Loading Coverage Data

In Coverage Load, you use files containing coverage data to enter or update data in one or more of the following:

• the coverage table
• bibliographic records in your library's catalog
• holdings/checkin records in your library's catalog

Although the function is designed to allow you to use the Load Coverage option (to create and update entries in the coverage table) and the Load Catalog option (to create and update records) independently, Innovative recommends that, if both options are available on your system, you update records and the coverage table simultaneously. Simultaneously updating record fields and the coverage table:

• allows the system to identify records for resources that are no longer available and mark the records for deletion (resources that are no longer available are deleted automatically)
• ensures that record field and coverage table data for the same title are identical

Load Coverage Option

The Load Coverage option allows you to:

• create entries in the coverage table
• update entries in the coverage table

When using the Load Coverage option, you can:

• create active or inactive resources
• define the matchpoints used to find and update existing data

  NOTE

  The matchpoints specified in drop-down menus for the Load Coverage option do not apply to the Load Catalog option. See Alternate Lookups for information on customizable matching in the Catalog option.

Load Catalog Option

The Load Catalog option allows you to:

• create bibliographic and holdings records in your catalog
• update bibliographic and holdings records in your catalog

When using the Load Catalog option:

• You can specify the review file that contains the records to be updated. If you choose Range, the system specifies the range of checkin records in the account unit associated with your login. Records outside the range or review file will not be updated even if the update file contains data for them.
• If your library has acquired ERM and you have chosen the appropriate settings, the system creates bibliographic and holdings/checkin records that are indicated by the coverage data but which do not currently exist in your catalog.
• If your library has acquired ERM the system creates soft links from checkin/holdings records to resource records. See How the Catalog and Coverage Options Work for more information.

Files Used in Coverage Load

Files containing coverage data can be one of the following formats:

• Innovative XML
• text (TXT or CSV)

Files from resource providers usually contain both new data and updates. You can simultaneously create and update records and coverage data by loading data from a file that contains both new data and updates.

Creating and Updating Records in the Catalog

1. Choose Administration - Coverage Load from the Function list.
2. Check Load Catalog.
   
   For more information about the Load Catalog option, see Load Catalog Option.

   NOTE

   You cannot set the matchpoints when creating records from a file. Your library can choose to enable an alternate matchpoint.

3. Choose Range or Review from the drop-down list.
   
   Range updates all records that fall within the displayed range of record numbers.
   
   Review updates all records that are listed in the specified review file.
4. If you are using a review file, specify the file in the text box next to the Review drop-down list.
5. Innovative recommends that you follow the procedure for creating and updating the coverage table entries before choosing to process the file. Your library's catalog is not updated until you choose to process the file.

Creating and Updating Entries in the Coverage Table

1. Choose Administration - Coverage Load from the Function list.
2. Check Load Coverage.
3. To create active resources from the data in the file, check Mark loaded records 'Active'.
   
   Active resources display in WebBridge, WebPAC, and in the holdings record display.
   
   Inactive resources are suppressed in WebBridge, WebPAC, and in the holdings record display.
4. In each Match on drop-down menu, choose either:
   • a matchpoint
   • None
     
     Choosing matchpoints allows existing resources to be updated and new resources to be created from the same file. If the file does not contain updates to existing resources, matchpoints are not needed, and you choose None.
5. Innovative recommends that you follow the procedure for creating and updating the records in the catalog before choosing to process the file. Your library's coverage table is not updated until you choose to process the file.

Processing the File

1. Enter the full path and name of a holdings update file (e.g., C:\serials\ejournals\lexisupdate929.txt or C:\serials\ejournals\lexisupdate500.xml) or use the Select File button to search for the file.
   
   The file must reside on the computer or on a network accessible from the computer.

   TXT and CSV Files

   If you are loading a vertical-bar delimited or tab delimited text file or vendor spreadsheet, check the Coverage Spreadsheet Conversion Rules to ensure that the data is properly mapped for input in the system. See Editing the Coverage Spreadsheet Conversion Rules for more information.

2. If the input file format is TXT or CSV, the system prompts you to preprocess the file.
   
   Click Continue to preprocess the file. The rules in the Coverage Spreadsheet Conversion Rules will be applied to the file.
3. In the Vendor and Database Info dialog, enter a Vendor ID in the text box. The Database ID may be left blank. Choose OK.
   
   If the file contains PROVIDER elements, the dialog does not appear. The Vendor IDs in the file's PROVIDER elements are used.
4. The Limit to Provider(s) button opens a drop-down menu. The Shift and Ctrl keys allow multiple selections from the drop-down menu. In the drop-down menu, choose either:
   • one or more providers
     
     Choosing providers processes data in the file from the selected resource providers only.
   • All
     
     Choosing All processes data in the file from all resource providers.
5. Choose Submit to update your library's catalog and/or coverage table with data in the file.
   
   A results screen appears after processing. If records failed to update, the reason is displayed. The results table can be sorted on any column.

   You may find it useful to group the records that failed to update. Do this by sorting the table by Status.