

FLATIxxx.LCJ -- new LC Annotated Card (Children's) authority records

The LC authority records for Annotated Card headings (001 field begins with "sj") which linked to the records and which have not previously been sent to your library.

FLATIxxx.ACF -- authority control statistics report

Lists the headings by tag, detailing the link results obtained.

FLATIxxx.ULH -- unlinked headings list

A list of all headings in which subfield "a" did not link to an LC or LTI authority record.

FLATIxxx.ERR -- error information list

There was a problem with the file you submitted: either the MARC structure contained errors, or the filename repeats a previously processed filename. This ASCII text file reports the nature of the error(s).

FLATIxxx.BAD -- bad MARC record file

If any of the bib records you submitted contained errors in its MARC structure (see .ERR above), this file will contain the bad records. These records were removed from the file and no further processing was performed. If a .BAD file is generated, all associated files should be removed from the server. The file to be processed should be re-sent with errors fixed or erroneous records removed.

 

Names of Files Returned by Authority Update Processing

 

AUPxxx-FLATI.LSB – text listing of bib heading changes

AUPxxx-FLATI.LSA – text listing of authority record changes

AUPxxx-FLATI.CHG – changed bib records

AUPxxx-FLATI.LCN – new/revised LC name authority recs

AUPxxx-FLATI.LCS – new/revised LC subject authority records

AUPxxx-FLATI.LCDEL – delete authority records