CAT ADMINISTRATION
Chapter 4. MARC IMPORT AND EXPORT
Exporting MARC Records
The MARC Export function lets you output a MARC records file for titles in your library's database. You may select to output MARC records for all titles in your library's database, or for a subset of titles based on the date added/edited, location or materials type. You can also choose to generate item records for each MARC record exported.
To output a MARC records file:
-
From the CAT Admin menu, select MARC Export - Export Admin.
- The Scheduled MARC Export Runs screen displays. The screen shows a listing of scheduled, in-process, and completed MARC exports, listed in reverse chronological order (most recent date first) by date Run ID.
Scheduled MARC Export Runs Screen
- Each line in the listing provides the following information:
- Run ID – the unique system-generated identifier for the export run, include the date on which the export request was submitted
- Submitted by – the username of the staff member that submitted the export
Status – the current status of the export:
Need to be Processed – the file is queued for processing, but export has not yet begun
Completed – the export has completed
Completed with Errors . (error description)– the export encountered errors during processing
- Titles Output – the total number of titles (MARC records) included in the export file
- Items Output – the total number of item records (for all MARC records) included in the export file
- If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for details).
-
Click the New button.
- The MARC Export Run Configuration screen displays in an additional browser window.
MARC Export Run Configuration Screen
NOTE: You may select to output MARC records for all titles in your library's database, or for a subset of titles based on the date added/edited, location and/or material type. When the export has completed, the Run ID serves as a link to download the exported MARC records file.
- Use the For CollectionHQ checkbox to indicate whether or not the export
file will be used for submission to CollectionHQ.
NOTE: The For CollectionHQ field is optional, and may not be shown for all systems.
- A checkmark
indicates that the export file will be used for submission to CollectionHQ.
- An empty checkbox
indicates that the export file will not be used for
submission to CollectionHQ. - Clicking the checkbox repeatedly will toggle it on and off.
NOTE: When the For CollectionHQ checkbox is selected, all other fields on the MARC Export Run Configuration screen are suppressed.
- A checkmark
- Select the desired Item Options:
- If you wish item records to be generated for each exported MARC record,
select the desired item generation setup (see
Entering and Editing Export Item
Generation Parameters for details) from the
Holds Mapping to use
menu.
- If you do not wish item records to be generated, select None from the Holds Mapping to use menu.
- If you wish to Retain OCLC Control Number (ocm, ocn or ocl) from Tag
001 in exported records, select the associated checkbox. If you wish to
Retain all data from Tag 001 in exported records, select the
associated checkbox.
NOTE: The Retain OCLC Control Number (ocm, ocn or ocl) from Tag 001 checkbox and Retain all data from Tag 001 checkbox are mutually exclusive.
- A checkmark
indicates
that the associated data will be included in exported records.
- An empty checkbox
indicates that the associated data will not be included in exported
records.
- Clicking the checkbox repeatedly will toggle it on and off.
- A checkmark
- If either the Retain OCLC Control Number (ocm, ocn or ocl) from Tag 001 or the Retain all data from Tag 001 option is selected, enter the MARC tag you wish to contain the specified data in the exported records in the Move OCLC Control Number/data from Tag 001 content to Tag text box.
- If you wish item records to be generated for each exported MARC record,
select the desired item generation setup (see
Entering and Editing Export Item
Generation Parameters for details) from the
Holds Mapping to use
menu.
- Select the desired Select Type radio button, and enter selection criteria
as appropriate, for the MARC records you wish to export:
NOTE: You may select only one Select Type radio button.
- All Records (radio button)- Exports all MARC records contained in your library's database.
- Bib Record Date Added/Edited (radio button) - Limits MARC record export to
records where the bibliographic record (including any associated item records)
was added or edited within a specified date range. If the Bib Record Date
Added/Edited radio button is selected, enter the desired date range in the
Start
Date and Stop Date text boxes.
- Start Date (text box) - determines the starting date of the
period for which MARC records will be exported when the Bib Record Date
Added/Edited radio button is selected; click the Date Entry
Calendar icon
to select the desired Start Date
(see
the System Basics User Guide for details. - Stop Date (text box) - determines the ending date of the period
for which MARC records will be exported when the Bib Record Date
Added/Edited radio button is selected; click the Date Entry
Calendar icon
to select the desired
Stop Date (see the System Basics User Guide for details.
- Start Date (text box) - determines the starting date of the
period for which MARC records will be exported when the Bib Record Date
Added/Edited radio button is selected; click the Date Entry
Calendar icon
- A-G Control Number (radio button) - Limits MARC record export to
records where the A-G Control Number for the bibliographic record
falls within a specified range. If the A-G Control Number
radio button is selected, enter the desired range of A-G Control Numbers in
the Start A-G Control Number and End A-G Control Number text
boxes.
- Start A-G Control Number (text box) - determines the starting number for the range of A-G Control Numbers for which MARC records will be exported when the A-G Control Number radio button is selected; enter a complete A-G Control Number.
- End A-G Control Number (text box) - determines the ending number for the range of A-G Control Numbers for which MARC records will be exported when the A-G Control Number radio button is selected; enter a complete A-G Control Number.
- Item Date Added/Edited (radio button) - Limits MARC record export to
records where the item record was added or edited within a specified date range.
If the Item Date Added/Edited radio button is selected, enter the desired date
range in the Start Date and Stop Date text boxes.
- Start Date (text box) - determines the starting date of the
period for which MARC records will be exported when the Item Date
Added/Edited radio button is selected; click the Date Entry
Calendar icon
to select the desired
Start Date (see the System Basics User Guide for details.
- Stop Date (text box) - determines the ending date of the period
for which MARC records will be exported when the Item Date Added/Edited
radio button is selected; click the Date Entry Calendar icon
to select the desired
Stop Date (see the System Basics User Guide for details.
- Indicate whether you wish to Include Records with Circ activity in the export file by selecting Yes or No from the associated drop-down menu.
- Indicate whether you wish to Include Item Transfers and status changes in the export file by selecting Yes or No from the associated drop-down menu.
- Indicate whether you wish to Include Records with Holds Placed in the export file by selecting Yes or No from the associated drop-down menu.
- Start Date (text box) - determines the starting date of the
period for which MARC records will be exported when the Item Date
Added/Edited radio button is selected; click the Date Entry
Calendar icon
- Includes – Location (drop-down menu) - Determines the
location/collection for which MARC records will be exported; select All
to export records for all locations, or, select the desired
location/collection from the options provided.
NOTE: The Includes – Location menu lists all locations/collections currently defined for your library. Locations/collection are defined by your Library Administrator.
- Includes – Material Type (radio button) - Determines the material
type for which MARC records will be exported; select All to export
records of all material types, or, select the desired material type
from the options provided.
NOTE: The Includes – Material Type menu lists all material types currently defined for your library. Material types are defined by your Library Administrator.
- When your desired selections have been made, click the Submit button to
export the MARC records.
- The MARC Export Run Configuration screen closes automatically, and the Scheduled MARC Export Runs screen refreshes with the new export file shown at the top of the list.