Integrating an Alma Institution with SUDOC

SUDOC Workflow

The SUDOC integration workflow processes in the following manner:

• Integration Job:

  • Per the scheduled frequency, the integration profile samples the incoming mail to check if new files located in ABES FTP server (waiting for import).
  • Per the scheduled frequency, an email is sent from the library to ABES to request library updates (with the subject GET TITLE DATA and the content as described above in the body of the email).
  • If new emails (with the GTD Status: 0) are detected with the list of files, the job accesses the ABES FTP/SFTP server and gets the files (per the FTP/SFTP server details set in the SUDOC import profile). ABES manages the files on the FTP/SFTP server.
  • If the GTD status is somthing other than 0, the files are not processed and an error is reported.
  • Files included in successful emails (with the GTD Status: 0) are processed by the SUDOC import job.
• Import Job:

  • For a successful email (with GTD Status: 0), the SUDOC import profile handles the files (with the status OK) and the library’s repository is updated.
  • In cases where more than one file is placed in the ABES FTP/SFTP server, the files are processed one by one according to their chronological order.
  • Only type A (bibliographic updates) are processed. Any other type is reported as an error.

Configuring the Central Catalog Integration Profile for SUDOC

In order to integrate with SUDOC, you must configure a Central Catalog Integration profile.

1. From the Integration Profile List page (Configuration Menu > General > External Systems > Integration Profiles), select Add Integration Profile.
2. Enter a Code and Name for the integration profile.
3. Select Central Catalog Integration from the Integration Type drop-down list.
4. Select Next. The next page of the Integration Profile configuration appears.
5. Complete the integration profile using the table below for more information.

   Central Catalog Integration – SUDOC

   Field	Description
   Central Catalog System
   System	Select SUDOC (file based) as the central catalog system type that you are configuring. Only one Central Catalog Integration profile can be configured per institution.
   System Configuration
   Abes Email	Enter the ABES email address to which the GET TITLE DATA email is sent from the library's email account (not an Alma email account).
   Library ILN	Enter the library number as identified by SUDOC. This number will be part of the GET TITLE DATA email sent to ABES.
   Library Email	Enter the library's email address from which emails are sent to ABES requesting updates. The subject line of these emails must be GET TITLE DATA.
   Email Server Host	Enter the IP address of the library's email server (not an Alma server).
   Email Server Port	Enter the port number of the library's email server (not an Alma server).
   Username	Enter the user name for the library's email server.
   Password	Enter the password for the library's email server.
   FTP Server	Enter the address/IP for the ABES FTP/SFTP server.
   FTP Sub Directory	Enter the FTP directory in which the files are placed by ABES.
   Order Number	Enter the library order number that will be included in the GET TITLE DATA email sent to ABES.
   Schedule	Select one of the scheduling options to define the frequency of sending an email to ABES and sampling the incoming box to look for new files from ABES. You may also manually run this integration profile by selecting Run.

6. Select Save.

Configuring an Import Profile for the ABES/SUDOC Integration Processing

1. From the Import Profiles page (Resources > Import > Manage Import Profiles), select Add New Profile.
2. Select the Repository profile type and select Next.
3. Enter your import profile details for the steps of the wizard and using the table below for an explanation of your parameter options.

   SUDOC Import Profile

   Field	Description
   Wizard Step 2:
   Profile Details
   Profile Name	Enter a name for your SUDOC import profile.
   Profile Description	Use this parameter to further describe and identify the profile that you are creating.
   Originating System	Select the SUDOC system from the list of options.
   File name patterns	Enter the prefix pattern used by ABES for the files that are stored in the ABES FTP/SFTP server. For example: For files that begin with TR, use ^TR For files that end with RAW, use RAW$ To retrieve file type A when file type A and file type B is provided, use A
   Import Protocol	Select FTP from the drop-down list.
   Crosswalk	Select No.
   Physical Sources Format	Select Binary.
   Encoding	Select UTF-8.
   Source Format	Select UNIMARC Bibliographic.
   Target Format	Select UNIMARC Bibliographic.
   Status	Select Active when you are ready to begin using the import profile.
   Scheduling
   Files to import	Select New.
   Scheduler Status	Select Active in order to select a Scheduler option.
   Scheduler	Select a scheduling option from the drop-down list that matches your requirements.
   Email Notifications	Select Email Notifications and enter the email addresses to be used for notifications regarding the scheduled jobs.
   FTP Information
   Description	Enter a description of the FTP/SFTP.
   Server	Enter the FTP/SFTP server address. This should match the information in the central catalog profile that you created. See Configuring the Central Catalog Integration Profile for SUDOC.
   Port	Enter the port number for the FTP/SFTP server.
   User Name	Enter the user name for the FTP/SFTP server.
   Password	Enter the password for the FTP/SFTP server.
   Input Directory	Enter the FTP directory in which the files are placed by ABES
   Max. Number of Files	Enter the maximum number of FTP files.
   Max. File Size	From the drop-down list, select the maximum file size for a single file.
   Size type	From the drop-down list, select the size type (MB, GB, or TB).
   FTP Server Secured	Select this check box for secured server.
   FTP Passive Mode	Select this check box for passive mode.
   Test Connection	Select Test Connection to confirm that the parameters you have set work properly.
   Wizard Step 3:
   Filter
   Filter Out the Data Using	Select the normalization option that matches your requirements for filtering.
   Normalization
   Correct the Data Using	Select the normalization rule that matches your requirements for correcting the data.
   Validation Exception Profile
   Handle invalid data using	Select UnimarcXML Bib Metadata Editing On Save.
   Wizard Step 4:
   Match Profile
   Serial match method	Select 035 (Other System Identifier) Match Method.
   System Identifier Prefix	Specify the system identifier prefix, if there is one.
   Non Serial match method	Select 035 (Other System Identifier) Match Method.
   System Identifier Prefix	Specify the system identifier prefix, if there is one.
   Match Actions
   Handling method	Select Automatic.
   Upon match	Select Overlay.
   Merge/Overly	Select the following: Merge method – Overlay all fields but local Select Action – Select one of the following actions that matches your requirements: Allow bibliographic record deletion Do not override/merge a record with lower brief version Unlink bibliographic records from Community Zone Do not override/merge record with an older version – Select Disabled.
   Automatic Multi-Match Handling
   Select Action	Select one of the following options, if needed, that matches your requirements: Disregard matches for bibliographic CZ linked records Disregard invalid/canceled system control number identifiers Prefer record with the same inventory type (electronic/physical) Skip and do no import unresolved records
   Merge Records and Combine Inventory for Multi-Match
   Merge and Combine	Select Disabled.
   Preferred record	Select Record with the most items.
   Secondary record	Select Delete.
   Merge method	Select Overlay all fields but local.
   Update holding call number	Select this option if you want to update the holdings call number when importing.
   Handle Record Redirection
   Canceled record field/Canceled record subfield	Specify the field/subfield for the canceled record.
   Canceled record	Select Delete.
   Merge method	Select Overlay all fields but local.
   Update holding call number	Select this option if you want the holdings call number updated.
   No Match
   Upon no match	Select Import.
   Wizard Step 5:
   Set Management Tags for all the Records Imported Using this Profile
   Suppress record/s from publish/delivery	For the imported records, select this option if you want these records to be suppressed.
   Synchronize with OCLC	Select Don't publish.
   Synchronize with Libraries Australia	Select Don't publish.
   Wizard Step 6:
   Inventory Operations
   	Select None.

4. Select Save.

SUDOC Job Report

When the SUDOC integration profile job and import jobs have completed, the following type of job report is produced for successful and failed jobs.