Further revisions to Loading Bibliographic Records section.
[sitka/doc/acquisitions.git] / acq / acq-load-bib.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-load-bib">\r
4 <info>\r
e3245b4a 5 <title>Loading Bibliographic Records and Items into the Catalogue</title>\r
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6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
16 <para>Bibliographic records and copies can be loaded into the catalogue at different stages of the acquisitions process depending on your preferred\r
17workflow.</para>\r
18<para>By default bibliographic records and copies become OPAC visible the moment they are loaded into the catalogue. Libraries that do not wish their on-order\r
19materials to be visible to their patrons can set up an OPAC invisible default copy location for the system to use. \r
e3245b4a 20See <link linkend="onorder-OPAC-invisible">How to Make Your On-orderRecords OPAC Invisible</link> for instruction on setting up and using an OPAC\r
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21invisible default copy location.</para></abstract>\r
22 \r
23\r
24 </info>\r
25\r
31063226 26 <section xml:id="load-bib-items">\r
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27 <title>Where to Load Bibliographic Records and Items into the Catalogue</title>\r
28 <para>You can load bibliographic records and items into the catalogue in four different place in the acquisitions module.</para>\r
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29<procedure>\r
30\r
31<step>\r
32<informalfigure>\r
33<para>You can import bib records and items (if holdings information is attached) when you upload MARC order records.</para> \r
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34<para>Click <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>. Follow the instructions for \r
35<link linkend="marc-order-records">Load MARC Order Records</link>.</para>\r
36<para>Ensure the box adjacent \r
37to <guilabel>Load Items for Imported Records</guilabel> is checked and upload the file of MARC records.</para>\r
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38<para><mediaobject>\r
39<alt>screenshot of invoicing</alt>\r
40\r
41<imageobject>\r
a6103e12 42<imagedata fileref="media/acq-vandelay-2.png" scalefit="0"></imagedata>\r
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43</imageobject>\r
44</mediaobject></para>\r
45</informalfigure>\r
46</step>\r
47\r
48<step>\r
49<informalfigure>\r
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50<para>You can import bib records and items into the catalogue when you create a purchase order from a selection list, a MARC federated search, catalogue record IDs, \r
51or the view/place order screen.</para>\r
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52<para>From the selection list, select \r
53<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>. Check the box adjacent to \r
54<guilabel>Import Bibs and Create Copies</guilabel> to import the records into the catalogue.</para>\r
55<para><mediaobject>\r
56<alt>screenshot of invoicing</alt>\r
57\r
58<imageobject>\r
59<imagedata fileref="media/load-bibs-2.png" scalefit="0"></imagedata>\r
60</imageobject>\r
61</mediaobject></para>\r
62</informalfigure>\r
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63\r
64<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
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65</step>\r
66\r
67<step>\r
68<informalfigure>\r
e3245b4a 69<para>You can import bib records and items into the catalogue from a purchase order by clicking \r
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70<menuchoice><guimenu>Actions</guimenu><guimenuitem>Load Bibs and Items</guimenuitem></menuchoice>.</para>\r
71<para><mediaobject>\r
72<alt>screenshot of invoicing</alt>\r
73\r
74<imageobject>\r
75<imagedata fileref="media/load-bibs-3.png" scalefit="0"></imagedata>\r
76</imageobject>\r
77</mediaobject></para>\r
78</informalfigure>\r
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79\r
80<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
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81</step>\r
82\r
83<step>\r
84<informalfigure>\r
85<para>If you have not previously loaded the bib records and items into the catalogue, Evergreen will automatically import the bib \r
86records and items into the catalogue when the purchase order is activated.</para>\r
87<para><mediaobject>\r
88<alt>screenshot of invoicing</alt>\r
89\r
90<imageobject>\r
91<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
92</imageobject>\r
93</mediaobject></para>\r
94</informalfigure>\r
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95\r
96<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
97</step>\r
98</procedure>\r
99</section>\r
