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RESPOND Batchload Guidelines

Batchload Order Form

The following guidelines for completing certain fields in the Batchload Order form have been compiled from information provided by OCLC; if you have further questions, please contact Jeff Gima (jgima@aup.fr). Please note that some of these guidelines have been updated from what was presented at the May 22, 2006 batchload web seminar.

Institution Information

  
OCLC Symbol:
[ 3 or 5 character code; see list of AMICAL institutions' OCLC symbols]
OCLC Billing Partner:
OCLC EMEA
   

Institution Primary Project Contact


Primary Contact Name:
[Cataloger at your library]
 

Submitting Files


Reason for sending these records:

Set holdings on every match
[Opens possibility for adding original records]

I will send my files to OCLC:

Electronically (choose one of following)

  • FTP to my Institution's EDX account
    [library completes EDX Assessment form and will use FTP for sending and receiving files between OCLC / library]
  • Email to batchload@oclc.org
  • Upload via Web using PSWEB
For instructions on preparing the Label File, please see the Concise Batchload Guide (p. 15, or online here)]

 

EDX Account information

Complete the EDX Assessment form to create an EDX account for your library.
Form needs:

  • technical contact (IT staff)
  • library contact (for project)
 

Project Information


The records being submitted for this project are:
MARC 21
 What is your character code scheme? MARC8 or UTF-8
Will your records contain OCLC control numbers?

I don’t know [for new libraries]
[Current OCLC libraries, respond accordingly]

Frequency you’ll be sending files for batch processing:

One time only
[even if you expect to be sending files again periodically in the future]

How many records do you estimate you will initially be sending us?

Consider range of numbers: e.g. 15,000 to 50,000
Number of OCLC Institution Symbols being set with this project?
One Institution
Retain the local data found in your records in the OCLC batch archive record?
Yes
[future implications / Bib Record Snapshot]

Name of your Local System:

[Select from the list provided. If your system is not listed, choose "Other", indicate the system, and make a note in Special Instructions.]

Is this part of an OCLC Group Catalog effort?

YES. Add this to Special Instructions: AMICAL Group Catalog
Is this project for a WorldCat Collection Analysis project?
No
[Though RESPOND will include access to Collection Analysis, this initial batchload is being treated separately.]
 

Notifications and Reports


Notifications:

"Click to add another entry box" several times, then enter the email addresses of 1 or 2 people at your library and the following email address:

  • jgima@aup.fr

[this will help Jeff Gima, AMICAL/RESPOND project manager, to monitor progress/problems/etc. with the project]

Batchload processing summary:

Same as above
 

Special Instructions

Part of AMICAL-RESPOND project. 

Retrospective project; to be followed by On-going project.
[Add more info on record formats, such as UTF8/ MARC, etc.]

[Click "Next" to go to following page]
 

Non-Matching Records

[Leave unchecked]
[Click "Next" to go to following page]
 

Authorization and Governing Terms
Institution Contact Name
[Head librarian]
Your Name
[Whoever happens to be filling out the form]
[Click SUBMIT to send the form to OCLC]  
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