Validation error fix.
[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
34<para>Click <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Load MARC Order Records</guimenuitem></menuchoice> and check the box adjacent \r
35to <guilabel>Load Bibs and Items into the ILS</guilabel>.</para>\r
36<para><mediaobject>\r
37<alt>screenshot of invoicing</alt>\r
38\r
39<imageobject>\r
40<imagedata fileref="media/load-bibs-1.png" scalefit="0"></imagedata>\r
41</imageobject>\r
42</mediaobject></para>\r
43</informalfigure>\r
44</step>\r
45\r
46<step>\r
47<informalfigure>\r
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48<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
49or the view/place order screen.</para>\r
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50<para>From the selection list, select \r
51<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>. Check the box adjacent to \r
52<guilabel>Import Bibs and Create Copies</guilabel> to import the records into the catalogue.</para>\r
53<para><mediaobject>\r
54<alt>screenshot of invoicing</alt>\r
55\r
56<imageobject>\r
57<imagedata fileref="media/load-bibs-2.png" scalefit="0"></imagedata>\r
58</imageobject>\r
59</mediaobject></para>\r
60</informalfigure>\r
61</step>\r
62\r
63<step>\r
64<informalfigure>\r
e3245b4a 65<para>You can import bib records and items into the catalogue from a purchase order by clicking \r
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66<menuchoice><guimenu>Actions</guimenu><guimenuitem>Load Bibs and Items</guimenuitem></menuchoice>.</para>\r
67<para><mediaobject>\r
68<alt>screenshot of invoicing</alt>\r
69\r
70<imageobject>\r
71<imagedata fileref="media/load-bibs-3.png" scalefit="0"></imagedata>\r
72</imageobject>\r
73</mediaobject></para>\r
74</informalfigure>\r
75</step>\r
76\r
77<step>\r
78<informalfigure>\r
79<para>If you have not previously loaded the bib records and items into the catalogue, Evergreen will automatically import the bib \r
80records and items into the catalogue when the purchase order is activated.</para>\r
81<para><mediaobject>\r
82<alt>screenshot of invoicing</alt>\r
83\r
84<imageobject>\r
85<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
86</imageobject>\r
87</mediaobject></para>\r
88</informalfigure>\r
89</step>\r
90</procedure>\r
91</section>\r
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92\r
93<section xml:id="load-bib-vandelay">\r
94<title>How to Load Bibliographic Records and Items into the Catalogue</title>\r
95\r
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96<para>All bibliographic records add to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
97<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
98duplicate record.</para>\r
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99\r
100<simplesect xml:id="vandelay-interface-load">\r
101<title>Loading Records Using the Vandelay Interface</title>\r
102\r
103<procedure>\r
104<step>\r
105<informalfigure>\r
106<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
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107<para><mediaobject>\r
108<alt>screenshot of Vandelay Interface</alt>\r
109\r
110<imageobject>\r
111<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
112</imageobject>\r
113</mediaobject></para>\r
114</informalfigure>\r
2872deea 115</step>\r
ed232bd3 116\r
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117<step>\r
118<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
119<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
120</step>\r
ed232bd3 121\r
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122<step>\r
123<para>Select <guilabel>Sitka</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
124<para>The <guilabel>Record Match Set</guilabel> determines what fields will be matched on. The <guilabel>Sitka</guilabel> match set looks for matches on the \r
125901c field, the 020a (ISBN), and 022a (ISSN), and the 001 (Accession Number).</para>\r
126<caution><para>The matching fields are based on the parameters set in 2.0 and are subject to change as this function is still being tested and set up.</para></caution>\r
127</step>\r
ed232bd3 128\r
2872deea 129<step>\r
ed232bd3 130<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
2872deea 131</step>\r
ed232bd3 132\r
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133<step>\r
134<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>. This will import any records that do not have matches in the catalogue.</para>\r
135<tip><para>You may want to do a test load first. To do a test load, do not select Import Non-Matching Records. Instead, leave unchecked, and the system \r
136will provide a overview of the records that did find a match. Then, you can check them first before deciding to automatically import non-matching records. \r
137This is best practice if you are new to batch loading, or if you are working with a file from a new vendor.</para></tip>\r
138</step>\r
139\r
140<step>\r
141<informalfigure>\r
142<para>Click <guibutton>Submit</guibutton>.</para>\r
143<para><mediaobject>\r
144<alt>screenshot of Vandelay Interface</alt>\r
145\r
146<imageobject>\r
147<imagedata fileref="media/load-bibs-vandelay-2.png" scalefit="0"></imagedata>\r
148</imageobject>\r
149</mediaobject></para>\r
150</informalfigure>\r
151</step>\r
f7e21257 152\r
2872deea 153</procedure>\r
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154</simplesect>\r
