[sitka/doc/acquisitions.git] / acq / acq-load-bib.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-load-bib">\r
   <info>\r
      <title>Loading Bibliographic Records and Items into the Catalogue</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>Bibliographic records and copies can be loaded into the catalogue at different stages of the acquisitions process depending on your preferred\r
workflow.</para>\r
<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
materials to be visible to their patrons can set up an OPAC invisible default copy location for the system to use.  \r
See <link linkend="onorder-OPAC-invisible">How to Make Your On-orderRecords OPAC Invisible</link> for instruction on setting up and using an OPAC\r
invisible default copy location.</para></abstract>\r
      \r
\r
   </info>\r
\r
   <section xml:id="load-bib-items">\r
      <title>Where to Load Bibliographic Records and Items into the Catalogue</title>\r
      <para>You can load bibliographic records and items into the catalogue in four different place in the acquisitions module.</para>\r
<procedure>\r
\r
<step>\r
<informalfigure>\r
<para>You can import bib records and items (if holdings information is attached) when you upload MARC order records.</para> \r
<para>Click <menuchoice><guimenu>Acquisitions</guimenu><guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>. Follow the instructions for \r
<link linkend="marc-order-records">Load MARC Order Records</link>.</para>\r
<para>Ensure the box adjacent  \r
to <guilabel>Load Items for Imported Records</guilabel> is checked and upload the file of MARC records.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/acq-vandelay-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
or the view/place order screen.</para>\r
<para>From the selection list, select \r
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>. Check the box adjacent to \r
<guilabel>Import Bibs and Create Copies</guilabel> to import the records into the catalogue.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>You can import bib records and items into the catalogue from a purchase order by clicking \r
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Load Bibs and Items</guimenuitem></menuchoice>.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>If you have not previously loaded the bib records and items into the catalogue, Evergreen will automatically import the bib \r
records and items into the catalogue when the purchase order is activated.</para>\r
<para><mediaobject>\r
<alt>screenshot of invoicing</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/activate-purchaseorder-4-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<para>Records are then loaded using the <link linkend="load-bib-vandelay">Vandelay Interface</link>.</para>\r
</step>\r
</procedure>\r
</section>\r
\r
\r
<!--\r
<section xml:id="load-bib-vandelay-temp">\r
<title>TEMPORARY - How to Load Bibliographic Records and Items into the Catalogue</title>\r
\r
<para>All bibliographic records add to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
<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
duplicate record.</para>\r
\r
<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
to resolve the bug.</para></note>\r
\r
<simplesect xml:id="vandelay-interface-load-temp">\r
<title>Loading Records Using the Vandelay Interface</title>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
</step>\r
\r
<step>\r
<para>Leave the <guilabel>Record Match Set</guilabel> field blank.</para>\r
<caution><para>Choosing a <guilabel>Record Match Set</guilabel> will currently cause the import to fail.</para></caution>\r
</step>\r
\r
<step>\r
<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
</step>\r
\r
<step>\r
<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
<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
in the catalogue.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Submit</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-temp-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
arrive.</para>\r
</step>\r
\r
</procedure>\r
</simplesect>\r
</section>\r
-->\r
\r
\r
\r
<section xml:id="load-bib-vandelay">\r
<title>How to Load Bibliographic Records and Items into the Catalogue</title>\r
\r
<para>All bibliographic records added to the catalogue through acquisitions are loaded through the vandelay interface.</para>\r
<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
duplicate record.</para>\r
\r
<note><para>It is recommended that you set the <link linkend="lsa-library-settings-acquisitions-load-MARC">Load MARC Order Defaults</link>\r
 to match what is shown in step 8 to avoid repetitious data entry.</para></note>\r
\r
<simplesect xml:id="vandelay-interface-load">\r
<title>Loading Records Using the Vandelay Interface</title>\r
\r
<procedure>\r
<step>\r
<informalfigure>\r
<para>The <guilabel>Vandelay Interface</guilabel> will display.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Create a new <guilabel>Upload Queue</guilabel> or use the drop down menu to add to an <guilabel>Exisiting Queue</guilabel>.</para>\r
<caution><para>Do not use "/" or "\" (slash or backslash) in import queue name.</para></caution>\r
</step>\r
\r
<step>\r
<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
<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
matches 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
</step>\r
\r
<step>\r
<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
</step>\r
\r
<step>\r
<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
</step>\r
\r
<step>\r
<para>Check the box for <guilabel>Import Non-Matching Records</guilabel>.</para>\r
<para>This will import any records that do not have matches in the catalogue.</para>\r
</step>\r
\r
<step>\r
<para>Check the box for <guilabel>Merge on Best Match</guilabel>.</para>\r
<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
the 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
to 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
but these should be caught when the items arrive and are catalogued.</para> \r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Submit</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
</step>\r
\r
</procedure>\r
</simplesect>\r
\r
\r
<!--\r
<simplesect xml:id="vandelay-interface-load-advanced">\r
<title>Loading Records Using the Vandelay Interface - Advanced</title>\r
\r
</simplesect>\r
-->\r
\r
</section>\r
\r
<!--\r
<section xml:id="vandelay-view-queue">\r
<title>Viewing the Queue</title>\r
\r
<para>Queues can be viewed two ways:</para>\r
<itemizedlist>\r
<listitem>\r
<para>through the <link linkend="queue-link">queue link</link></para>\r
</listitem>\r
<listitem>\r
<para>through <link linkend="inspect-queue">Inspect Queue</link></para>\r
</listitem>\r
</itemizedlist>\r
\r
<simplesect xml:id="queue-link">\r
<title>View Queue Link</title> \r
\r
</simplesect>\r
\r