100\r
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101\r
102<!--\r
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103<section xml:id="load-bib-vandelay-temp">\r
104<title>TEMPORARY - How to Load Bibliographic Records and Items into the Catalogue</title>\r
105\r
106<para>All bibliographic records add to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
107<para>Vandelay identifies exisiting records that match the new records and allow staff to merge the new record into the existing record rather than creating a \r
108duplicate record.</para>\r
109\r
110<note><para>Sitka staff is currently working to resolve a bug regarding record matching. The following procedure is a temporary work around while work is being done \r
111to resolve the bug.</para></note>\r
112\r
7cf9d92c 113<simplesect xml:id="vandelay-interface-load-temp">\r
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114<title>Loading Records Using the Vandelay Interface</title>\r
115\r
116<procedure>\r
117<step>\r
118<informalfigure>\r
119<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
120<para><mediaobject>\r
121<alt>screenshot of Vandelay Interface</alt>\r
122\r
123<imageobject>\r
124<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
125</imageobject>\r
126</mediaobject></para>\r
127</informalfigure>\r
128</step>\r
129\r
130<step>\r
131<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
132<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
133</step>\r
134\r
135<step>\r
136<para>Leave the <guilabel>Record Match Set</guilabel> field blank.</para>\r
137<caution><para>Choosing a <guilabel>Record Match Set</guilabel> will currently cause the import to fail.</para></caution>\r
138</step>\r
139\r
140<step>\r
141<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
142</step>\r
143\r
144<step>\r
145<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>. This will import anyrecords that do not have matches in the catalogue.</para>\r
146<para>At present this will import all records unless a match is found on the 901 subfield c. A match on the 901 subfield c indicates that the exact record is already\r
147in the catalogue.</para>\r
148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>Click <guibutton>Submit</guibutton>.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of Vandelay Interface</alt>\r
155\r
156<imageobject>\r
bbb102fa 157<imagedata fileref="media/load-bibs-vandelay-temp-2.png" scalefit="0"></imagedata>\r
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158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
31063226 161</step>\r
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162\r
163<step>\r
164<para>As these records will not be merged on import with existing records cataloguers must merge the records into the full bibliographic records when the items\r
165arrive.</para>\r
166</step>\r
167\r
31063226 168</procedure>\r
a6103e12 169</simplesect>\r
31063226 170</section>\r
669e37c7 171-->\r
ed232bd3 172\r
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173\r
174\r
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175<section xml:id="load-bib-vandelay">\r
176<title>How to Load Bibliographic Records and Items into the Catalogue</title>\r
177\r
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178<para>All bibliographic records added to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
179<para>Vandelay identifies exisiting records that match the new records and allows staff to merge the new record into the existing record rather than creating a \r
ed232bd3 180duplicate record.</para>\r
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181\r
182<simplesect xml:id="vandelay-interface-load">\r
183<title>Loading Records Using the Vandelay Interface</title>\r
184\r
185<procedure>\r
186<step>\r
187<informalfigure>\r
188<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
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189<para><mediaobject>\r
190<alt>screenshot of Vandelay Interface</alt>\r
191\r
192<imageobject>\r
193<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
194</imageobject>\r
195</mediaobject></para>\r
196</informalfigure>\r
2872deea 197</step>\r
ed232bd3 198\r
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199<step>\r
200<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
201<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
202</step>\r
ed232bd3 203\r
2872deea 204<step>\r
cf60f3a9 205<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
669e37c7 206<para>The <guilabel>Record Match Set</guilabel> determines what fields will be matched on. The <guilabel>SitkaMatch</guilabel> match set looks in the database for \r
a38609c2 207matches on the 901c field, the 020a (ISBN), and 022a (ISSN), and the 010a (Library of Congress Control Number), and the 035a (System Control Number).</para>\r
