Updating E-journal Holdings with Millennium Silver “Coverage Load” Carolina Innovative Users Group 2005 Meeting University of North Carolina at Charlotte May 11-12, 2005 Rebecca Kemp, Electronic Resources/ Serials Librarian

Background Information What does Coverage Load do? It takes holdings information from a spreadsheet, plugs information into checkin records for each title represented in the spreadsheet. More specifically: Finds the appropriate checkin record in Millennium Matches the title or ISSN from a spreadsheet with checkin records held in a review file Fills in the holdings information in the appropriate checkin record. Does this for each individual title represented on the spreadsheet, more quickly than would be possible if doing by hand.

End Result in Catalog

Background Information (continued) Why we use Coverage Load at UNCW We bring every journal title into the catalog and display links to the electronic journals We display holdings information (both print and electronic) in checkin records rather than in the 856 field of the bib record We do not have Serials Solutions, Journal Finder, or an OpenURL link resolver to do the work for us Although a lot of preparation has to be done to the spreadsheet and to each checkin record, we believe it saves us time to input holdings information this way.

Major steps 1.a. Prepare checkin records to be modified b. Prepare spreadsheet data to be entered into text file 2. Prepare text file to be used in Coverage Load 3. Process the text file using Coverage Load 4. Fix records that did not get updated during the first processing; process again, if necessary

1.a. Prepare checkin records a.Download batch of bib records from vendor or OCLC; can suppress them while in processing b.Make sure there are no duplicate bib records already in your catalog c.Create a checkin record for each bib record d.In each checkin record, insert the vendor name followed by a space, e.g., “Blackwell ” e. Gather all checkin records into a review file (checkin review file where the “h” field “has” “Blackwell ”)

1.a. Prepare checkin records (continued)

1.b. Prepare spreadsheet data a. Download vendor spreadsheet: journal title, ISSN, EISSN, holdings, URL b. Modify vendor spreadsheet as necessary (confirm holdings by checking URLs) c. Look at ISSN fields in bib records, copy the ISSN field into a column on the spreadsheet for the ISSNs you want to use. Some ISSNs are prefaced by a subfield y, and Coverage Load cannot read these ISSNs. Randall solution: removed subfield y and put checkin note to explain that we removed the subfield y

1. b Prepare spreadsheet data (continued): Vendor spreadsheet

1.b. Prepare spreadsheet data (continued) d. Change holdings to display in the format holdings using Cut and Paste and the Excel “Concatenation” function End Result for spreadsheet: (note three columns: ISSN, TITLE, HOLDINGS)

2. Prepare text file Copy and paste the spreadsheet you created above into a text editor and save the file. The Excel cells will convert to tab-delimited format in the text file.

3. Process the text file using Coverage Load a.Prepare Holdings Update Identifier i. From the Admin menu in Millennium, select “Parameters” – “Serials” – “Holdings Update Identifiers”

3. Process the text file using Coverage Load (continued) ii. If you don’t already have the vendor’s name listed, click “Append” and type in the vendor name, “OK”

3. Process the text file using Coverage Load (continued) iii. Save and close.

3. Process the text file using Coverage Load (continued) b. On left sidebar in Millennium, select Coverage Load icon c. Select “Review” for the files you want to update and then select the name of the review file you want to update.

3. Process the text file using Coverage Load (continued) d. Click “Browse” to locate and select your text file. Keep the option on “XML/Text Files/Comma Delimited/CSV”, as you will be loading a text file.

3. Process the text file using Coverage Load (continued) e. Prompt: “Press Continue to Preprocess File.”

3. Process the text file using Coverage Load (continued) f. Prompt: “Please select a supplier.” (This is what you set up previously in the “Holdings Update Identifiers” step.)

3. Process the text file using Coverage Load (continued) g. Prompt: enter in the “Vendor ID” and “Database ID.” You don’t need to put in the “Database ID” for the coverage load process to work. Hit OK.

3. Process the text file using Coverage Load (continued) h. The review file comes onscreen. Hit “Process.” Then you will see a dialog box that says “Processing data for [Identifier name]”

3. Process the text file using Coverage Load (continued) This process may take a minute, depending on how many checkin records have to be updated. i. Then you will see the report that Millennium generates.

3. Process the text file using Coverage Load (concluded) j. I recommend saving the error report. If you name your file with an.xls extension, you can open it as an Excel file!

4. Fix records that did not get updated during the first processing a.Open error report file in Excel; delete headers, freeze panes below column names, sort by STATUS. b.All of the ones with status ““c####### Updated: as linked to -> b########” have been updated correctly, and can be removed from the report.

4. Fix records that did not get updated during the first processing (continued) c. Analyze the different error messages and Either fix checkins by hand Or start a new spreadsheet for Coverage Load Run #2 for the errors For most problems, basic fix was usually to make sure the correct ISSN was in the spreadsheet used by Coverage Load.

4. Fix records that did not get updated during the first processing (continued) PROBLEM: “No valid checkin records attached to bib b ” SOLUTION: 2 bib records that represented same title (had not been de-duped properly); deleted the newer, “online-only” record and kept the older record. Older record was responsible for linking to both print and online holdings. PROBLEM: “Errors getting holdings attached to bib b ” SOLUTION: There was a different ISSN in the record than the one in the spreadsheet. Made sure the ISSNs corresponded for the second time around.

4. Fix records that did not get updated during the first processing (continued) PROBLEM: “Multiple ISSN ( ) and Title (Biotechnology and Bioengineering) matches” SOLUTION: Another case of a different ISSN in the record than what was in the spreadsheet. Seems to have worked anyway, although it’s a good idea to check these titles just to make sure. PROBLEM: “No search results on ISSN ( ) or Title (Journal of biomedical materials research. Part A [electronic resource])” SOLUTION: Incorrect ISSN. Also Millennium couldn’t match title because of “[electronic resource]” in 245 field, left over from a spreadsheet that I had exported from a review file. (Most of the errors in this batch fit into this category.)

4. Fix records that did not get updated during the first processing (continued) d. Run the fixed spreadsheet i.Put together new spreadsheet with correct ISSNs together with titles (with any necessary omissions or changes in titles) and the holdings. To use the information from the report generated by Millennium, delete the spaces before the ISSNs. Delete the spaces before the letters in titles. ii. Save as text file.

4. Fix records that did not get updated during the first processing (concluded) iii. Create new review file that does not include the checkins that have already been fixed. (Can sort original review file by “h” field, and the checkins that have not been fixed should sort out from the ones that have been fixed.) iv. Run through Coverage Load again. Hopefully all holdings should attach this time. COVERAGE LOAD IS COMPLETE!!!!

Any questions??? Feel free to contact me with any other questions: Rebecca Kemp Electronic Resources/Serials Librarian W. M. Randall Library UNC Wilmington 601 S. College Rd. Wilmington, NC voice: (910)