MassCat: Unusual, Unique and Unexpected!

This is a message for all MassCat members who have a local library system such as Winnebago, Follett, SIRS Mandarin, etc.

This is a time-sensitive message, please read it immediately.

MassCat will now begin our annual data replacement process.  This is a process we do every year, only once per year.  The purpose of this process is to allow those of you who maintain local systems to provide MassCat with an updated version of your catalog.  We will strip out all of the data we currently have in the MassCat database for your library, and replace it with the datafile you send to us, thus updating your collection information in the MassCat database.

Database files must be submitted by all libraries who have a local system.  This is part of your contractual agreement with MassCat and your Regional Library System and it must be adhered to!

!!!!!!!!!All data files should be submitted to me by February 17, 2006!!!!!!!!!

There are a few details that you need to be sure you have taken care of BEFORE you submit a copy of your database to us for processing:

-- If you are also using CatExpress, you need to STOP WORKING IN CATEXPRESS TWO DAYS BEFORE you make a copy of your local database to send to us.  If you do not stop your work in CatExpress, you will need to send me extra files of the work you do in the days after you send me a copy of your complete database, otherwise the work you will have done after sending me your database file will be permanently lost. 

You also need to be sure that you have downloaded and added all of your CatExpress work to your local database BEFORE you submit a copy of your database to us for processing.  If you have been working in CatExpress but have not downloaded CatExpress records to your local system, you need to call me.

-- STOP ALL CATALOGING WORK IN THE MASSCAT DATABASE the day you create the database file to send to us. 

-- THE RECORDS YOU SEND MUST BE IN MARC FORMAT. Do not send circ files!!!  If the data you send is not in MARC format, we will be unable to process the records, and I will contact you and ask you to try downloading again. 

Unfortunately, I am unable to help you in the process of exporting a copy of your catalogfrom your local system.  If you are unsure of how to export records from your local catalog, call your system vendor for help. 

-- When you create a copy of your database to send to us, be sure that you use your four-letter library code as the name for your file.  If you do not do this, there is a danger that your data will get used for another library or that it will not get processed at all.  If you do not know your four-letter library code, you can find it on the MassCat Member List section of the MassCat Website:

http://www.masscat.org/links/currentmembers.htm

-- You can save your database on any type of media you wish.  The most popular are: CD-ROM, floppy disk, and ZIP disk.  If you want to save your data in another format, please call me. 

If you are on the Regional Delivery System, you can send your disk to MassCat using delivery.  Make sure you use the W slip.  Put MassCat on the "Town/Institution" line.

If you are not on the Regional Delivery System, please mail your disks to the following address:

MassCat

P.O. Box 241

South Deerfield, MA 01373-0241

-- If you are set up for FTP, you can FTP your file directly to Auto-Graphics.  YOU NEED TO NOTIFY ME WHEN YOU HAVE FTP'd THE FILE.  I will then notify our data processor to pick the file up for processing.  You can notify me by email (nblake@masscat.org) or telephone (866-627-7228, or 413-665-5511). 

FTP information is as follows:

Host Name/Address:  ftp.auto-graphics.com

User Name/ID:   ftpsema

Password:   4212mass

NOTE: You will automatically be logged in to the directory named 'mass' (/mass).  Open the subdirectory named 'input' (/input) and place your file there.

If you do not notify me when your FTP is complete, the file will not get processed.

We will process all database files on a first-received, first-processed basis.  Our contract limits us to processing 50,000 records per day, so it will take a little bit of time to get all libraries processed.  Once I receive your file or your file is sent to the FTP site, it will take about one week to process. 

YOU NEED TO CHECK YOUR DATA PROMPTLY SO THAT WE CAN RESOLVE ANY PROBLEMS IMMEDIATELY.  I will notify you once your data is processed and will expect you take a look at your new data right away to be sure that your call numbers and other holding data have been processed correctly. 

DEADLINE:  All data must be submitted to me for processing by February 17, 2006.

Please feel free to call me if you have any questions.

Thanks,

NORA