HomeCatalogingOther cataloging featuresSHAREit: Correcting failed records

8.3. SHAREit: Correcting failed records

PaILS Support Staff complete a quarterly export of records to AccessPA which go through the full file replacement process so that your library's items are kept current and can be requested through statewide Interlibrary Loan.

After each export, it is a good idea to verify that things went as expected in the import.  Cataloging staff should take a quick look at Access Pennsylvania to make sure holdings seem correct.  It's a good idea to spot check a few new items, weeded/discarded items, and any others you have corrected since the last upload to make sure things are correct.  If there are problems, send the examples to SPARK Support so we can compile and send on to AccessPA. 

Why do records fail to upload?

When PaILS Support staff complete quarterly updates in SHAREit, we receive an email from HSLC with a link to the records that "failed" to load in the database. These records might fail for a number of reasons.

AccessPA will reject a record for upload if said record:

  1. Lacks a title (MARC tag 245); or,
  2. Lacks a publisher (MARC tag 260 $b, or MARC tag 264 $b); or,
  3. Contain fewer than six MARC fields in the entire record.

Some libraries have requested access to the failed records file so they can view and correct their records. Since the records are loaded as the combined catalog, it can be difficult to find and isolate records from a particular library.

Use this workflow to find your library's "failed" records:

1.  Download a copy of the fail file, Pscrl.fail.

2.  Download a propram to open the list of MARC records.  We recommend the application "MarcEdit", which is available for download here: https://marcedit.reeset.net/downloads

3.  Open MarcEdit, and click the "MarcEditor" icon.


4.  At the next window, go to "File --> Open".  Browse to the location where you saved the fail file.  Select "MARC Files (*.mrc)" from the dropdown box, and open the fail file.

5.  Press Control-F to bring up the find function.  In the space next to "Find what:", enter $b plus your library's SPARK short code (ie, $bSOC for Somerset).  Then click the "Find All" button.

6.  Select a line from the results, and click "Jump to Page" to view the failed MARC record.

Please remember:

Once you have your failed records, and you have identified why the record failed, you still must correct them in Evergreen!

Find the records in Evergreen, make corrections, and save the changes.  This way, the improved records will be included with the next quarterly upload to ShareIT.

When correcting your records, please adhere to the guidelines in Cataloging in SPARK.

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