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Bibliographic Services > Procedures for FTP of Yrkextract to AG-Canada and OCLC from HELICON

Procedures for FTP of Yrkextract to AG-Canada and OCLC from HELICON

Procedures for FTP of YRKEXTRACT to AG-Canada and OCLC from HELICON









Created: 99/05/12 Updated: 2005/08/10 Questions and comments to:
hfraser@yorku.ca
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AG-Canada
Procedures

OCLC Procedures
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Here are the procedures for FTPing the weekly yrkextract to
AG-Canada and OCLC every Tuesday.
FIRST send the file to AG-Canada and THEN follow the procedures to send the file
to OCLC. The files are sent in this specific order because the records that get
sent to OCLC must be run through a special program which alters them so that
OCLC will accept them. This program also creates an additional label file
containing information which must accompany the BIB file.


This document also includes instructions for changing the password for our
OCLC account and instructions for retrieving PASS files when OCLC occasionally
rejects records from the weekly file.


To begin, log on to SIRSI using the BIBADMIN account and e-mail the
finished yrkextract report for the week to yourself. Record the number of
records in the file.



  1. AG-Canada

  2. OCLC


AG-Canada Procedures


1. Double click on the MS-DOS icon


2. At the C:> prompt, Type h: <CR>
to
switch to the "h" drive, i.e., HELICON


3. At the H:> prompt, type the following
sequence to switch to the directory where the files reside
SIZE="+1">cd PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract
<CR>FYI this is not case sensitive


4. To get a list of the files in the directory, Type dir <CR>
at the prompt:
H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">>

System responds: by displaying a list of the files in the
directory. Write down the name of the file you will be sending (E.g.
yrk06291.bib)


5. Run the file through the marcprnt program by typing marcprnt <CR>.
The screen will turn blue and you will be prompted to enter a file name. Enter
the file name that was created as a result of the most recent yrkextract report.
This procedure should identify any problem records in the file If the MARCPRNT
program does not dump the entire file, (you will know how many records are in
the file from the text of the finished yrkextract report) see where it it stops
by viewing the MARC.txt file that is produced and write down the number of the
last record. Using the MARCEdit program, import the file and go to the
appropriate record. Edit or delete the problem record and recompile the file.
Run the recompiled file through the MARCPRNT program to see if it is okay now.


6. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> prompt, Type:

ftp ftp.ag-canada.com <CR>

System responds: Connected to agsol.auto-graphics.com


7. At User (agsol.auto-graphics.com:(none)):
ftpyrk
<CR>

System responds: 331 Password required for ftpyrk.


8. At the Password: prompt: Type:
the password in UPPERCASE:
******* <CR>

System responds: 230 User ftpyrk logged in. Access
restrictions apply.


9. At the ftp> prompt, Type:
bin <CR>
to switch to binary mode. You MUST do this otherwise you will send GARBAGE


System responds: 200 Type set to I


10. At the ftp > prompt, Type:
cd incoming
<CR> to change directories


11. At the ftp> prompt Type:
pwd <CR>
to confirm correct directory


System responds: 257 "/lib/YRK/incoming" is current
directory


12. At the ftp prompt, Type:
put filename <CR>

E.g.: put yrk03031.bib
For
filename, insert the appropriate filename from the list of files in step 4. The
file for AG-Canada will have the following format yrkmmdd1.bib



System responds:
200 Port request OK
150 Opening
BINARY mode data connection for yrk03031.bib
226 Transfer complete.

1002657 bytes sent in 301.8 seconds (3.245 Kbytes/s) (will be different for
each file)

local: yrk03031.bib remote: yrk03031.bib


13. Click on the symbol for the MS-DOS icon at in the upper righthand corner
of the screen. Click on Edit and then Mark. The cursor will turn into a block
and start to blink. Click the left mouse button on the cursor and then drag it
to highlight the text on the screen. Release the mouse button. Click on the
symbol for the MS-DOS icon at in the upper righthand corner of the screen. Click
on Edit and then Copy Enter. Open a WORDPAD session and paste the contents of
the screen into this session. Increase the font if necessary and then print out
the session.


