Uploading the EBSCO annual summary of publications.

Every year in late fall, we should receive a file from EBSCO containing our Annual Summary of Publications. This file contains information on all the publications we receive through EBSCO, including regular subscriptions, institutional memberships, titles not directly subscribed that come with other subscriptions or memberships, some annuals handled as standing orders and shelved in the circulating collection, and probably other categories as well. The data in this file is loaded into the Use Study Database. The primary purpose of the loads is to ensure that the cost information in the file is up-to-date; it also ensures that our EBSCO title numbers stay accurate.

The file has been provided in a number of different formats in the past and tends to change from year to year, so these instructions must be tweaked with almost every load. Since fall 2005 the files have been an Excel spreadsheet; previously the file was provided in a Microsoft Access database.

General principles

1. Import the data from the EBSCO file into a new table in the Use Study Database.
2. Run a query on the new table to identify any duplicates on the EBSCO title number. Remove any duplicates.
3. Run a query to update the following fields in the main table (totalPdlsrvy) with data from the appropriate fields in the EBSCO table (match records by Ebsco Title Num):
1. Ebsco Title Num
2. Ebsco Title 1
3. Ebsco Title 2
4. Ebsco Title 3
5. Ebsco Title 4
6. Term
7. Quantity
8. Start Date
9. ACOMMENT
10. Unit Retail Price
11. Comment 1
12. Comment 2
13. Comment 3
14. Frequency
4. Also update the Source of Cost field to "Ebsco MmmYY" (e.g., Ebsco Dec05).
5. Run another query on the EBSCO table to find titles that did not match against totalPdlsrvy on Ebsco Title Num. Append these records to totalPdlsrvy as suppressed records with title "ZZZ Ebsco title not in use study date."
6. Review these titles to account for them. Many of them will simply be a changed title number, usually due to the addition or removal of free online access; for these, update the title number in the main record and any other applicable fields (particularly price and source of cost). The serials clerk can help track down the other titles (may be new comes-with's or others that we won't track.)

Errors

• The most common issue with these loads is a type mismatch error. This occurs when you try to update a field in totalPdlsrvy with data that does not match the data type of the field. Make sure that Ebsco Title Num is stored with the "Number" data type in the imported table as it is in totalPdlsrvy.

Cleanup

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