Loading a MARC File Into Millennium

Loading a file of bibliographic records into Millennium is a three-step process: (1) bringing the file over from your computer into Data Exchange module; (2) prepping the file, or making it into Millennium MARC; and (3) loading the file. This tutorial will cover the steps in order.

STEP 1: Bringing the file from your Computer into Data Exchange.

a. In Millennium, go to the Data Exchange module from the buttons on the left side of the window.

b. Under Select Process, select Load Bibkiographic Records. You will see a list of other files already in the system.

c. Click on the button in the upper right hand of the window “Get PC.” You will see an interface where you can navigate to your file of records and select it. Be sure to select your .mrc file. (An .mrk file will not load–you will get error reports.)

d. Click Upload. You will then be asked to specify a file extension for the file. Select bfts.

e. Click OK, and the file will upload into the window. You can retrieve it by filename.

STEP 2: Prep the file.

a.       Select the filename in the window, just click once. Files are arranged in a rough alphabetical order.

b.      At the top of the window, click the button that says Prep.

c.       You will see an interface saying “PREPROCESS records loaded via FTS.” At the bottom of the window, click Start.

d.      The file will “prep” or be translated into Innovative MARC. When this is finished, you will see a number of records output and any errors found. It will also produce a copy of your file with the extension .marc. This is the file you will actually load into Millennium.

e.      Click Close. You will go back to the Data Exchange window.

f.        Either before or after prepping, you can look at the records by clicking the View button at the top of the window and use the Next and Previous buttons to go through the file.

STEP 3: Loading the file.

a.  In the Data Exchange window, find your file with the extension .marc. Click and highlight it.

b. At the top of the window, click on LOAD. This will take you to the loading interface.

Start Block, Stop Block, and Maximum Records to Load are important. They govern how much of the record file you load at once.

Start Block: Always 1 when you are loading a file from the start.

Stop Block: Indicates the last block in the file. For more information on Millennium blocked data, see the Millennium Guide.

Maximum Records to Load: can be set if you only want to load 1 record at a time, or 100 records at a time, or whatever you like. Click in the box and type the number (such as 1).

At the bottom of the screen you have two buttons, Test and Load.

It is highly recommended that you test your load before doing it for real. If there are loading problems or errors, they will show up in the report that you get at the end of the test.

After you test, you will see a report telling you what loaded and if there are any errors.

After testing, go ahead and load.

If you are loading more than one record at a time, it is again highly recommended that you click the box for “Use Review Files.” This allows you to retrieve your file in Create Lists and use Global Update to manipulate the data.

After you load, another report will pop up: it tells you what records loaded, their bib record numbers, and the statistics associated with the load. You can either print this report out or email it to yourself. If this kind of information is helpful, print it or email it. Once you close it, it’s gone and cannot be replicated unless you redo the load.

Your record as it is loaded into Millennium: