WCP record set QC steps

  1. Open the "WCP records report—WCP collections" spreadsheet. This will be an Excel file that Gobi will email to you. There should be a report that corresponds to each record set.
  2. Extract data, using pre-determined specifications, from the corresponding record set using MarcEdit.
    1. Go to Tools-->Export-->Export tab delimited records.
    2. Step 1: Define your file paths.
      1. Select your record set as your first file path.
      2. Save the output to CATADMIN\PCAT\CSV.
    3. Click “next.”
    4. Step 2: Define fields to be exported.
      1. Click “settings.”
      2. Click “load settings.”
      3. Find the saved setting in the CATADMIN\PCAT\Specs folder (PCAT 20190501.txt).
      4. Select the file and click “open.”
    5. Click “export.” Close the pop-up window alerting you that the file has been created.
  3. Create a new tab in the WCP records report—WCP collections spreadsheet, and import the CSV file created via MarcEdit.
    1. Use “get data from text.”
    2. Navigate to your CSV file.
    3. Click “import.”
    4. Leave default as delimited. Click “next.”
    5. Leave default as tab. Click “next.”
    6. Highlight all columns, and switch Column data format from general to text. Click “finish.”
    7. Add to the existing worksheet; click “Ok” in the pop-up.
    8. Rename the new tab Record data.
  4. In record data, sort the data by 001. (Data; my data has headers; sort by 001 A-Z)
  5. In record data, insert two columns to the right of column A (001).
  6. On the Gobi data tab, sort by the OCLC number. (Data; my data has headers; sort by OCLC smallest to largest)
    1. Copy the OCLC numbers from this column, and pasted it into one of the blank columns on the record data tab.
    2. Back on the Gobi data tab, copy the Collection name column, and paste it into the other blank column created on the record data tab.
  7. You are now read for data QC. Any problems you encounter should either be deleted from the MARC data (as with 856 fields), or flagged on the Gobi report for follow-up after import.
    1. Make sure you have the same number of records (and same records) on the report and in the record set by comparing your lists of 001/OCLC numbers.
    2. Make sure the Collections codes from the report match the 945 $g from the record set. (You can cut and paste this column to make comparison easier.)
    3. Scan the column of call numbers. Look for:
      1. Call #s lacking dates.
      2. Shelflist call #s associated with artists.
      3. Other obvious problems.
    4. Check the 856s listed. If any link to other library holdings, or link to paid sites, you will need to delete them from our record file. (Search for the appropriate record in the set and delete the 856.)
    5. Scan the column of page numbers. If anything looks like a multi-volume set, flag it.
    6. In the list of 830s, search all series statements. Import new/updated SARs to Horizon at this time.
    7. Check the 066 $c for zsym coding. This will need to be deleted from the MARC record set.
    8. Scan the 300 $c column and flag any volumes fitting our mini/folio parameters.
    9. Flag any items that have supplemental materials listed in the 300 $e.
  8. When QC is complete, return to the tab with the Gobi report.
    1. Sort data by invoice number and title.
    2. Make sure any pieces you’ve flagged for review are highlighted on the report. You can add columns to indicate that referral is needed, and the nature of the problem.
  9. If you’ve had to make updates to the file of MARC records directly (deleted 856 or zsym coding, for example), make sure you compile the file back into MARC and save as revised (.rev added to the file name).