1 Batch Importing MARC Records
2 ----------------------------
8 The cataloging module includes an enhanced MARC Batch Import interface for
9 loading MARC (and MARCXML) records. In general, it can handle batches up to 5,000 records
10 without a problem. This interface allows you to specify match points
11 between incoming and existing records, to specify MARC fields that should be
12 overlaid or preserved, and to only overlay records if the incoming record is
13 of higher quality than the existing record. Records are added to a queue where
14 you can apply filters that enable you to generate any errors that may have
15 occurred during import. You can print, email or export your queue as a CSV file.
20 To use match sets to import records, you will need the following permission:
22 ADMIN_IMPORT_MATCH_SET
25 Record Display Attributes
26 ~~~~~~~~~~~~~~~~~~~~~~~~~
28 This feature enables you to specify the tags and subfields that will display in
29 records that appear in the import queue.
36 This feature enables you to create custom match points that you can use to
37 accurately match incoming records with existing catalog records.
42 In this example, to demonstrate matching on record attributes and MARC tags and
43 subfields, we will create a record match set that defines a match based on the
44 title of the record, in either the 240 or 245, and the fixed field, Lang. You
45 can add multiple record attributes and MARC tags to customize a record match
49 . Click *Cataloging -> MARC Batch Import/Export*.
51 . Create a new record match set. Click *Record Match Sets -> New Match Set*.
53 . Enter a name for the record match set.
55 . Select an *Owning Library* from the drop down menu. Staff with permissions
56 at this location will be able to use this record match set.
58 . Select a *Match Set Type* from the drop down menu. You can create a match
59 set for authority records or bibliographic records.
63 image::media/Batch_Importing_MARC_Records1.jpg[Batch_Importing_MARC_Records1]
65 . The screen will refresh to list the record match set that you created. Click
66 the link to the record match set.
68 . Create an expression that will define the match points for the incoming
69 record. You can choose from two areas to create a match: *Record Attribute* or
70 *MARC Tag and Subfield*. You can use the Boolean operators AND and OR to
71 combine these elements to create a match set.
73 . Select a *Record Attribute* from the drop-down menu.
75 . Enter a *Match Score.* The *Match Score* indicates the relative importance
76 of that match point as Evergreen evaluates an incoming record against an
77 existing record. You can enter any integer into this field. The number that
78 you enter is only important as it relates to other match points. Recommended
79 practice is that you create a match score of one (1) for the least important
80 match point and assign increasing match points to the power of 2 to working
81 points in increasing importance.
83 . Check the *Negate?* box if you want to negate the match point. Checking
84 this box would be the equivalent of applying a Boolean operator of NOT to the
87 image::media/Batch_Importing_MARC_Records2.jpg[Batch_Importing_MARC_Records2]
91 . Drag the completed match point under the folder with the
92 appropriately-named Boolean folder under the Expression tree.
94 image::media/Batch_Importing_MARC_Records3.jpg[Batch_Importing_MARC_Records3]
96 The match point will nest underneath the folder in the Expression tree.
98 image::media/Batch_Importing_MARC_Records4.jpg[Batch_Importing_MARC_Records4]
100 . Enter another *Boolean Operator* to further refine your match set.
102 . Click *Boolean Operator*.
104 . Select the *OR* operator from the drop down menu.
108 . Drag the operator to the expression tree.
110 image::media/Batch_Importing_MARC_Records5.jpg[Batch_Importing_MARC_Records5]
112 . Click *MARC Tag and Subfield*.
114 . Enter a *MARC tag* on which you want the records to match.
116 . Enter a *subfield* on which you want the records to match.
118 . Enter a *Match Score.* The *Match Score* indicates the relative importance
119 of that match point as Evergreen evaluates an incoming record against an
120 existing record. You can enter any integer into this field. The number that
121 you enter is only important as it relates to other match points. Recommended
122 practice is that you create a match score of one (1) for the least important
123 match point and assign increasing match points to the power of 2 to working
124 points in increasing importance.
126 . Check the *Negate?* box if you want to negate the match point. Checking
127 this box would be the equivalent of applying a Boolean operator of NOT to the
132 image::media/Batch_Importing_MARC_Records6.jpg[Batch_Importing_MARC_Records6]
134 . Drag the completed match point under the folder with the
135 appropriately-named Boolean folder under the Expression tree. The Expression
136 will build across the top of the screen.
138 . Add additional MARC tags or record attributes to build the expression tree.
140 . Click *Save Changes to Expression*.
142 image::media/Batch_Importing_MARC_Records7.jpg[Batch_Importing_MARC_Records7]
147 Replace Mode enables you to replace an existing part of the expression tree
148 with a new record attribute, MARC tag, or Boolean operator. For example, if
149 the top of the tree is AND, in replace mode, you could change that to an OR.
151 . Create a working match point.
153 . Click *Enter replace mode*.
155 . Highlight the piece of the tree that you want to replace.
157 . Drag the replacement piece over the highlighted piece.
159 . Click *Exit Replace Mode*.
