Workflow for Milemarkers: Monroe Co. Digital Photos

1. Annia creates metadata in MXF and thereby spins off a brief MARC record in QF.
   
2. Hank cleans up record in QF making sure to follow the guidelines posted on our webpage and entitled: Milemarkers MARC fields.
   
3. Hank adds the names of donors or collectors based on our local authority file. We're hoping to get this authority file approved by Monroe County staff and in final form before Hank actually starts cataloging. If Hank has questions about a name in this file, he will email Sue who will call Monroe County during business hours.
   
4. Hank uses CLARR to check access points.
   
5. Hank lets Sue know that X number of records have been completed.
   
6. She searches Notis for the records using the tickler designed for this purpose and she gives the records a quick check.
   
7. Sue lets Maria know that they are ready to be uploaded to OCLC.
   
8. Maria uses CLARR to save records to a file and transfer them to CatME. Maria follows the procedure below in order to do the upload.
   
   1. Change import settings in CLARR to C:\Program Files\clarr32\import.dat. (This step is done only the first time you are going to import records)
      
   2. Click on the button N with arrow pointing up, to save a NOTIS record in USMARC format.
      
   3. Open OCLC CatME.
      
   4. Click on Tools from the top menu, and then on Import.
      
   5. Browse for your file, C:\Program Files\clarr32\import.dat and click on open, after the first time the system will default to the directory where your file is.
      
   6. A small window opens and tells you how many authority and bibliographic records were imported, click on OK.
      
   7. Then you get a message that reads: "Do you want to delete the file you imported from?" click on Yes.
      
   8. Click on Search and scroll down to Logon…, then click on OK and on Close.
      
   9. Click on Search and scroll down to Bibliographic Local file, then click on List All, this step will display the list of all the record you have imported from NOTIS.
      
   10. From the list of records Double-click on the record to process, this will open a new window with your record displayed. Remove fields 006, 598, and 651 _7. We think the Notis 006 has a control character in it that prevents it from uploading, it needs to be removed and re-created in CatME, to insert it click on Edit and scroll down to Field 006, then click on Insert and select the format that applies to your record (ex. computer file), this will open a window where you can select the Type, Audn, File and Gpub needed for your record. When all these have been selected click on Finish.
       
   11. Click on Action one more time and Update.
       
   12. Close your record by clicking on the bottom X of your screen.
       
   13. Repeat steps j-l to your next record in the index.
       
   14. When all the records have been processed click on Action and then on Print List to print the index.
       When finished select all records by pressing the shift key and the down arrow at the same time and click on Edit and scroll down to Delete Records…, it will give you a message confirming if you are sure you want to delete the active record, click on Yes, this will remove all the records from the file.
       
   15. Click on Search, and Logoff.
       
   16. Close CatME.
       
9. With the print out of the list in hand, Maria will go back to NOTIS and add the OCLC number to all the records processed. The OCLC number field looks like this in NOTIS: 035::(OCoLC)xxxxxxxx.
   
10. She also adds "xOCLC" to the 035 field that looks like this: (DNX)FCLA url 20030227. It remains on the record looking like this: (DNX)FCLA url 20030227xOCLC.