A. Retrieving record from import file
B. Saving an imported record to database without replacing an existing Voyager record
C. Replacing an existing Voyager record with the imported record
D. Workflow points
1. Open the Import dialog box.
From the Record menu, select "Import" (keyboard: Alt-R, P).
2. Select the import file.
If you have not yet imported a record during the current session, select "From new file" (keyboard: N), and in the Open dialog box, select "Export.dat" (or whatever file you use for downloading OCLC records). Otherwise, select "From previous file" (keyboard: V).
3. Select the record.
Records will be listed in order of dowloading, earliest to latest. The ID number is the OCLC number of the record. The list of records may be resequenced by ID, Type, or Title/Heading. Select the desired record and click the OK button (keyboard: Alt-O, or Enter).
NOTE: Multiple records may be selected at one time. However, this increases the likelihood of errors if existing Voyager records are intended to be replaced during the work session.
1. Ensure no replacement occurs by doing either of the following:
a. Search the OCLC number of the imported record in the "System Number (035a|z)" index to ensure that no record in your working library contains that number. If the OCLC number appears only in a record for a different owning library, no overlay will occur. (For example, if you have logged in as working in the Transportation Library, you only need to ensure that the OCLC number does not appear in an existing Transportation record.)
b. Set Bibliographic Import/Replace Profile to "None" (see other documentation for setting Options and Preferences).
2. Save the record to the database.
1. Begin with a print of the target record (record to be overlaid).
2. Working location must belong to the same owning library as the target record.
For example, to overlay a record that is in "NU Libraries", you must be logged in as working in "nsercat"; to overlay a record that is in "Transp. Library", you must be logged in as working in "Tran Cat Desk". To find out which working location you are currently logged into, go to File|Login Information (Alt-F, I) in the Cataloging menu.
3. Bibliographic Import/Replace Profile must be set to "MVOVR" (see other documentation for setting Options and Preferences).
This profile ensures that matching will be done only on the 035 field and will reduce the likelihood of erroneous overlays or multiple matched records.
4. Prepare the target record.
a. In the imported record, select and copy the 035 field containing the OCLC number.
b. In the target record, paste the 035 field.
c. Save the target record to the database.
5. Prepare the imported record.
a. In the target record, select and copy the following data:
- 035 field containing the NOTIS number
- 940-949 fields
- subfield $w with local record numbers in 76X-78X linking fields
- any other fields you wish to retain
b. In the imported record, paste the copied fields.
6. Save the imported record to the database.
After validation, if only one match was found for the OCLC number, the system will inform you that bibliographic record number x has been replaced.
If more than one match is found for the OCLC number, you will be given a list of the matches. From this list, you can retrieve one or all of them for inspection, you can choose a specific one to overlay with your existing Replace/Merge profile or a different profile, or you can add the imported record as a new record without overlaying any existing records.
1. Imported records will be retained in or deleted from your import file according to the status of "Delete records from import file once saved to database" in Session Defaults and Preferences.
2. Imported records may also be saved to a work file instead of the database. The records will be retained in or deleted from the work file according to the status of "Delete records from work files once saved to database" in Session Defaults and Preferences.
3. Import/Replace Profiles apply to records in import files as well as work files.
4. Import files can be renamed at any time. If you do not make any changes to your Passport macros, Passport will not append to this renamed file the next time you export from OCLC, but will instead automatically create a new file with the original name.
5. Keeping in mind the above four points, you can make creative use of import files, work files, and preferences to devise the most efficient personal workflow for yourself.
DOCUMENT HISTORY:
Created Jan. 14, 1999 (KMR) Revised Nov. 19, 2001 (KMR)