FAQs: Working with Order Files in the MARC Order Import Utility Wizard
| • | How are order files created? |
| • | How are order backup files created? |
| • | How do order files display in the MARC Order Import Utility wizard output? |
| • | How can I identify order files that were not successfully imported with the MARC Order Import Utility wizard? |
When the vendor provides one or more files of MARC bibliographic records with order information, the file or files are placed on the workstation. Library staff use the MARC Order Import Utility wizard to import the files of bibliographic records from the workstation to the /Unicorn/Marcordimp/Bibs directory on the SirsiDynix Symphony server. The staff runs the Load Bibs with Order Info report in the Acquisition Load report group to match and load bibliographic data into the catalog, create a file of ASCII flat order records, and test the order records to verify that they can be loaded correctly into SirsiDynix Symphony.
The order data files created by the Load Bibs with Order Info report are placed in the /Unicorn/Marcordimp/Orders directory on the SirsiDynix Symphony server. Once the order data files are placed in this server directory, the MARC Order Import Utility wizard can list, view, modify, or remove the files on the Loaded Order Files tab.
How are order backup files created?
When an order record loading report is used, such as the Load Flat Order Records report that adds ASCII flat order records to the database, a backup copy of the order records is written in the /Unicorn/Marcordimp/Orders/Backup directory on the SirsiDynix Symphony server. This backup copy of records is called the “order data backup.”
Although the original imported file is no longer available after order records have been loaded, the order records are stored in one of two directories on the server. Records that were successfully loaded into the database or successfully loaded for review are stored in the /Unicorn/Marcordimp/Orders/Backup directory. Records that failed to load are stored in the /Unicorn/Marcordimp/Orders/Error directory.
The records that were successfully loaded into the database or successfully loaded for review can be copied back into the /Unicorn/Marcordimp/Orders directory to be available for loading again.
All order data backup files are saved as part of the daily backup. In the event of a system failure, all of the report-loaded records will be present on the daily order data backup. The records may easily be reloaded when the system is operational.
The Order data files display on the Loaded Order Files tab in the MARC Order Import Utility wizard. Order data backup files use the following naming convention.
[date][library number][session number][o|n|e]
The first eight digits represent the date of the record load, in YYYYMMDD format. The next four digits represent the library number from the policies. The last one or two digits represent the session number from the given date. The final alphabetic character indicates the file type. The file type may be one of the following:
| • | An o indicates original order records that were generated when the Load Bibs with Order Info report was run. |
| • | An n indicates new order records that were loaded into the database and copied to the order data backup file. |
| • | An e indicates error files that were not loaded. See the FAQ “How can I identify order records that were not successfully loaded with the MARC Order Import Utility wizard?” for more information. |
For example, the following order data backup file name illustrates the naming convention.
2004011400203n
In the above example, the date is January 14, 2004. The library number from the policies is 0020. The session number shows that this file was the third file loaded on that date. The n file extension indicates that new order records were loaded into the database, and copies of the records were written to the order data backup file.
How do order files display in the MARC Order Import Utility wizard output?
The MARC Import Utility wizard output displays the MARC record data numerically. The header for each record includes the size=, last=, and #tags=, which all contain byte counts used to make sure the record data is accurate. The label ”num=” is equivalent to the MARC tag number. The indicators in the data are not separated, and immediately precede the text in the data fields. Everything else is a count of data and the position of that data in the MARC record.
How can I identify order files that were not successfully imported with the MARC Order Import Utility wizard?
The Order Error Files tab provides a way to identify order files that were not successfully imported with the MARC Order Import Utility wizard. Order load error files are automatically created when an ASCII flat order record loading report, such as the Load Flat Order Records report, is used. The original imported file is no longer available after it has been loaded, but the order records that produced errors in the log of the report are saved in the /Unicorn/Marcordimp/Orders/Error directory and can be copied back into the /Unicorn/Marcordimp/Orders directory to be available for loading again.
All order load error files use the following naming convention.
[date][library number][session number]e
The first eight digits represent the date of the record load, in YYYYMMDD format. The next four digits represent the library number from the policies. The last one or two digits represent the session number from the given date. The e final alphabetic character indicates error files that were not loaded.
For example, the following error file name illustrates the naming convention.
2003012000402e
In the above example, the date is January 20, 2003. The library number from the policies is 0040. The session number shows that this file was the second file loaded on that date. The e file extension indicates that records were not loaded successfully into the catalog because of errors.
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