Importing a NEW record from LCDB and RLIN/OCLC

--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.

 

      From Options menu, select Preferences, then click on the Mapping tab

      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:

 

      From the Search dialog box, click the Remote button.

      Select LCDB and Local database and click the Add button

      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.)

 

      If a record is found in Orbis2, it would be treated as an acquistions duplicate or, in cataloging, as an added copy.

      If no record is found in Orbis2 or LCDB, skip to 10. below. (Searching & importing from the utilities)

      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,

 

      With the LCDB record window displayed, click on the Sailboat toolbar icon.

      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.

      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

      The Authority Validation dialog box will now display. Click the Continue button.

      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.

      If the new record is to be cataloged and there is a series, from the menu bar use RecordRetrieve 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 isnt 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 youre 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.

 

      From Options menu, select Preferences, then click on the Mapping tab

      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:

 

      click on the Record menu

      click Import (last item on the menu)

      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.

 

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