--DRAFT--
Date:
July 9, 2002/rev.
NOTE:
This workflow is focused on import procedures used in acquisitions and
cataloging for titles not yet represented in Orbis2. For import procedures used
when an in-process record is already in Orbis2, see the documents:
LCDB import with simultaneous searching
(Overlay)
Importing a record from LCDB (Overlay)
Importing OCLC RLIN files (Overlay).
1.
Set the import profile for the LCDB character set.
ü
From Options menu, select Preferences, then
click on the Mapping tab
ü
Verify that the Local Import option is set for MARC21.
If not, use the pull down menu to select that option.
2.
Before you begin searching, set the searching parameters to search both the
local Orbis database and the LC resource database (LCDB) as follows:
ü From the Search
dialog box, click the Remote button.
ü Select LCDB and Local database and click the Add
button
ü Click Connect.
Voyager will search both Orbis and the
LC resource file for the duration of your session unless you disconnect. (You
will have to re-set the Remote if you log off Voyager and then log on
again.) NOTE: it is not necessary to use simultaneous searching to import
records from LCDB, the assumption is that generally staff would want to verify
that the item was new to Orbis as well as search for copy in LCDB at the same
time.
3. Restrict searching to title or number searches, and prefer number searches for
precision. (Staff Searching does not function when simultaneous searching is in
effect.)
ü If a record is
found in Orbis2, it would be treated as an acquistions duplicate or, in
cataloging, as an added copy.
ü If no record
is found in Orbis2 or LCDB, skip to 10. below. (Searching & importing from
the utilities)
ü If no record
is found in Orbis2, but there is a record in LCDB, Voyager will display that
record. Verify that the record is from LCDB and NOT in Orbis2; if Voyager
finds a record in Orbis in a simultaneous search with a matching 010 field in
the LCDB record, the LCDB record is not displayed.
NOTE: if the Orbis record is a
candidate for overlay (brief or CIP), delete the 010 field from it, and save to
the Orbis database (Sailboat); then re-execute the search. When the Retrieve
records button is clicked, both the Orbis and LCDB records will be retrieved.
Tile the windows, then copy and paste the 010 field from the LCDB import record
into the Orbis target record and save the target record. Then save the import
record; the DeDupe box will open based on the 010 match. If only one record
comes up in the DeDupe box, click on
the Replace/Merge button, then OK.
4. Check the LCDB record carefully to make
sure it is really a match for the item in hand. If the LCDB record is
usable,
ü With the LCDB
record window displayed, click on the Sailboat toolbar icon.
ü At the
beginning of the session, you will be prompted to change your import/replace
profile from the default: [YL IMPORT CONDITIONAL] Click on NO. The prompt will
not return for the duration of the session.
ü If any MARC
tags or indicators are not authorized by the YUL MARC validation profile, a
dialog box will display showing the problem tags/indicators. Close the dialog
box, make the necessary updates to the record, and click on the Sailboat
button again
ü The Authority
Validation dialog box will now display. Click the Continue button.
ü Voyager will display the message: The
record was added to the database. The import id number in the title bar
will change to an Orbis id number.
ü If the new
record is to be cataloged and there is a series, from the menu bar use RecordàRetrieve
Authorities to check the series authority record to see if the series is
classed together. Voyager will retrieve only Orbis authority records, not LCDB
authority records.
o
If Voyager retrieves
no series authority record, go on to 5.
o
If Voyager retrieves a local series authority record and
there is a local classed together call number for your location, use that
number for your analytic.
o
If Voyager retrieves a local series authority record and
there is no evidence on the record that the series is classed together, double
check in Web Voyage to make sure the series isn’t classed together by searching
on series title.
5.
From the bib record, click on the New Holdings button on the
toolbar. If Library of Congress has
been selected in Call Number Hierarchy in Workstation Preferences,
the 050 call number will have copied automatically to the 852 field. If the new
record is being added as an order or in-process receipt, follow Acquisition
procedures for 852.
6.
Change the default location if necessary and make any other necessary edits to
the 852. Click on the Sailboat to save to the Orbis database.
7.
If necessary, create an item record.
From the MFHD, click on the New Items button. When the item record template opens,
wand or key in the barcode number (cursor will be prompted to the barcode
slot). Change the default item type to the required item type if necessary.
Click on the Sailboat toolbar button to save to the Orbis database.
8.
If the record is cataloged, use the local program to send the MARC record to
the export queue.
9.
When all items have been searched in LCDB, disconnect the remote connection.
10.
If no usable cataloging is found for the item in LCDB, search OCLC or RLIN.
(Logon through Passport or RLIN for Windows, NOT through the Voyager Remote. Use
the Voyager profiles created by your expert user for Passport and RLIN for
Windows.). If a usable record is
found, export it from OCLC or RLIN, as you would with CLARR.
TIP:
Decide which utility you will search, OCLC or RLIN. Avoid downloading from both
utilities in the same session.
TIP:
As with CLARR, you can export an indefinite number of records to the import
files, but you may have problems in Voyager keeping track of what you’re doing
if you export too many records in a given session.
11.
After the record has been exported from RLIN or OCLC, you must re-set the
character set mapping for MARC21 (for RLIN records) or OCLC.
ü From Options
menu, select Preferences, then click on the Mapping tab
ü
Change the Local Import option to OCLC or MARC21,
depending on which utility you have downloaded from. IMPORTANT: Use MARC21
for RLIN character mapping, NOT RLIN.
12.
Open the Select Import File dialog box:
ü click on the Record
menu
ü click Import
(last item on the menu)
ü click “From
a new file” if the file has not yet been opened.
13.
The Select Import File box will open. The file of imported records will
be in either the folder OCLCIMP or RLINIMP. Open the folder for
the utility you have selected in Character Set Mapping by double
clicking on its folder icon. Next, double click on the file (import.dat if OCLC; pass.sav
if RLIN) to open it. The import file will open with a dialog box
list of imported records. Double click on a selection to open it, or select and
click the OPEN button. From this point, follow the same steps used to
enter a new record in Orbis2 from LCDB. (4-8)
14.
If you need to search the other utility, re-set the Character Set Mapping
to the appropriate utility (change MARC21 to OCLC or OCLC to MARC21), search
and download any records found, and then follow steps 12-13.
15.
If no record is found in LCDB or the utility, the record must be entered as new
directly into Voyager. Use the appropriate template. Follow Acquisitions procedures
for in-process/order records or Cataloging procedures for new records as
appropriate.