2872deea 208</step>\r
ed232bd3 209\r
2872deea 210<step>\r
cf60f3a9 211<para>Select <guilabel>Match-Only Merge</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
4637a673 212</step>\r
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213\r
214<step>\r
ed232bd3 215<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
2872deea 216</step>\r
ed232bd3 217\r
2872deea 218<step>\r
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219<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>.</para>\r
220<para>This will import any records that do not have matches in the catalogue.</para>\r
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221</step>\r
222\r
223<step>\r
4637a673 224<para>Check the box for <guilabel>Merge on Best Match</guilabel>.</para>\r
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225<para>This means that if the system finds a match in the database it will create holdings on that existing record, rather than importing the record from \r
226the purchase order. This should result in your cataloguer needing to do less merging when the items arrive as the majority of items will already be attached \r
227to the correct full record in the database. It is possible that there may be some false matches (such as if the ISBN is entered incorrectly on the purchase order)\r
228but these should be caught when the items arrive and are catalogued.</para> \r
4637a673 229</step>\r
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230\r
231<step>\r
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232<informalfigure>\r
233<para>Click <guibutton>Submit</guibutton>.</para>\r
234<para><mediaobject>\r
235<alt>screenshot of Vandelay Interface</alt>\r
236\r
237<imageobject>\r
238<imagedata fileref="media/load-bibs-vandelay-2.png" scalefit="0"></imagedata>\r
239</imageobject>\r
240</mediaobject></para>\r
241</informalfigure>\r
242</step>\r
f7e21257 243\r
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244<step>\r
245<para>You can see the record that the line item has attached holdings to by clicking on the <guilabel>catalog</guilabel> link on the line item.</para>\r
246</step>\r
247\r
2872deea 248</procedure>\r
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249</simplesect>\r
250\r
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251\r
252<!--\r
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253<simplesect xml:id="vandelay-interface-load-advanced">\r
254<title>Loading Records Using the Vandelay Interface - Advanced</title>\r
255\r
256</simplesect>\r
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257-->\r
258\r
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259</section>\r
260\r
669e37c7 261<!--\r
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262<section xml:id="vandelay-view-queue">\r
263<title>Viewing the Queue</title>\r
264\r
265<para>Queues can be viewed two ways:</para>\r
266<itemizedlist>\r
267<listitem>\r
268<para>through the <link linkend="queue-link">queue link</link></para>\r
269</listitem>\r
270<listitem>\r
271<para>through <link linkend="inspect-queue">Inspect Queue</link></para>\r
272</listitem>\r
273</itemizedlist>\r
274\r
275<simplesect xml:id="queue-link">\r
276<title>View Queue Link</title> \r
277\r
278</simplesect>\r
279\r
280<simplesect xml:id="inspect-queue">\r
281\r
282</simplesect>\r
283\r
284</section>\r
669e37c7 285-->\r
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286\r
287<section xml:id="vandelay-interface-merge">\r
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288<title>Merging Records Using the Vandelay Interface</title>\r
289\r
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290<procedure>\r
291<step>\r
292<para>Click <guilabel>View Import Queue</guilabel>.</para>\r
293</step>\r
294\r
295<step>\r
2e3f3bd1 296<informalfigure>\r
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297<para>The table will tell you what records have been automatically imported (if you selected <guilabel>Import Non-Matching Records</guilabel>) and what records have \r
298found a match in the database and were not automatically imported.</para>\r
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299<para><mediaobject>\r
300<alt>screenshot of Vandelay Interface</alt>\r
301\r
302<imageobject>\r
303<imagedata fileref="media/load-bibs-vandelay-3.png" scalefit="0"></imagedata>\r
304</imageobject>\r
305</mediaobject></para>\r
306</informalfigure>\r
307\r
308<informalfigure>\r
309<para>A view of the records that matched.</para>\r
310<para><mediaobject>\r
311<alt>screenshot of Vandelay Interface</alt>\r
312\r
313<imageobject>\r
314<imagedata fileref="media/load-bibs-vandelay-4.png" scalefit="0"></imagedata>\r
315</imageobject>\r
316</mediaobject></para>\r