14. At the ftp> prompt, type:
quit <CR>
and REMAIN at the H:PUBLICPermanentBIB_SERVICES.dfenwickOCLC_YorkExtract SIZE="+1">> prompt





OCLC Procedures



Changing the Password


If when you get to the password prompt during the log in process and the
system responds that the password has expired and a new one is required type the
following sequence: old password/new password/new password where old
password is the current password, new password is the new
password being assigned
and new password is the
new password being assigned. Separate the elements with a slash
and do not use any spaces.
Passwords must be MORE than 4 characters and
LESS than 8 characters



Sending the Files


1. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> prompt, rename the file you have
just sent to AG-Canada to YRK0000n.MRC (where n
is the next sequential file number you have assigned from the oclcbiblabel.doc
(H:BIBLIOSHAREAG-OCLCFTPoclcbiblabel.doc)
by typing the following
case sensitive sequence:

rename yrkmmdd1.bib/YRK0000n.MRC
<CR>


2. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> prompt, run the file through the oclc conversion
program by typing
oclc <CR>


3. The screen will turn blue and you will be prompted to enter an input
file. Enter this renamed file as the input fileRun
<CR> E.g. YRK00016.MRC <CR>


4. Check to make sure that the correct number of records from the yrkextract
have been run through the program. The program will produce two files: YRK0000N.BIB
(where n matches the sequence number assigned in step 1) and LABEL.D92


5. Type exit <CR> to exit the OCLC program


6. Double click on the MS-DOS icon again, switch to the h: drive and
navigate back to the directory where the files reside by typing the following
sequence at the H: prompt:
SIZE="+1">cd publicpermanenthfraserdfenwickbib_servicesOCLC_YorkExtract
<CR>FYI this is not case sensitive



At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> prompt, rename LABEL.D92 to
LABEL.YRK0000n (where n is the matches the sequential file number for
the BIB file) by typing the following case sensitive sequence:

rename LABEL.D92/LABEL.YRK0000n
where "n" matches the sequential number of the BIB file.


7. At the prompt, type dir <CR> and then write down the name of
the BIB file after it has gone through the oclc.exe program (e.g.
YRK00016.BIB) and the renamed label file (e.g. LABEL.YRK00016)


8. At the H:PUBLICPermanenthfraserfenwickbib_servicesOCLC_YorkExtract>
prompt, Type:
ftp edx.oclc.org <CR>

System responds: Connected to [server name]


9. At User (edx.oclc.org:(none)):: prompt , Type:
tyou1
<CR>
System responds: 331 Send password please


10. At the Password: prompt: , Type the password: ******* <CR>

System responds: 230 TYOU1 is logged on. Working directory is "TYOU1.".


11. At the ftp> prompt, Type:
bin <CR>
to switch to binary mode. You MUST do this otherwise you will send GARBAGE


System responds: 200 Type set to I


12. At the ftp> prompt, Type:
cd edx.ebsb.you
<CR>
to change directories
System responds: 250
”TYOU1.EDX.EBSB.YOU.’" is working directory name prefix


13. The next step consists of two parts, the transfer of the data file and
the label file. The DATA file MUST be transferred FIRST so that the
data file is complete BEFORE the LABEL file is processed


14. A. At the ftp prompt, type:
put filename
‘edx.ebsb.you.ftp.filename’ <CR>
For filename, insert the filename
for the BIB file which you recorded in files in step 6



E.g.:
put YRK0000n.BIB/‘edx.ebsb.you.ftp.YRK0000n.BIB’
<CR>


System responds:

200 Port request OK

125 Storing data set EDX.EBSB.YOU.FTP.YRK0000n.BIB
250 Transfer
completed successfully.
563594 bytes sent in 16.3 seconds (33.76 Kbytes/s)
(will be different each time)
local: YRK0000n.BIB remote:
‘edx.ebsb.you.ftp.YRK0000n.BIB’


15. B. At the ftp> prompt, type:
put filename
‘edx.ebsb.you.ftp.filename‘ <CR>
For filename,
insert the label filename from label file recorded in step 4



E.g.: put LABEL.YRK0000n/‘edx.ebsb.you.ftp.LABEL.YRK0000n’
<CR>


16. System responds:
200 Port request OK.
125
Storing data set EDX.EBSB.YOU.FTP.LABEL.YRK0000n
73 bytes sent in 0.03939
seconds (1.81 Kbytes/s)
local: label.D9701271 remote:
‘edx.ebsb.you.ftp.LABEL.YRK0000n’