165 . Set the *Quality Metrics for this Match Set*. Quality metrics are used to
166 determine the overall quality of a record. Each metric is given a weight and
167 the total quality value for a record is equal to the sum of all metrics that
168 apply to that record. For example, a record that has been cataloged thoroughly
169 and contains accurate data would be more valuable than one of poor quality. You
170 may want to ensure that the incoming record is of the same or better quality
171 than the record that currently exists in your catalog; otherwise, you may want
172 the match to fail. The quality metric is optional.
174 . You can create quality metrics based on the record attribute or the MARC Tag
177 . Click *Record Attribute.*
179 . Select an attribute from the drop down menu.
181 . Enter a value for the attribute.
183 . Enter a match score. You can enter any integer into this field. The number
184 that you enter is only important as it relates to other quality values for the
185 current configuration. Higher scores would indicate increasing quality of
186 incoming records. You can, as in the expression match score, increase the
187 quality points by increasing subsequent records by a power of 2 (two).
191 image::media/Batch_Importing_MARC_Records8.jpg[Batch_Importing_MARC_Records8]
193 Merge/Overlay Profiles
194 ~~~~~~~~~~~~~~~~~~~~~~
196 If Evergreen finds a match for an incoming record in the database, you need to identify which fields should be replaced, which should be preserved, and which should be added to the record.
197 Click the Merge/Overlay Profiles button to create a profile that contains this information.
199 You can use these profiles when importing records through the MARC Batch Importer or Acquisitions Load MARC Order Records interface.
201 You can create a new profile by clicking the New Merge Profile button. Available options for handling the fields include:
203 . _Preserve specification_ - fields in the existing record that should be preserved.
205 . _Replace specification_ - fields in existing record that should be replaced by those in the incoming record.
207 . _Add specification_ - fields from incoming record that should be added to existing record (in addition to any already there.)
209 . _Remove specification_ - fields that should be removed from incoming record.
211 . _Update bib source_ - If this value is false, just the bibliographic data will be updated when you overlay a new MARC record. If it is true, then Evergreen will also update
212 the record's bib source to the one you select on import; the last edit date to the date the new record is imported, and the last editor to the person who imported the new
215 You can add multiple tags to the specification options, separating each tag with a comma.
218 Import Item Attributes
219 ~~~~~~~~~~~~~~~~~~~~~~
220 If you are importing copies with your records, you will need to map the data in
221 your holdings tag to fields in the copy record. Click the *Holdings Import
222 Profile* button to map this information.
224 . Click the *New Definition* button to create a new mapping for the holdings tag.
225 . Add a *Name* for the definition.
226 . Use the *Tag* field to identify the MARC tag that contains your holdings
228 . Add the subfields that contain specific copy information to the appropriate
230 . At a minimum, you should add the subfields that identify the *Circulating
231 Library*, the *Owning Library*, the *Call Number* and the *Barcode*.
233 NOTE: All fields (except for Name and Tag) can contain a MARC subfield code
234 (such as "a") or an XPATH query. You can also use the
235 related library settings to set defaults for some of these fields.
237 image::media/batch_import_profile.png[Partial Screenshot of a Holdings Import Profile]
239 .Holdings Import Profile Fields
241 |=============================
242 |Field | Recommended | Description
243 |Name | Yes | Name you will choose from the MARC Batch Import screen
244 |Tag | Yes | MARC Holdings Tag/Field (e.g. 949). Use the Tag field to
245 identify the MARC tag that contains your holdings information.
248 |Circulating Library | Yes |
249 |Owning Library | Yes |
252 |Circulate As MARC Type ||
253 |Circulation Modifier ||
259 |Overlay Match ID || The copy ID of an existing copy to overlay
260 |Parts Data || Of the format `PART LABEL 1\|PART LABEL 2`.
265 |Shelving Location ||
266 |Stat Cat Data || Of the format `CATEGORY 1\|VALUE 1\|\|CATEGORY 2\|VALUE 2`.
267 If you are overlaying existing copies which already have stat cats
268 attached to them, the overlay process will keep those values unless the
269 incoming copies contain updated values for matching categories.
277 The *Import Records* interface incorporates record match sets, quality metrics,
278 more merging options, and improved ways to manage your queue. In this example,
279 we will import a batch of records. One of the records in the queue will
280 contain a matching record in the catalog that is of lower quality than the
281 incoming record. We will import the record according to the guidelines set by
282 our record match set, quality metrics, and merge/overlay choices that we will
285 . Select a *Record Type* from the drop down menu.
287 . Create a queue to which you can upload your records, or add you records to
288 an existing queue. Queues are linked to match sets and a holdings import
289 profile. You cannot change a holdings import or record match set for a queue.
291 . Select a *Record Match Set* from the drop down menu.
293 . Select a *Holdings Import Profile* if you want to import holdings that are
294 attached to your records.
296 . Select a *Record Source* from the drop down menu.
298 . Select a *Merge Profile*. Merge profiles enable you to specify which tags
299 should be removed or preserved in incoming records.