317</informalfigure>\r
318\r
319<informalfigure>\r
320<para>For any of the records in the table, you can can choose to <guilabel>View MARC</guilabel> and then edit the incoming MARC record. Click on \r
321<guilabel>View MARC</guilabel>, and the record is loaded in view mode. Click <guilabel>Edit</guilabel> to load the record in the MARC Editor. Once done the \r
322editing, click <guilabel>Save Changes</guilabel> in the pop-up window. Click <guilabel>Return</guilabel> to go back to the Record Queue screen.</para>\r
323<para><mediaobject>\r
324<alt>screenshot of Vandelay Interface</alt>\r
325\r
326<imageobject>\r
327<imagedata fileref="media/load-bibs-vandelay-5.png" scalefit="0"></imagedata>\r
328</imageobject>\r
329</mediaobject></para>\r
330</informalfigure>\r
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331</step>\r
332\r
333<step>\r
334<para>On the <guilabel>Record Queue</guilabel> screen, you may click <guilabel>Matches</guilabel> to view the conflicting Evergreen records. To view the \r
335existing full MARC record, click <guilabel>View MARC</guilabel>. The MARC record will be displayed in view mode. Click <guilabel>Return</guilabel> once done.</para>\r
336\r
337<para>Upon inspection, if the matched record is a true match but a brief record , you may mark the matched MARC record as an overlay target by selecting the\r
338 checkbox in front of the record in the <guilabel>Overlay Target</guilabel> column. Click <guilabel>Back to Import Queue</guilabel> once done.</para>\r
339\r
340<para>If the matched record is not an actual match, then edit the incoming record so that it no longer matches (this is usually the 901c or other control number\r
341 that is the cause.) After you've saved the change, this record will no longer be a match, and you can import it as a non-matching record.</para>\r
342\r
2e3f3bd1 343<informalfigure>\r
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344<para>If the matched record in Evergreen is a true match but a full record, Sitka policy requires you to use the existing record instead of importing another\r
345 one. Do not select the checkbox in this scenario.</para>\r
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346<para><mediaobject>\r
347<alt>screenshot of Vandelay Interface</alt>\r
348\r
349<imageobject>\r
350<imagedata fileref="media/load-bibs-vandelay-6.png" scalefit="0"></imagedata>\r
351</imageobject>\r
352</mediaobject></para>\r
353</informalfigure>\r
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354</step>\r
355\r
356<step>\r
357<para>The record is shown as selected once you are back at the <guilabel>Record Queue</guilabel> screen.</para>\r
358</step>\r
359\r
360<step>\r
2e3f3bd1 361<informalfigure>\r
2872deea 362<para>Once done the list, click <guilabel>Import Selected Records</guilabel>.</para>\r
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363<para><mediaobject>\r
364<alt>screenshot of Vandelay Interface</alt>\r
365\r
366<imageobject>\r
a6103e12 367<imagedata fileref="media/load-bibs-vandelay-7.png" scalefit="0"></imagedata>\r
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368</imageobject>\r
369</mediaobject></para>\r
370</informalfigure>\r
2872deea 371</step>\r
ed232bd3 372\r
2872deea 373<step>\r
2e3f3bd1 374<informalfigure>\r
2872deea 375<para>You are prompted to select import options.</para>\r
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376<para><mediaobject>\r
377<alt>screenshot of Vandelay Interface</alt>\r
378\r
379<imageobject>\r
380<imagedata fileref="media/load-bibs-vandelay-8.png" scalefit="0"></imagedata>\r
381</imageobject>\r
382</mediaobject></para>\r
383</informalfigure>\r
384\r
2872deea 385<itemizedlist>\r
ed232bd3 386<listitem>\r
2872deea 387<para>Select <guilabel>Sitka</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
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388</listitem>\r
389<listitem>\r
2872deea 390<para>If you started with a test run, choose <guilabel>Import Non-Matching Records</guilabel>, to import records that do not have a match in the Sitka database.</para>\r
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391</listitem>\r
392<listitem>\r
2872deea 393<para>Choose <guilabel>Merge on Exact Match (901c)</guilabel> or <guilabel>Merge on Single Match</guilabel>.</para>\r
ed232bd3 394</listitem>\r
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395</itemizedlist>\r
396</step>\r
ed232bd3 397\r
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398<step>\r
399<para>Click <guibutton>Import</guibutton>.</para>\r
400</step>\r
401</procedure>\r
ed232bd3 402\r
ed232bd3 403\r
ed232bd3 404</section>\r
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405\r
406\r
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407 \r
408</chapter>\r