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Loading record batches to Unicorn

While this methodology does not make sense for the small numbers of records one usually works with in copy cataloging operations, when loading larger sets such as YBP approval books, NetLibrary titles, GPO Shipping List records, or batches of original records from OCLC, it is much simpler to use MARC Import and the bibload report then to bring the records in one at a time through SmartPort. Unicorn can load MARC records in both communication format and as formatted text files.

MARC communication format loads

  1. With desired upload file on your PC or network, select the MARCIMPORT wizard.
  2. From the MarcImport : Properties box, accept the default values and click OK.
  3. From the MarcImport Utility : Main box, click on Bibliographic data and Import.
  4. From the MarcImport Utility : Import Bibliographic Data box, click on the OTHER box and identify the MARC file awaiting upload using the Source gadget (diamond-shaped button to right of Source window). Make sure that the MARC radio button has been selected.
  5. Provide a filename you can remember in place of OTHER.MARC. This could be your initials and date (cp031117.marc) or a name indicating the content or purpose of the load (YBP1125.marc, GPOUrl0312.marc, NetLibraryMay.marc). Media should read pcdiskette even when you are working with a networked file.
  6. Click OK and answer Yes to "Is diskette ready?". Answer No to the question on more files to upload or they will be appended to the present file. A text file, listing the number of records loaded, will pop up. The top section refers to bibliographic records loaded while the bottom is for authorities.
  7. Go back into WorkFlows and you should see your uploaded file listed in the MarcImport Utility : File list
  8. Cancel and Exit your way out of MARCIMPORT and you are ready to run bibload, instructions for which are in a separate section below.

Loading database output and flat ASCII formatted text

Follow the instructions above, but at step 4 select the SIRSI file type and click on the Flat ASCII radio button.

Sirsi specifies the following format for ASCII text input:

.[MARC tag]. Ind1Ind2|aText|bText

Each bibliographic record in the input file must begin with a document boundary statement and the name of the FORMAT being used (MARC, SERIAL, MANUSCRIPT, MAP, MRDF, MUSIC, VM):

*** DOCUMENT BOUNDARY ***
FORM=MARC

The following illustrates a typical MARC record presented as ASCII text to MARCIMPORT:

*** DOCUMENT BOUNDARY ***
FORM=MARC
.007.   |acr an---------
.008.   |a030622s2003    ncuab    m    000   eng d
.040.   |aNRC|cNRC
.100. 1 |aByrd, Erick T.|q(Erick Tilghman),|d1973-
.245. 13|aAn analysis of variables that influence stakeholder participation and support for sustainable tourism development in rural North Carolina|helectronic resource /|cby Erick T. Byrd.
.260.   |c2003.
.300.   |axxi, 272 p. :|bill., map.
.502.   |aThesis (Ph.D.)--North Carolina State University.
.504.   |aIncludes bibliographical references (p. 140-146).
.500.   |aIncludes vita.
.520.   |aKeywords: stakeholders, development, tourism, sustainable tourism.
.650.  4|aNorth Carolina State University|xTheses|xParks, Recreation and Tourism Management.
.856.  4|yFull text (pdf)|uhttp://www.lib.ncsu.edu/theses/available/etd-11122003-102451/unrestricted/etd.pdf
.948.   |c5/11/2003
.949.   |wETD|mONLINE|lNET|tDISSERTN|zNCSUTHESIS

Bibload report

While MARCIMPORT prepares MARC or text data for use by the system, it takes a second report from the MARC Import group to actually load the data into the database. There are reports which do pretty much the same thing, bibload and bibloadbatch. The latter is intended for far larger batches in the range of several thousands.