301 . Choose one of the following import options if you want to auto-import
304 .. *Merge on Single Match* - Using the Record Match Set, Evergreen will only
305 attempt to perform the merge/overlay action if only one match was found in the
308 .. *Merge on Best Match* - If more than one match is found in the catalog for a
309 given record, Evergreen will attempt to perform the merge/overlay action with
310 the best match as defined by the match score and quality metric.
312 NOTE: Quality ratio affects only the *Merge on Single Match* and *Merge on Best
315 . Enter a *Best/Single Match Minimum Quality Ratio.* Divide the incoming
316 record quality score by the record quality score of the best match that might
317 exist in the catalog. By default, Evergreen will assign any record a quality
318 score of 1 (one). If you want to ensure that the inbound record is only
319 imported when it has a higher quality than the best match, then you must enter
320 a ratio that is higher than 1. For example, if you want the incoming record to
321 have twice the quality of an existing record, then you should enter a 2 (two)
322 in this field. If you want to bypass all quality restraints, enter a 0 (zero)
325 . Select an *Insufficient Quality Fall-Through Profile* if desired. This
326 field enables you to indicate that if the inbound record does not meet the
327 configured quality standards, then you may still import the record using an
328 alternate merge profile. This field is typically used for selecting a merge
329 profile that allows the user to import holdings attached to a lower quality
330 record without replacing the existing (target) record with the incoming record.
331 This field is optional.
333 . Under *Copy Import Actions*, choose _Auto-overlay In-process Acquisitions
334 Copies_ if you want to overlay temporary copies that were created by the
335 Acquisitions module. The system will attempt to overlay copies that:
337 * have associated lineitem details (that is, they were created by the acquisitions process),
338 * that lineitem detail has the same owning_lib as the incoming copy's owning_lib, and
339 * the current copy associated with that lineitem detail is _In process_.
341 . *Browse* to find the appropriate file, and click *Upload*. The file will
342 be uploaded to a queue. The file can be in either MARC or MARCXML format.
344 image::media/marc_batch_import_acq_overlay.png[Batch Importing MARC Records]
346 . The screen will display records that have been uploaded to your queue. Above
347 the table there are three sections:
348 * *Queue Actions* lists common actions for this queue. _Export Non-Imported
349 Records_ will export a MARC file of records that failed to import, allowing
350 those records to be edited as needed and imported separately. (Those
351 records can be viewed by clicking the _Limit to Non-Imported Records_
353 * *Queue Summary* shows a brief summary of the records included in the queue.
354 * *Queue Filters* provides options for limiting which records display in the
357 image::media/Batch_Importing_MARC_Records15.jpg[Batch_Importing_MARC_Records15]
359 . If Evergreen indicates that matching records exist, then click the
360 *Matches* link to view the matching records. Check the box adjacent to the
361 existing record that you want to merge with the incoming record.
363 image::media/Batch_Importing_MARC_Records10.jpg[Batch_Importing_MARC_Records10]
365 . Click *Back to Import Queue*.
367 . Check the boxes of the records that you want to import, and click *Import
368 Selected Records*, or click *Import All Records*.
370 . A pop up window will offer you the same import choices that were present on
371 the *Import Records* screen. You can choose one of the import options, or
374 image::media/marc_batch_import_popup.png[Batch Importing MARC Records Popup]
376 . The screen will refresh. The *Queue Summary* indicates that the record was
377 imported. The *Import Time* column records the date that the record was
378 imported. Also, the *Imported As* column should now display the database ID (also known as the bib record number) for the imported record.
380 image::media/Batch_Importing_MARC_Records12.jpg[Batch_Importing_MARC_Records12]
382 . You can confirm that the record was imported by using the value of the *Imported As* column by selecting the menu *Cataloging* -> *Retrieve title by database ID* and using the supplied *Imported As* number. Alternatively, you can search the catalog to confirm that the record was imported.
384 image::media/Batch_Importing_MARC_Records14.jpg[Batch_Importing_MARC_Records14]
387 Default Values for Item Import
388 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
390 Evergreen now supports additional functionality for importing items through *Cataloging* -> *MARC Batch Import/Export*. When items are imported via a *Holdings Import Profile* in *Cataloging* -> *MARC Batch Import/Export*, Evergreen will create an item-level record for each copy. If an item barcode, call number, copy location, or circulation modifier is not set in the embedded holdings, Evergreen will apply a default value based on the configured Library Settings. A default prefix can be applied to the auto-generated call numbers and item barcodes.
392 The following *Library Settings* can be configured to apply these default values to imported items:
394 * *Vandelay: Generate Default Barcodes* —Auto-generate default item barcodes when no item barcode is present
396 * *Vandelay: Default Barcode Prefix* —Apply this prefix to any auto-generated item barcodes
398 * *Vandelay: Generate Default Call Numbers* —Auto-generate default item call numbers when no item call number is present
400 * *Vandelay: Default Call Number Prefix* —Apply this prefix to any auto-generated item call numbers
402 * *Vandelay: Default Copy Location* —Default copy location value for imported items
404 * *Vandelay: Default Circulation Modifier* —Default circulation modifier value for imported items