155\r
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156<simplesect xml:id="vandelay-interface-merge">\r
157<title>Merging Records Using the Vandelay Interface</title>\r
158\r
159<note><para>Screenshots for this section are coming soon.</para></note> \r
160\r
161<procedure>\r
162<step>\r
163<para>Click <guilabel>View Import Queue</guilabel>.</para>\r
164</step>\r
165\r
166<step>\r
2e3f3bd1 167<informalfigure>\r
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168<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
169found a match in the database and were not automatically imported.</para>\r
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170<para><mediaobject>\r
171<alt>screenshot of Vandelay Interface</alt>\r
172\r
173<imageobject>\r
174<imagedata fileref="media/load-bibs-vandelay-3.png" scalefit="0"></imagedata>\r
175</imageobject>\r
176</mediaobject></para>\r
177</informalfigure>\r
178\r
179<informalfigure>\r
180<para>A view of the records that matched.</para>\r
181<para><mediaobject>\r
182<alt>screenshot of Vandelay Interface</alt>\r
183\r
184<imageobject>\r
185<imagedata fileref="media/load-bibs-vandelay-4.png" scalefit="0"></imagedata>\r
186</imageobject>\r
187</mediaobject></para>\r
188</informalfigure>\r
189\r
190<informalfigure>\r
191<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
192<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
193editing, click <guilabel>Save Changes</guilabel> in the pop-up window. Click <guilabel>Return</guilabel> to go back to the Record Queue screen.</para>\r
194<para><mediaobject>\r
195<alt>screenshot of Vandelay Interface</alt>\r
196\r
197<imageobject>\r
198<imagedata fileref="media/load-bibs-vandelay-5.png" scalefit="0"></imagedata>\r
199</imageobject>\r
200</mediaobject></para>\r
201</informalfigure>\r
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202</step>\r
203\r
204<step>\r
205<para>On the <guilabel>Record Queue</guilabel> screen, you may click <guilabel>Matches</guilabel> to view the conflicting Evergreen records. To view the \r
206existing 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
207\r
208<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
209 checkbox in front of the record in the <guilabel>Overlay Target</guilabel> column. Click <guilabel>Back to Import Queue</guilabel> once done.</para>\r
210\r
211<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
212 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
213\r
2e3f3bd1 214<informalfigure>\r
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215<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
216 one. Do not select the checkbox in this scenario.</para>\r
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217<para><mediaobject>\r
218<alt>screenshot of Vandelay Interface</alt>\r
219\r
220<imageobject>\r
221<imagedata fileref="media/load-bibs-vandelay-6.png" scalefit="0"></imagedata>\r
222</imageobject>\r
223</mediaobject></para>\r
224</informalfigure>\r
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225</step>\r
226\r
227<step>\r
228<para>The record is shown as selected once you are back at the <guilabel>Record Queue</guilabel> screen.</para>\r
229</step>\r
230\r
231<step>\r
2e3f3bd1 232<informalfigure>\r
2872deea 233<para>Once done the list, click <guilabel>Import Selected Records</guilabel>.</para>\r
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234<para><mediaobject>\r
235<alt>screenshot of Vandelay Interface</alt>\r
236\r
237<imageobject>\r
238<imagedata fileref="media/load-bibs-vandelay-8.png" scalefit="0"></imagedata>\r
239</imageobject>\r
240</mediaobject></para>\r
241</informalfigure>\r
2872deea 242</step>\r
ed232bd3 243\r
2872deea 244<step>\r
2e3f3bd1 245<informalfigure>\r
2872deea 246<para>You are prompted to select import options.</para>\r
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247<para><mediaobject>\r
248<alt>screenshot of Vandelay Interface</alt>\r
249\r
250<imageobject>\r
251<imagedata fileref="media/load-bibs-vandelay-8.png" scalefit="0"></imagedata>\r
252</imageobject>\r
253</mediaobject></para>\r
254</informalfigure>\r
255\r
2872deea 256<itemizedlist>\r
ed232bd3 257<listitem>\r
2872deea 258<para>Select <guilabel>Sitka</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
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259</listitem>\r
260<listitem>\r
2872deea 261<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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262</listitem>\r
263<listitem>\r
2872deea 264<para>Choose <guilabel>Merge on Exact Match (901c)</guilabel> or <guilabel>Merge on Single Match</guilabel>.</para>\r
ed232bd3 265</listitem>\r
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266</itemizedlist>\r
267</step>\r
ed232bd3 268\r
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269<step>\r
270<para>Click <guibutton>Import</guibutton>.</para>\r
271</step>\r
272</procedure>\r
ed232bd3 273\r
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274<note><para>For the moment do not use <guilabel>Import On Best Match</guilabel> or any of the quality settings. Sitka Support is still testing these functions.</para>\r
275</note>\r
ed232bd3 276\r
2872deea 277</simplesect>\r
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278\r
279</section>\r
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280\r
281\r
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282 \r
283</chapter>\r