CAT ADMINISTRATION

Chapter 4. MARC IMPORT AND EXPORT

   

 

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Uploading a MARC Record File

MARC record files for upload should be prepared in MARC export (or communications) format, such as those obtained from OCLC, or other bibliographic utility or CD-ROM database.

To upload a MARC record file:

1. From the CAT Admin menu, select MARC Import - BibTool Admin.
   • The Scheduled Bib Tool Runs screen displays. The screen shows a listing of scheduled, in-process, and completed MARC uploads, listed in reverse-chronological order (most recent date first) by date Created.

• Each line in the listing provides the following information:
  • File Name – the name of the MARC upload file
  • Submitted by – the name of the user that uploaded the file
  • Created – the date and time at which the file was initially uploaded (queued for processing)
  • Source – the source of the uploaded file; either Cat (CAT Administration) or Acq (Acquisitions)
  • Database Type – the type of database to which the MARC file was uploaded (AV = VERSO database)

  • Status – the current status of the upload:

    Need to be Processed – the file is queued for processing, but upload has not yet begun

    Currently Loading – upload of the file is in process

    Completed – the upload completed normally, without errors

    Completed with Errors – the upload completed, but errors were detected

  • Rejected Rec – shows the number of records rejected by the system during upload
• If desired, you can reconfigure, sort and filter table content (see the System Basics User Guide for details).

2. Click the New button.
   • The Upload a MARC Record File screen displays in an additional browser window.

3. Click the Browse button to locate the desired MARC record file. A standard Find File dialog displays. Locate the desired file, then click the Open button on the Find File dialog. The file name for the selected file is shown next to the Browse button.
4. Click the Start Upload button.
   • When the MARC file has been queued for processing, the BibTool Run Configuration screen displays. The Input file name field shows the name of the currently selected MARC records file, appended with a unique system defined designator

NOTE: The BibTool Run Configuration screen is configured with the default values configured through the Set MARC Load Defaults function (see Setting MARC Load Defaults for details).

5. Edit the default upload configuration parameters as desired.
   • Select the database to which the records contained in the MARC file will be uploaded from the Select database type of load menu.
     • The Select database type of load menu lists all database types configured for your system to which you may upload records.
   • If you wish the AGControlId number to be used in identifying matching records (records that exist in both the MARC file and the database to which the file will be uploaded), select the Match by AGControlId checkbox.
     • A checkmark indicates records will be matched by AGControlId.
     • An empty checkbox indicates records will not be matched by AGControlId.
     • Clicking a checkbox repeatedly will toggle it on and off.

     NOTE: The Match by AGControlId option is intended for use when replacing existing records in VERSO database with matching records that have been updated outside the system.

   • Select the desired holdings map (item generation setup) from the Holds mapping to use menu.
     • The Holds mapping to use menu lists all currently defined holdings maps for your system. Holdings maps are created using the Item Generation Setup function (see Import Item Generation Setup for details).

     NOTE: If the Match by AGControlId option is selected, the Holds mapping to use menu is disabled.

   • Select the desired matching set definition to be used in identifying matching records (records that exist in both the MARC file and the database to which the file will be uploaded) from the Matching ID to use menu.
     • The Matching ID to use menu lists all currently defined matching set definitions for your system. Matching set definitions are created using the Matching Sets Admin function (see Matching Sets Administration for details).

     NOTE: If the Match by AGControlId option is selected, the Matching ID to use menu is disabled.

   • Enter the MARC tag(s) containing call number data (in the records to be uploaded) that should be used to extract call number data in the Call Number Tags text box.
     • Separate multiple tags with commas. Do not include spaces.

     NOTE: MARC tags entered in the Call Number Tags text box are used only in the event that the MARC tag specified in the Call Number field of the selected holdings map (selected from the Holds Mapping to use menu) does not contain data.

     NOTE: If the Match by AGControlId option is selected, the Call Number Tags text box is disabled.

   • Enter the MARC tag(s) containing call number data (in the records to be uploaded) that should not be used to extract call number data in the Exclude these Tags text box.

     NOTE: If the Match by AGControlId option is selected, the Exclude these Tags text box is disabled.

   • Use the Incremental Indexing checkbox to indicate whether or not uploaded records should be indexed incrementally.
     • A checkmark indicates that incremental indexing is enabled (uploaded records will be indexed incrementally when uploaded).
     • An empty checkbox indicates that incremental indexing is disabled (uploaded records will not be indexed when uploaded).
     • Clicking the checkbox repeatedly will toggle it on and off.

     NOTE: If you choose to disable incremental indexing, you must contact Auto-Graphics Technical Services to re-index your VERSO database in order for the uploaded records to be “visible” within the system. Incremental indexing should be disabled only for uploads containing 1,500 or more records.

   • Indicate whether or not records contained in the MARC file that match existing records in your VERSO database should replace the existing records by selecting the desired option from the Always replace matched MARC records menu; either Yes or No.

     NOTE: If the Match by AGControlId option is selected, the Always replace matched MARC records menu selection is set to Yes automatically, and changes to the selection are disabled.

   • Select the desired status for uploaded records that include an item tag from the Default item status with item tag menu.
     • The Default item status with item tag menu lists all currently defined exceptions for your system.

     NOTE: If the Match by AGControlId option is selected, the Default item status with item tag menu is unavailable.

   • Select the desired status for uploaded records that do not include an item tag from the Default item status without item tag menu.
     • The Default item status without item tag menu lists all currently defined exceptions for your system.

     NOTE: If the Match by AGControlId option is selected, the Default item status without item tag menu is unavailable.

   • If you wish to update the exception date for all uploaded records for which a change in item status was made (as a result of the exceptions selected from the Default item status with item tag and Default item status without item tag menus), select the Update Exception Date checkbox.
     • A checkmark indicates the exception date will be updated.
     • An empty checkbox indicates that the exception date will not be updated.
     • Clicking the checkbox repeatedly will toggle it on and off.

     NOTE: If the Update Exception Date checkbox is selected, the date on which the records are uploaded will be used as the exception date.

     NOTE: If the Match by AGControlId option is selected, the Update Exception Date checkbox is disabled.

   • Use the Auto-Generate Barcodes checkbox to indicate whether or not the system should automatically assign barcodes to uploaded records.
     • A checkmark indicates the system will automatically assign barcodes to uploaded records.
     • An empty checkbox indicates system will not automatically assign barcodes to uploaded records.
     • Clicking the checkbox repeatedly will toggle it on and off.

     NOTE: If the Match by AGControlId option is selected, the Auto Generate Barcodes checkbox is disabled.

6. When all desired upload configuration parameters have been set, click the Submit button to continue.
   • The Bib Tool Run Configuration screen closes automatically, and the Scheduled Bib Tool Runs screen refreshes with the new upload file shown at the top of the list.
   • The Status column shows the current status of the upload:
     • Need to be processed – the file has been queued for processing, but the import has not yet started
     • Currently Loading – import of records in the upload file is currently in process
     • Completed – import completed normally without errors
     • Completed with Errors – import completed, but errors were detected (records were rejected, duplicate records were detected, etc.).
7. For uploads with a Status of Completed or Completed with Errors, the Status serves as a link to the View Bib Tool Run Statistics screen for the associated upload (see Viewing Bib Tool Run Statistics for details).
8. For uploads where the Rejected Rec count is greater than zero, the number of rejected records serves as a link to display the specific error(s) encountered for each rejected record.

 

 

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