Importing Records from LCDB

NOTE: This workflow is focused on import procedures for bibliographic records used in cataloging. Some adjustments need to be made if importing is intended for catalog maintenance, i.e. to replace a fully cataloged bibliographic record. Procedures for importing authority records are not covered in this document.

I. NEW RECORDS

1. Assumption:

  • Item in hand is not represented by a record in Orbis
  • Under Session Defaults and Preferences-->General-->Bibliographic Import/Replace Profile the option YL Import Conditional has been selected (the default selection when the YUL Cataloging Preferences file is used)
  • Current Macro Express files are loaded in your Start tray

2. Set the searching parameters to search the LC resource database (LCDB). CAUTION: Do not change the searching parameters to Simultaneous Searching (a significant bug has been identified).

2a. Using Macro Express.

  • Press Shift F10.

2b. Without Macro Express:

  • From the Search dialog box, click the Remote button.
  • Select LCDB and click the Add button
  • Click Connect

You're in LCDB if the title bar of your search window looks like this:

Voyager will search only the LC resource file for the duration of the session unless you re-set. However, If you are still in LCDB when you log off, the system will default back to Orbis when you log back on.

3. Search LCDB. If a record is found that matches your title, open it and click on the Sailboat icon:

(Clicking on the icon will begin the process of saving the record to Orbis.) Generally, the save process will continue at 3a. below, but 2 exceptional situations may occur when you attempt to save the record:

i) 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.

ii) On rare occasions, an obsolete field or other practice in the bibliographic record may cause the MARC Error Report window to open.

Consult with your supervisor on the appropriate action, which will usually require editing the import record. Once the problem has been cleared, click on the Sailboat icon again.

3a. The authority validation dialog box will display.

Click the Continue button in the Authority Validation dialog box.

3b. FALSE MATCHES. On rare occasions, there may be an LCDB 035 that matches on the 035 of an Orbis record for a different title. If a false match occurs, the Bibliographic DeDup Detection window will open, listing the Orbis record title that matches the 035. [See DeDup window screen shot in Section II. 7d. below] If the title listed is clearly a false match, click on Add as a new record. (If it is a possible match, cancel the overlay and compare the Orbis record with the item in hand in more detail.)

3c. If there is no false match, a window will open indicating that the record has been added to Orbis. Click OK.

II. OVERLAYS

1. Assumptions:

  • Item in hand is represented by a record (usually in-process) in Orbis.
  • You have verified that the title is not an added copy (i.e. is not already represented by a fully cataloged record in Orbis)
  • Under Session Defaults and Preferences-->General-->Bibliographic Import/Replace Profile the option YL Import Conditional has been selected (the default selection when the YUL Cataloging Preferences file is used)
  • Current Macro Express files are loaded in your Start tray

To avoid confusion, close all records in Orbis except for the bibliographic record to be overlaid.

2. Set the searching parameters to search the LC resource database (LCDB).CAUTION: Do not change the searching parameters to Simultaneous Searching (a significant bug has been identified).

2a. Using Macro Express.

  • Press Shift F10.

2b. Without Macro Express:

  • From the Search dialog box, click the Remote button.
  • Select LCDB and click the Add button
  • Click Connect

Voyager will search only the LC resource file (LCDB) for the duration of your session. The system defaults back to Orbis if you log off if you are still in LCDB.

3. Search LCDB. If a record is found that matches your title, open it. You should now have 2 windows open:

  • the window for the target Orbis bibliographic record and
  • the window for the import record from LCDB.

Be sure other windows associated with the Orbis bibliographic record are closed, such as the MFHD & Item Record windows. Maximizing the Voyager window is recommended.

TIP: If the Orbis target record was not opened in advance, it can be retrieved without disconnecting from LCDB using the Retrieve an item record search & wanding the barcode. Name and other number index searches will only search LCDB.

4. Click on the Window menu and select Tile. The Orbis record and the LCDB record windows will display side-by-side. Be sure you can identify the Orbis target record & the LCDB import record.

The Orbis target record title bar will begin: Bib <number> <Title>.

The LCDB record title bar will begin: Imported remote Bib <number>

5. If the Orbis target record already has a 010, go to 7. If the Orbis target record lacks a 010 field,

5a. Copy the 010 field of the LCDB record. Select the 010 field, right click on the arrow pointing to the field to bring up the menu, and click on Copy this field. ALTERNATIVE: Select the 010 field and use the standard Windows key sequence Ctrl+c.

 

5b. Paste the 010 field into the target record. Select the first field in the in-process record, right click on the arrow to open the menu, and click on Paste before this field. ALTERNATIVE: Select the first field in the in-process record and use the standard Windows key sequence Ctrl+v.

 

5c. Save the updated target record (click on the Sailboat icon on the toolbar)

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 the MARC Error report window opens, follow instructions above at: I. New Records. [section] 3. ii) On rare occasions, an obsolete field may cause the MARC Error ...

5d. The authority validation dialog box will display. Click the Continue button in the Authority Validation dialog box.

5e. A window will open indicating that the record has been successfully saved. Click OK.

6. Verify that the 010 field in the Orbis target record & the LCDB import record match.

7. Save the LCDB record:

7a. Click on the title bar of the LCDB import record to select it. If there are any fields that require deletion (e.g. 035 fields), delete them at this point. Save the LCDB import record by clicking on the Sailboat icon on the Voyager toolbar.

7b. If the MARC Error Report window opens, follow the instructions above at: I. New Records. [section] 3. ii) On rare occasions, an obsolete field may cause the MARC Error ...

7c. The authority validation dialog box will now display. Click the Continue button in the Authority Validation dialog box

7d. The Bibliographic DeDup Detection dialog box will display.

There should be one record listed in the DeDup window, i.e., the in-process record with the 010 match point. Select the record by clicking on it if it isn't highlighted. Check with your supervisor if more than one record is displayed.

7e. Check the menu slot to the right of the Replace/Merge Using Profile button and make sure the menu selection is YL Merge, and then click on the Replace/Merge Using Profile button.

7f. Voyager will display the message: The record was added to the database. It replaced existing duplicate # <record id number>

Click OK. The in-process record will disappear. The full record will display, but the title bar will be for the Orbis record, not for the import record.

8. Retrieve the next Orbis record to be overlaid. You can use the Retrieve an item record search & wand the barcode without disconnecting from LCDB. If a name or any other number search is needed to retrieve the next record, you will need to disconnect from LCDB, then reconnect to LCDB to resume searching in the LC resource file.

To disconnect from LCDB using Macro Express, press F10.

8a. Without Macro Express:

  • From the Search dialog box, click the Remote button
  • Select LCDB and click the Delete button
  • Click the Connect button. Voyager will automatically reconnect to Orbis

RELATED DOCUMENTS

035 Field: Delete, Retain, or Add

Importing Records from OCLC/RLIN (New & Overlays)

Searching the Bibliographic Utilities: Best Practices [See Section A.]

Variable Field Deletion Policy


To: Technical Services Staff
From: Steven Arakawa for CCC/CPDC
Date: (06/08/2006 issue date, 6/08/2006 revision date)