17. Click on the symbol for the MS-DOS icon at in the upper righthand corner
of the screen. Click on Edit and then Mark. The cursor will turn into a block
and start to blink. Click the left mouse button on the cursor and then drag it
to highlight the text on the screen. Release the mouse button. Click on the
symbol for the MS-DOS icon at in the upper righthand corner of the screen. Click
on Edit and then Copy Enter. Open a WORDPAD session and paste the contents of
the screen into this session. Increase the font if necessary and then print out
the session


18. At the ftp> prompt, type: quit <CR>


19. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> > prompt, type: exit <CR>



Retrieving Rejected Records


Overnight, following the process of sending York records to OCLC, their
system automatically checks the records we sent and sends an e-mail message to
confirm the number of records loaded. Occasionally, some of the records sent are
rejected and written to what OCLC refers to as a PASS file. If this happens, the
name of the PASS file (based on the date that the file containing the
rejected record was sent to OCLC) and the number of rejected records is included
in the e-mail message.
When that happens we must retrieve the record(s) in
the PASS file, identify the error, make the necessary correction(s) and change
the date catalogued so the record(s) will be re-sent in the next weekly batch.


1. Display the e-mail message from OCLC containing the name of the PASS file


1. Double click on the MS-DOS icon


2. At the C:> prompt, Type h: <CR>
to
switch to the "h" drive, i.e., KAPPA


3. At the H:> prompt, type the following
sequence to switch to the directory where you will want to place the file of
rejected records, the OCLC_YorkExtract directory
cd
PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract
<CR>FYI
this is not case sensitive


4. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract
prompt, Type:
ftp edx.oclc.org <CR>

System responds: Connected to [server]


5. At User (esa2b-prod.prod.oclc.org:(none)): prompt , Type:

tyou1 <CR>
System responds: 331
Send password please


6. At the Password: prompt: , Type the password: ******* <CR>

System responds: 230 TYOU1 is logged on. Working directory is "TYOU1.".


7. At the ftp> prompt, Type:
bin <CR>
to switch to binary mode. You MUST do this otherwise you will retreive
GARBAGE



System responds: 200 Type set to I


8. At the ftp> prompt, Type:
cd
‘edx.ebsb.you.ftp’
<CR>
to change directories. The single quotes MUST be used
System
responds
: 250 ”TYOU1.EDX.EBSB.YOU.FTP’" is working directory name
prefix


9. Type dir <CR> to get a list of files in the directory. Identify the
correct PASS file from the list of files in the directory.


10. At the ftp> prompt, Type:
get ‘edx.ebsb.you.ftp.FILENAME’ If you
wish you may copy/paste the filename from the e-mail message.



E.g. get ‘edx.ebsb.you.ftp.YOU0504.PASS.GV02N01′


11. The System will respond with a message when the transfer is completed


12. At the ftp> prompt, type: quit <CR>


13. While still in the OCLC_YorkExtract directory, rename the retrieved file
from the long string to something shorter based on the date the file was sent.
Use a file extension of .pas



E.g. Rename ‘edx.ebsb.you.ftp.YOU0504.PASS.GV02N01′/
you0504.pas


14. At the H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract SIZE="+1">> > prompt, type: exit <CR>


Start up a hex editor, DUMPIT, or XVI32 and navigate to where the retrieved
file resides in the
H:PUBLICPermanenthfraserdfenwickBIB_SERVICESOCLC_YorkExtract directory.
Note that the directory and file names in Dumpit will be compressed because this
application cannot display the longer file names.


In Dumpit open the file by clicking on the filename and then print out the
file. Remember that it will be necessary to go into print set up and set the
pages to print from 1-100 in order to get the whole file to print. It will stop
printing after the last record even if that only takes 5 pages. If you do not
set the page count that high, the entire file will not print if there is more
than one record. This is a bug in DUMPIT.


Look at the records in Yorkline and correct the problem if you can identify
it. In most cases, the problem will be that someone has tried to remove an
|?UNAUTHORIZED flag and has ended up with more than one |?UNAUTHORIZED flag or
a full one and part of another


Once the error(s) have been corrected in the record(s). Change the date
catalogued in each one so that the record(s) will get picked up in the yrkextract
for the next week.




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Description
AG-Canada
Procedures

OCLC Procedures
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