You are here

Diagnostic Tools for Uploaded Records

There are 2 diagnostic tools to help improve the quality of the BC Union Catalogue (formerly OutLook Online) and one for ELN Serials Cat. These tools run automatically when files are uploaded to the ShareFILE site. Libraries are encouraged to check to see if any of their uploaded records have been marked as containing errors by the diagnostic tools: instructions for doing so are included below.

Please Note: In preparation for a Union Database cleanup project in 2020, Auto-Graphics has also started checking UDB record uploads for various issues such as multiple 245 Title fields which cause the "Blank Title Bug". We hope to identify all records that reportedly cause errors over the next year or so (2019-20). You may see emails from Auto-Graphics or the Illume Admin Centre highlighting any of your records that we recommend be updated. Records with issues can be provided in text or MARC format by Auto-Graphics.

BC Union Catalogue (formerly OutLook Online)

The diagnostic tools generate two folders that are available on the same ShareFILE site where records are uploaded: FAILEDFILTER and REJECTS.

How do I find out if the diagnostic tools have picked up any record errors? Please keep in mind that you may need to wait a few days after uploading the records before the records can be indexed, and the diagnostic tools run.

  1. Look in the FAILEDFILTER and the REJECTS folders. Each upload of records generates its own file, which is posted in the folders in subgroups by month.
  2. Locate the file for your particular upload by going to the appropriate monthly subfolder and then looking for the file with your library's SHAREit code.
  3. If there is a file with your library's SHAREit code, open up the file to see the problematic records. Make the necessary corrections to these records in your ILS.


How do I fix the record errors? Records need to be fixed differently, depending on whether they appear in the FAILEDFILTER folder or the REJECTS folder.

  • Failed Filter (FAILEDFILTER) for Records without Title or Publisher Information

    This filter runs only against full strip and reloads of catalogue records (IE. it does not apply to additions/deletions/changes). The filter creates a file of records that do not meet the minimum cataloguing standard of having at least some information in the 245 $a (title) and 260 $b (publisher name). This file can be useful for identifying minor cataloguing errors, e.g. when information that should be in 260 $b is in the $a instead.

    Records that fail this filter are still loaded into the BC Union Catalogue.
     
  • Rejects Filter (REJECTS) for Records without Holdings Information

    This diagnostic tool is run with any record upload (IE. full strip and reloads, additions, deletions, and changes). The records that appear in a REJECTS file are records with no holdings (whether physical or electronic, i.e. records with a URL). Records with no holdings are not loaded into the BC Union Catalogue. If your library is not seeing records in the union database that should be there, this can be a useful diagnostic tool.

ELN Serials Cat

The diagnostic tool generates a folder that is available on the same ShareFILE site where records are uploaded: NO_ISSN_ISBN.

How do I find out if the diagnostic tool has picked up any record errors? Please keep in mind that you may need to wait a few days after uploading the records before the records can be indexed, and the diagnostic tools run.

  1. Look in the NO_ISSN_ISBN folder. Each upload of records generates its own file, which is posted in the folder in subgroups by month.
  2. Locate the file for your particular upload by going to the appropriate monthly subfolder and then looking for the file with your library's SHAREit code.
  3. If there is a file with your library's SHAREit code, open up the file to see the problematic records. Make the necessary corrections to these records in your ILS.


How do I fix the record errors?

The files in the NO_ISSN_ISBN folder are lists of all records submitted to ELN Serials that have neither an ISSN nor an ISBN, in MARC format. The NO_ISSN_ISBN file is for diagnostic purposes only; records that fail this filter are still added to the database.