<simplesect xml:id="inspect-queue">\r
\r
</simplesect>\r
\r
</section>\r
-->\r
\r
<section xml:id="vandelay-interface-merge">\r
<title>Merging Records Using the Vandelay Interface</title>\r
\r
<procedure>\r
<step>\r
<para>Click <guilabel>View Import Queue</guilabel>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
found a match in the database and were not automatically imported.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<informalfigure>\r
<para>A view of the records that matched.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-4.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<informalfigure>\r
<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
<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
editing, click <guilabel>Save Changes</guilabel> in the pop-up window. Click <guilabel>Return</guilabel> to go back to the Record Queue screen.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-5.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>On the <guilabel>Record Queue</guilabel> screen, you may click <guilabel>Matches</guilabel> to view the conflicting Evergreen records. To view the \r
existing 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
\r
<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
 checkbox in front of the record in the <guilabel>Overlay Target</guilabel> column. Click <guilabel>Back to Import Queue</guilabel> once done.</para>\r
\r
<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
 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
\r
<informalfigure>\r
<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
 one. Do not select the checkbox in this scenario.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-6.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>The record is shown as selected once you are back at the <guilabel>Record Queue</guilabel> screen.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Once done the list, click <guilabel>Import Selected Records</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-7.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>You are prompted to select import options.</para>\r
<para><mediaobject>\r
<alt>screenshot of Vandelay Interface</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/load-bibs-vandelay-8.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
\r
<itemizedlist>\r
<listitem>\r
<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
</listitem>\r
<listitem>\r
<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
</listitem>\r
<listitem>\r
<para>Choose <guilabel>Merge on Exact Match (901c)</guilabel> or <guilabel>Merge on Single Match</guilabel>.</para>\r
</listitem>\r
</itemizedlist>\r
</step>\r
\r
<step>\r
<para>Click <guibutton>Import</guibutton>.</para>\r
</step>\r
</procedure>\r
\r
\r
</section>\r
\r
   <section xml:id="copy_overlay">\r
      <title>Auto-Overlay In Process Acquisitions Copies</title>\r
      \r
      <para>A new feature in Evergreen 2.6 improves the acquisitions copy overlay code by adding broader matching criteria. This feature should be used when loading catalogue records to overlay existing brief records. Selecting the new option <guilabel>Auto Overlay In-process Acquisitions Copies,</guilabel> will allow the system to overlay copies which: </para>\r
      <itemizedlist>\r
         <listitem><para>Have line item details created by the acquisitions process  </para></listitem>\r
         <listitem><para>Have the same owning_lib as the incoming copies owning_lib</para></listitem>\r
         <listitem><para>Have a current copy <guilabel>In process</guilabel></para></listitem>\r
      </itemizedlist>\r
      <procedure>\r
         <step><para>Click <guilabel>Cataloguing</guilabel> and select <guilabel>MARC Batch Import/Export </guilabel></para>\r
         <informalfigure><para><mediaobject>\r
            <alt>screenshot of Catalogue Menu</alt>\r
                        <imageobject>\r
               <imagedata fileref="media/catmenu.png" scalefit="0"></imagedata>\r
            </imageobject>\r
         </mediaobject></para>\r
         </informalfigure>\r
      </step>\r
         <step><para>The <guilabel>MARC File Upload</guilabel> screen will open. For more details about this interface please see <link xlink:title="http://docs.sitka.bclibraries.ca/Sitka/current/html/marc_batch_import.html#importing_merge" xlink:href="http://docs.sitka.bclibraries.ca/Sitka/current/html/marc_batch_import.html#importing_merge"> Importing and Merging MARC records in Batch</link></para>\r
            <informalfigure><para><mediaobject>\r
               <alt>screenshot of MARC File Upload</alt>\r
               <imageobject>\r
                  <imagedata fileref="media/catupload.png" scalefit="0"></imagedata>\r
               </imageobject>\r
            </mediaobject></para>\r
            </informalfigure>\r
         </step>\r
         <step><para>You may create a new queue for the file you are to upload or use an existing queue. To create a new queue, type in a name for your file in the box beside <guilabel>Create a New Upload Queue.</guilabel> To use an existing queue, choose a queue from the dropdown list beside <guilabel>Add to an Existing Queue.</guilabel></para></step>\r
         <step><para>Leave <guilabel>SitkaMatch</guilabel> in the <guilabel>Record Match Set</guilabel> box.</para></step>   \r
         <step><para>Select a <guilabel>Record Source</guilabel> from the dropdown. The default is OCLC, but choose the one that best matches your file.</para></step>\r
         <step><para>Select a <guilabel>Merge Profile</guilabel> choose <guilabel>Merge Using INCOMING Record</guilabel> from the dropdown menu.</para></step>\r
         <step><para>Check <guilabel>Import Non-Matching Records</guilabel> box.</para></step>\r
         <step><para>Check <guilabel>Auto-Overlay In-Process Acquisitions Copies</guilabel> box.</para></step>\r
         <step><para>Click <guilabel>Browse...</guilabel> to choose the source MARC file on your computer, then click <guilabel>Upload.</guilabel></para>\r
         <informalfigure><para><mediaobject>\r
               <alt>screenshot of MARC File Upload</alt>\r
               <imageobject>\r
                  <imagedata fileref="media/catupload1.png" scalefit="0"></imagedata>\r
               </imageobject>\r
            </mediaobject></para>\r
            </informalfigure>\r
         </step>\r
         <step><para>Depending on the size of the file, it may take a while for the uploading to finish. Once it is finished, records will be displayed in <guilabel>Inspect Queue</guilabel> view. The <guilabel>Queue Summary</guilabel> shows the total number of MARC records in the queue, and items contained in these records, if any, how many items have been imported, and how many of them encountered an error when Evergreen attempted to import them.</para></step>\r
      </procedure>\r
   </section>\r
    \r
</chapter>\r