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For Phase 2, it is not necessary to use the sandbox, since there are no previous versions of the records in production. Records are uploaded as suppressed, then unsuppressed once complete. Records are first loaded into WorldCat and revised there, then the final version is exported to Alma. The specific workflow is:
Tom generates a batch of records offline. The source data and any notes for Shuwen are stored in fields 997, 998, and 999. Since these are brief records, field 040$e is not added
Tom sends the batch of records to Shuwen, who imports them to a local save file in OCLC Connexion (a separate save file is created specifically for this batch). Shuwen makes the needed revisions in this file and publishes them to WorldCat. She then exports the completed records to an external file and sends them back to Tom. (It may be that some records will not be published to WorldCat right away because further research is needed. Shuwen lets Tom know about such records so he can delete them from the file before importing to Alma).
Tom imports the records to production using a repository import profile named "Chinese Rare Books Project". This import creates the holdings records as well, using a call number mapping that copies field 084$a to holdings 852$h. (The call numbers are not LC, but rather a special system specifically for Chinese Rare Books. Such call numbers are indicated with the code "gestsk" in subfield $2).
These records are stored in a set named with the phase and batch number. All records are initially suppressed. Tom runs a “Change holdings information job” to apply normalization process "Add 852x 852$2 to gestsk records", which adds a non-public note to holdings field 852$x indicating that the record was generated by a batch process. The process also sets indicator 1 of holdings field 852 to 7, indicating that an alternate call number system is being used (as specified in $2).Shuwen reviews each record in the set and makes any needed adjustments. Once a record is complete, she removes the 99x fields related to this project and unsuppresses it, making it visible in production, and adds the subfield $2 itself with the value “gestsk”.
Toms runs another “Change holdings information” job and checks the box “Update call number from the bibliographic record”. This updates the call number using a mapping that copies field 084$a to holdings 852$h. (These call numbers are not LC, but rather a special system specifically for Chinese Rare Books.) This must be done as a separate job as the previous step, because the indicator 1 of the 852 must first be set in order for the job to know what call number mapping to apply.
Sandbox Refresh
Since the Phase 1 work is being done in the sandbox, this work must be backed up and restored in connection with each sandbox refresh in February and August. The nomalization and indication rules related to the project are in the alma-config github repository, and these are automatically added to the sandbox after each refresh. The same is true for the normalization process “Add 040 $e cgcrb”. However, this process is inactive by default and must be manually activated after the refresh is complete. Also, any record sets related to the project must be backed up prior to the refresh and then restored after. This can be done by exporting each set before the refresh begins. After the refresh, the sets can be recreated by extracting the list of MMS IDs for each set to a text file, then creating a set corresponding to each one. The records themselves can be updated using the MarcEdit Alma integration.