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How to use the general Publishing Profile to send a file of ISBNs of records owned by institution to an ftp server

It is possible to use a general publishing profile to produce a MARC file of records belonging to a logical set of the institution’s repository.

The MARC file can be in XML or binary format.

If it is not desired to send the entire bibliographic record then a normalization process can be applied using a normalization rule which removes all fields except for the 020 ISBN and the 001 MMSID (the LDR will always remain as pat of the record and cannot be removed)

Here are the steps to accomplish this.

ONE

Decide which ftp environment you will use as defined at “configuration > general > external systems > S/FTP definitions”.  We will use “FTP Ex Libris” which defaults to sub-directory “YLK”.

TWO

Make a set of records which you want published.  If you want the entire repository then you can do an advanced search for MMSID > 1. 

Save the results as a logical set

We are calling our set “The entire repository”

THREE

Create a normalization rule to remove all fields from the record except for the 020 and 001.  An example is at Alma Normalization Rule Examples and is called “Remove all fields of record except 020 ISBN and 001 MMSID”.    Add the rule to a normalization process.  We will use this process later in the general publishing profile. Here is our normalization process:

FOUR

Create a general publishing profile which uses the above ftp environment, logical set and normalization process defined above.

Choose menu “Resources > Publishing > Publishing Profiles

Add a general profile

Choose content type the default “Bibliographic”, give it a profile name, set the status “active”, choose desired time for scheduling, and choose the set we already made.

Choose output format “MARC 21 Bibliographic” to “FTP “and choose the desired FTP environment and sub-directory.

Choose also whether the file will be in MARC XML or MARC Binary (below we chose XML).  We gave the file a prefix name of “published_records” (which is the same as the sub directory).

Under “Bibliographic Normalization” and “Correct the data using normalization rules” choose the normalization process we made which removes all fields except for the ISBN and 001.  Save the profile.

FIVE

Note: When we made the set we made it to include all records in the repository.  This means there will be some records with no ISBNs which will be published.  This may be fine for the specific purposes.  But …. it is still possible to include only records which have a ISBN.  To do this make an indication rule which includes only records which have an ISBN.  Here is the indication rule we have created called “EXL – contains not a 020 ISBN”.  We are retriveving here what does not contain a 020 because we will filter out these records.

rule "020 not exists"
when
not exists "020"
then
set indication."true"
end

This indication rule can be added to the “Filter records” field of the import profile to make it include only recorders from the set which have a 020 ISBN:

SIX

The job runs as scheduled or by publishing manually.  The files are on the ftp server in the specified directory with the specified prefix.

Each file contains 1000 records as defined in the publishing profile

The resulting record has the 001 MMSID and the 020 ISBN(s) of each record

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