GreenGlass Data

GreenGlass Data

Info
Instructions covers help for filling in the Questionnaire, pulling MARC records and providing a file of item records.
1. Questionnaire
  1. In Scope
    1. Books and Scores. Government Documents in scope if classified in LC or Dewey. The items are part of your general collection.
  2. Number of in-scope bib records
    1. Analytics -> Physical Items -> select Number of Items (in Repository), Resource Type, MMS ID, Lifecycle (filter by active)
    2. Change Subject area by clicking on the square icon and select Titles.

    4. Add location 
    5. Filter Resource type by Book Physical and Notated music - Physical.
    6. Filter location by your in-scope locations.
    7. Change the formula in the MMS ID field to "count distinct"
      1. Click on the gear in the MMS ID field -> Edit Formula

      3. Click on the f(...) button

      5. Expand the Aggregate folder, choose CountDistinct and click ok.
  3. Enter your OCLC holding symbol(s)
  4. Percentage of records contain OCLC numbers.
    1. In the NZ .5% of bibliographic records do not have OCLC numbers.
  5. MARC field of OCLC numbers:
    1. 035 
  6. Are OCLC numbers prefixed:
    1. Other, prefixes include (OCoLC), ocm, ocn, and on. We do have some OCLC numbers without prefixes.
  7. Other fields with OCLC numbers: 
    1. Enter the MARC field if you move OCLC numbers to other fields, such a local fields.
  8. System number:
    1. 001
  9. Available Circ. Data:
    1. Since PALS times for the original PALS libraries about 40 years.
  10. Circ Stats data usage fields:
    1. Enter here the Circ. stats field to arrive at a total use number. For example, Times loaned and statistical note field 3.
  11. OPAC URL: 
    1. For original MnPALS libraries:
      1. https://mnpals-librarycode.primo.exlibrisgroup.com/discovery/fulldisplay?context=U&vid=01MNPALS_librarycode:librarycode&lang=en&docid=almaMMSID
      2. for example: https://mnpals-smsu.primo.exlibrisgroup.com/discovery/fulldisplay?context=U&vid=01MNPALS_SMSU:SMSU&lang=en&docid=alma990087912470104317
    2. For former CLiC libraries:
      1. https://CNAME/discovery/fulldisplay?context=L&vid=01CLIC_librarycode:librarycode&lang=en&docid=almaMMSID
      2. for example: https://libsearch.bethel.edu/discovery/fulldisplay?context=L&vid=01CLIC_BETHEL:BETHEL&lang=en&docid=alma991001031279703686
      3. If you are not using a CNAME the url starts with https://na04.primo.exlibrisgroup.com
    3. For all please verify your URL by conducting a search in Primo, you will also see your library code in the URL. 
    4. Also not the underscore after 01MNPALS_ and 01CLIC_
    5. Note doe not use the Permalink, OCLC is unable to work with it.
  12. Collection codes, i.e. libraries/branches:
    1. Open Analytics -> Physical Items area -> Select Library Code (Active) and Library Name (Active).
  13. Location codes:
    1. Open Analytics -> Physical Items area -> Select Location Code, Location Name and Lifecycle filer by active.
  14. Item and Process Types, to find out what material types you are using:
    1. Open Analytics -> Physical Items area -> Choose Material Type, Process Type and number of Items (In Repository).
  15. Primary and secondary classification scheme
  16. Non-LC schemes:
    1. Such as SuDoc, classification by author, etc.
  17. Identify collections that uses non-LC Schemes
  18. Transmitting call number type with items:
    1. No we do not have that information in item records. Permanent call numbers stored in Holding Records.
  19. Where are local item level call numbers stored:
    1. Not in item but available in holding record.
  20. If no call number in location:
    1. Bibliographic record call number MARC fields in which you enter a call number. 
  21. Add any cataloging anomalies
2. Exporting MARC Records (see also number 4)

Create a set of records.
One approach is to base the search on Permanent Physical Locations. Please note depending on where you placed materials you may need to do some additional filtering to retrieve all records in scope.

Advanced Search -> Physical Titles -> Permanent Physical location -> Equals -> select the applicable locations.
Plus include/exclude process types and/or material types.
      Remember to include none in process types and use Boolean operator OR betwee 
Click on Save and Filter the Query.
Enter a set name.
Click Save.

Exporting Records

Admin -> Run a Job -> Find and select the Export Bibliographic Records Job.
Click next.
Select your GreenGlass Set.
For Physical Format choose Binary.
In the Expand routine choose Add Holdings Information
If you configured S/FTP Connections (Configuration -> General -> S/FTP Connections) with your GreenGlass credentials, you can select them here and transmit the file directly to GreenGlass.
Click next.

Downloading the File
Find the job under the History Tab (Admin -> Monitor Jobs -> History tab)
From the job's ellipses choose report.
Click on the link to exported records.
From the ellipses of the .mrc file choose download.

Note, if the file needs further manipulation or exclusion of records you can do so in MarcEdit.

3. Item File 

I created an item report in Analytics for item extraction. 

Find the report via Analytics
  1. Open Analytics -> Design Analytics
  2. Click on Catalog
  3. Expand Shared Folder
  4. Expand the Community folder -> Reports -> Consortia -> MnPALS -> Resources & Collections -> dk example of GreenGlass Item Report
  5. Copy the dk example of GreenGlass Item Report
  6. From More click on the arrow down and choose Copy.
  7. Navigate to your folder to paste the report.



Now that the report is in your folder you can make changes to it.
Filter the location by the same locations and or process types as you did for the MARC record extract.
Add Lifecyle to the report, to filter by active.

4. Moving Analytics Report to Alma to create a Set
Optional: You can create the item report first in Analytics and then use the Analytics report in Alma to create the set for MARC record export.

  1. Save the report in Analytics
  2. From Alma
  3. Admin -> Manage Sets 
  4. Add Set choose Itemized from the dropdown.
  5. Enter a set title
  6. The Set Content Type should be set to All Titles
  7. From the Add Content from File to Set section choose From Analytics.
  8. From the File field navigate to the folder in Analytics.
  9. Click Save.
  10. The items from the Analytics report will populate the set. Now you can use the set to export the MARC records.



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