2.4 Fields: Import a MARC File


2.4.1 Field 1 TYPE: 40 characters, display only


2.4.2 Field 2 Status of the Process: 60 characters, display only


Purpose: To display the message "Working..." and/or other messages while the software processes the data.


2.4.3 Field 3 Function Keys


2.4.4 Field 4 Source of the File: mandatory, tab stop


Purpose: to specify where the file currently resides. Telnet applications must select Server. Graphical sessions may select either Server or Workstation. If a graphical workstation selects Workstation, then the workstation's native file selection window is automatically invoked for the purpose of selecting the file on the workstation and then transmitting it to the server.


Menu Style: Radio Button/Check Box 

Menu Values:
The Server
My Workstation


2.4.5 Field 5 Filename: 120 characters, mandatory, tab stop


Purpose: To specify the target filename. The filename must include the directory paths. 




Format:  It is any legal directory path and filename for your server.  




Discussion:  
If the source of the file is Workstation and the workstation is 
graphical, then this field is deactivated, and the file selection 
is made via the workstation's native file selection window.  The 
filename is then displayed in this field, and the file is copied 
from the workstation to the server.  





2.4.6 Field 6 Are there New Acquisitions:   


mandatory, tab stop





Purpose:  To specify that the MARC bibliographic import file 
contains new MARC records which should be added to the New 
Acquisition Index for use by the OPAC Recent Arrival function.  
Three conditions exist for MARC bibliographic records:  

     - None of the records are new (e.g., retrospective 
       cataloging);  
  
     - the software should match ISSN/ISBN, LCCN, or other 
       control numbers to determine if the bib is new, and only 
       newly matched MARC bibs will be added to the New 
       Acquisition Index;  
  
     - All of the records are new. 
  




Format:  It is a radio button selection.  




Menu Style:  Radio Button/Check Box



Menu Values:
None
New Matches Only
All









2.4.7 Field 7 If bib matches an existing one:   


mandatory, tab stop





Purpose:  To specify the default action should an imported bib match 
a bib already in the catalog.  




Format:  It is a radio button selection.  




Menu Style:  Radio Button/Check Box



Menu Values:
Show & Ask Overlay/Cancel/Add Imported Bib
Overlay Catalog's Bib with Imported Bib
Set Imported Bib's Status to CANCEL
Create a New Bib for the Catalog








Discussion:  
The importing software compares some of the key identifying 
values in the imported bib(s) to existing bibs in the catalog.  
If the software finds a match on the following MARC tags 

     001   Control Number 
     010   Library of Congress Control Number 
     020   International Standard Book Number 
     022   International Standard Serial Number 
  




then the cataloger must determine the next action.  It is possible 
that the bib is really not a duplicate or an update, but a true 
new bib, but this is unlikely.  




Function [Show & Ask Overlay/Cancel/Add Imported Bib] will 
display each bib's key identifiers and the title from the 
imported bib and the bib in the catalog.  Along with the display, 
the cataloger will get to choose the next action:  

     Overlay Catalog's Bib with Imported Bib 
     Set Imported Bib's Status to CANCEL 
     Create a new Bib for the Catalog 
  




These actions are described below.  One of these actions may be 
determined at the beginning of the import, i.e., rather than show 
the individual bibs and their values, simply select up front one 
of the decisive actions.  




Function [Overlay Catalog's Bib with Imported Bib] will load the 
imported bib into the batch using the catalog's matching bib's 
MARC Number.  When the cataloger uses the Batch Control function 
[Updated to the Catalog], then at that point the newly imported 
bib would replace the catalog's old bib.  The old bib's items 
(i.e., the holdings) are assumed by the new bib.  Alternatively, 
the cataloger may manually CANCEL the bib in the batch prior to 
the Update to the Catalog function, thus protecting the old bib 
from the new bib. Because of the flexibility of this action, this 
action is the recommended choice, unless the cataloger knows that 
the bib is really new. 




Function [Set Imported Bib's Status to CANCEL] loads the new bib 
into the batch but sets the bib's status to CANCEL, making it 
impossible to Update the Catalog with the new bib.  Nevertheless, 
the imported bib can be reviewed in the batch.  




Function [Create a new Bib for the Catalog] will create a new 
instance of the bib in the catalog.  This new bib will be 
completely independent from the old bib, and will have its own 
holdings.  It is unusual to select this action.  If this action 
is erroneously selected, then the catalog will have duplicate 
bibs.  Note that the bib is idea of the title, and the items 
(i.e., the holdings) are the actual instances of the materials.  
Items are attached to bibs. 





2.4.8 Field 8 Add LC Subject Headings:   








Purpose:  To specify that the loading MARC bib into a batch will 
have the side effect of also loading any new Library of Congress 
Subject Headings and Qualifiers into the Authority files.  By new 
we mean any term not found in the local database.  




If the source of the MARC bib is LC or OCLC, then selecting this 
option is a good idea.  




Menu Style:  Radio Button/Check Box



Menu Values:
Add LC Subject Headings & Qualifiers









2.4.9 Field 9 OK or CANCEL:   


tab stop





Purpose:  To specify completion or rejection of this session.  




Menu Style:  Push Button



Menu Values:
Load File into Batch
Cancel
Help







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