  1. Select the Schedule new report wizard and, within that, the MARC Import tab.
  2. Select Load Bibliographic Records and click the Schedule button.
  3. On the Schedule New Reports : Create bibload box you will find three tabs. On the Basic Information tab provide a Report name you will remember when looking at the finished reports later on.
  4. On the Selection Criteria tab, first identify the file you imported above, specifying whether it was a MARC or FLAT (ASCII text) file.
  5. Under Title control processing select the appropriate sources for incoming flexkeys using the gadget to the right of the data entry window. For OCLC original records this will be OCLC number (001); for other records this could be ISBN (020), OCLC number (035), or another appropriate source.
  6. A Title control number matching rule table is provided below. Select the rule appropriate to the overlay/new record outcome you desire
  7. You may select to use TODAY under Date cataloged or you could set this to the previous month if you desire to prevent the file from going to Marcive for authority processing and OCLC for holdings setting.
  8. Default record format can be set to anything, allowing MARC leader to set the format.
  9. Under Update title control information enter 948.
  10. Under Bibliographic record processing check Update bibliographic record and Remove junktags.
  11. Under Call number and copy processing leave Holdings entry preprocessing set to NONE. Set Copy processing to either create or update holdings. If you are loading new records with holdings information imbedded in 949, choose Create and update copies using holdings statement _and put the holdings tag (usually 949) in the _Entry ID window. Call number load rules are set in the format used for SmartPort (Class scheme, MARC tag, subfields, occurence).
  12. With Default holding code you can set all records to load particular values for library, location, item type, and item categories according to the Holding code table.
  13. Click on Schedule to schedule the load. For files of less than several hundred, go ahead and use Once. If you are worried about causing other reports to queue up, you can schedule the load to occur after hours. Click on OK and the report is off and running.
  14. To check the status of your report, click on the Finished reports wizard. If your report is done it will show up on the list. If not you can click the middle icon at the upper left of the Finished report box to Display report scheduler status. Single click on your report name and choose View to see your report.

Title control number matching rules

Rule

IF record new

IF record match\ DATE CAT=NEVER

IF record match\& DATE CAT=nn/nn/nnnn

1

Create

Error

Error

2

Create

Overlay

Error

3

Error

Overlay

Error

4

Create

Overlay

Overlay

5

Error

Overlay

Overlay

External use of MARC 949 to generate holdings

If you are cataloging a number of titles on OCLC or need to batch load records from a vendor like Marcive, NetLibrary, or Yankee Book Peddler, it may be faster to key holdings information into a MARC 949 field and then to use MARCIMPORT and the bibload report to create both title AND call/item records in Unicorn. This is the methodology that UNC-CH and Duke have used for all of their current DRA cataloging since 1993. It is also the method we currently use for batch loading GPO MARC record sets from Marcive, NetLibrary e-book titles, and large microform sets such as the Evans Collection.

For loading into Unicorn, a 949 needs to be created for each call number record associated with a title. Thus, for each volume of a multi-volume set, for each additional library holding the title, and for each accompanying material type, a new 949 is created. The following table illustrates the subfields that map to various fields in the call number and item records in Unicorn.

Subfield

Contents

Default

a

Call number

Call # specified in load statement

w

Class scheme

LC

v

Volume number

None

c

Copy number

1

d

Last activity

MM/DD/YYYY

e

Date last charged

MM/DD/YYYY

f

Date inventoried

MM/DD/YYYY

g

Times inventoried

0

h

Holding code
In place of separate
Library, Location, Item type

None

i

Barcode

Auto barcode

j

Number of pieces

0

k

Current location

Home location

l

Home location

None

m

Library

None

n

Total charges

0

o

Item notes or comments

None

p

Price

0

q

In-house charges

0

r

Circulate flag

Yes

s

Permanent flag

Yes

t

Item type

None

u

Acquisitions date

MM/DD/YYYY

x

Item cat1

None

z

Item cat2

None

Note that while new volumes require a new 949, you can use a single 949 to create multiple copies with the same call number. Defaults in the table above refer to values automatically created when that subfield is not coded. Thus, leaving out the barcode subfield will cause an AUTO barcode to be generated. Leaving out the |w class scheme will result in a default to LC. Note also that one can use |h Holding codes in place of separate |m Library |t Location |l Item type |x Item cat1 |z Item cat2 combinations. Call number spacing here should be identical to what is used in manually created call records. A number of examples follow.

949 B2430 .B344 C36 2003|iS01869427.|hHIL-STACKS
949 PK2200 .A13 Z37 2000|c1|iS02251186P|mDHHILL|tBOOK|lSTACKS|xBOOK|c2|iS02261961R
949 MF 875|wALPHANUM|tMICROFICHE|lMICROFORMS|xMICROFORM|mDHHILL

949 TT685 .V35 2000|mTEXTILES|tVID-CASS|lMEDIA|xVIDEO
949 TT685 .V35 2000 Brochures|mTEXTILES|tBOOK|lMEDIA|xBOOK

949 |wEBOOK|hNCLIVENETL
949 |wETD|mONLINE|tDISSERTN|lNET|xNCSUTHESIS

External use of MARC 948 to generate time stamps

Setting date stamps for DATE CREATED, DATE MODIFIED and DATE CATALOGED must be done in 948, much as call number information is set in 949. Format should be MM/DD/YYYY, as in WorkFlows.

Subfield

Contents

Default

a

Date title created

Date of load

b

Date title modified

Date of load

c

Date title cataloged

NEVER

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