SILO File Upload & Feedback System By Marie Harms State Library of Iowa August 18 & 19, 2010

The export and upload process Export MARC bibliographic records from local automation system Upload file of MARC records to SILO Records are processed Records are added to the Locator

Export guidelines One large file of many records is easier and faster to process than multiple, small files with few records. Combine small files into one large file, if possible.

Export process Set-up the export parameters Run the export process Save file

Remember One large file of many records is easier and faster to process than multiple, small files with few records. Combine small files into one large file, if possible.

Work with your vendor It is important to work with your vendor if you are unsure how to do the export. SILO staff cannot assist you with this Check Web page for some instructions

Or search on keyword “exporting”

Upload file to SILO Go to Login with Locator code and password

Choose menu option “Manage MARC Data Files”

Select “Upload MARC Data Files of records to be added”

Click the Browse button and navigate to the location of the saved export file. Upload one file at a time Provide an address for feedback

Results page Success! The results will display Click on the link: “Submit more MARC files” to add more files

Results page Error! The results will display Check file and re-submit

Other actions Add more files of MARC records Delete recently uploaded files

Records are processed Files of records are processed the next weekday Look for your records/holdings the next day after the upload

Records are processed Each record is checked against the Locator MARC Record Standards Records not meeting the standards are rejected Records meeting the standards are added to the Locator

Records are added to the Locator Holding codes are added to existing records New records with holding code are added if no existing record is found

Feedback This system offers the option of receiving an e- mail report on the records submitted for inclusion in the Locator. The report includes: – the number of records loaded – the number of records rejected – detailed feedback for each rejected record

Consumer Reports; Buying Guide 2010 by - minimal MARC error: no record field 008 found - minimal MARC error: in field missing copyright/publish date - minimal MARC error: in field description information - minimal MARC error: record does not contain any valid standard numbers

Error Messages Decoded The following error messages appear on individual MARC records in the Feedback List. A cataloger can use these messages to understand, generally, the quality of MARC records submitted.

Error in leader The leader is the first 24 characters of a record. Each position has assigned meaning, but much of the information in the leader is for computer use. Locator processing checks each position and issues error messages for seven elements: record status record type bib level indicator count subfield count

Errors in Directory MARC length error Incorrect entry map MARC encoding error MARC structure error Usually means the MARC record has been corrupted during a conversion, or it is simple file corruption. MARC encoding and structure errors occur when the record is exported in a format other than US- MARC or MARC21.

No field 008 found Error in field 008 – year of publication The 008 field is referred to as Fixed-Length Data Elements, or Fixed Field Codes. Its 40 characters contain important information, but in abbreviated form. Locator processing uses information found here to match records when loading records into the Locator and adding holdings to existing records.

Record does not contain any valid standard numbers Each MARC record must contain at least one standard number. ISBN Field 020/Subfield a LCCN - Field 010/Subfield a OCLC Accession Number - Field 035/Subfield a ISSN - Field 022/Subfield a UPC - Field 024/Subfield a/First indicator 1 Publisher Number - Field 028/Subfield a

Error in field Missing publisher location or name Error in field Missing copyright/publish date Locator processing looks for data in subfield a and b (place of publication and name of publisher), and subfield c (date of publication) Uses this data, in conjunction with a standard number, when searching existing records in the Locator looking for a match.

Error in field 300 – description information Locator processing looks for data in any subfields of field 300 (Physical description) and uses this data, in conjunction with a standard number, when searching existing records in the Locator looking for a match.

Fixing the records with errors Fix records in your local cataloging utility Buy a new MARC record If a chronic problem: – Examine cataloging practices – Buy better records – Contact automation vendor for better export process

No reminders The State Library will not issue reminders to libraries to update holdings It is the responsibility of the library to initiate the upload process Libraries participating in SILO ILL must submit holdings to the Locator

How often should you send files? Each library determines this Frequently enough that the Locator is up-to- date No so frequently that this process becomes a burden Recommend monthly, or quarterly

To receive the feedback report

We’re here to help! SILO Help Desk phone: Web form:

We’re here to help! Marie Harms Library Consultant State Library of Iowa (toll-free) (desk) (mobile)