1 Batch Importing MARC Records
2 ----------------------------
4 The cataloging module includes an enhanced MARC Batch Import interface for
5 loading MARC (and MARCXML) records. In general, it can handle batches up to 5,000 records
6 without a problem. This interface allows you to specify match points
7 between incoming and existing records, to specify MARC fields that should be
8 overlaid or preserved, and to only overlay records if the incoming record is
9 of higher quality than the existing record. Records are added to a queue where
10 you can apply filters that enable you to generate any errors that may have
11 occurred during import. You can print, email or export your queue as a CSV file.
16 To use match sets to import records, you will need the following permission:
18 ADMIN_IMPORT_MATCH_SET
21 Record Display Attributes
22 ~~~~~~~~~~~~~~~~~~~~~~~~~
24 This feature enables you to specify the tags and subfields that will display in
25 records that appear in the import queue.
32 This feature enables you to create custom match points that you can use to
33 accurately match incoming records with existing catalog records.
38 In this example, to demonstrate matching on record attributes and MARC tags and
39 subfields, we will create a record match set that defines a match based on the
40 title of the record, in either the 240 or 245, and the fixed field, Lang. You
41 can add multiple record attributes and MARC tags to customize a record match
45 . Click *Cataloging -> MARC Batch Import/Export*.
47 . Create a new record match set. Click *Record Match Sets -> New Match Set*.
49 . Enter a name for the record match set.
51 . Select an *Owning Library* from the drop down menu. Staff with permissions
52 at this location will be able to use this record match set.
54 . Select a *Match Set Type* from the drop down menu. You can create a match
55 set for authority records or bibliographic records.
59 image::media/Batch_Importing_MARC_Records1.jpg[Batch_Importing_MARC_Records1]
61 . The screen will refresh to list the record match set that you created. Click
62 the link to the record match set.
64 . Create an expression that will define the match points for the incoming
65 record. You can choose from two areas to create a match: *Record Attribute* or
66 *MARC Tag and Subfield*. You can use the Boolean operators AND and OR to
67 combine these elements to create a match set.
69 . Select a *Record Attribute* from the drop-down menu.
71 . Enter a *Match Score.* The *Match Score* indicates the relative importance
72 of that match point as Evergreen evaluates an incoming record against an
73 existing record. You can enter any integer into this field. The number that
74 you enter is only important as it relates to other match points. Recommended
75 practice is that you create a match score of one (1) for the least important
76 match point and assign increasing match points to the power of 2 to working
77 points in increasing importance.
79 . Check the *Negate?* box if you want to negate the match point. Checking
80 this box would be the equivalent of applying a Boolean operator of NOT to the
83 image::media/Batch_Importing_MARC_Records2.jpg[Batch_Importing_MARC_Records2]
87 . Drag the completed match point under the folder with the
88 appropriately-named Boolean folder under the Expression tree.
90 image::media/Batch_Importing_MARC_Records3.jpg[Batch_Importing_MARC_Records3]
92 The match point will nest underneath the folder in the Expression tree.
94 image::media/Batch_Importing_MARC_Records4.jpg[Batch_Importing_MARC_Records4]
96 . Enter another *Boolean Operator* to further refine your match set.
98 . Click *Boolean Operator*.
100 . Select the *OR* operator from the drop down menu.
104 . Drag the operator to the expression tree.
106 image::media/Batch_Importing_MARC_Records5.jpg[Batch_Importing_MARC_Records5]
108 . Click *MARC Tag and Subfield*.
110 . Enter a *MARC tag* on which you want the records to match.
112 . Enter a *subfield* on which you want the records to match.
114 . Enter a *Match Score.* The *Match Score* indicates the relative importance
115 of that match point as Evergreen evaluates an incoming record against an
116 existing record. You can enter any integer into this field. The number that
117 you enter is only important as it relates to other match points. Recommended
118 practice is that you create a match score of one (1) for the least important
119 match point and assign increasing match points to the power of 2 to working
120 points in increasing importance.
122 . Check the *Negate?* box if you want to negate the match point. Checking
123 this box would be the equivalent of applying a Boolean operator of NOT to the
128 image::media/Batch_Importing_MARC_Records6.jpg[Batch_Importing_MARC_Records6]
130 . Drag the completed match point under the folder with the
131 appropriately-named Boolean folder under the Expression tree. The Expression
132 will build across the top of the screen.
134 . Add additional MARC tags or record attributes to build the expression tree.
136 . Click *Save Changes to Expression*.
138 image::media/Batch_Importing_MARC_Records7.jpg[Batch_Importing_MARC_Records7]
143 Replace Mode enables you to replace an existing part of the expression tree
144 with a new record attribute, MARC tag, or Boolean operator. For example, if
145 the top of the tree is AND, in replace mode, you could change that to an OR.
147 . Create a working match point.
149 . Click *Enter replace mode*.
151 . Highlight the piece of the tree that you want to replace.
153 . Drag the replacement piece over the highlighted piece.
155 . Click *Exit Replace Mode*.
161 . Set the *Quality Metrics for this Match Set*. Quality metrics are used to
162 determine the overall quality of a record. Each metric is given a weight and
163 the total quality value for a record is equal to the sum of all metrics that
164 apply to that record. For example, a record that has been cataloged thoroughly
165 and contains accurate data would be more valuable than one of poor quality. You
166 may want to ensure that the incoming record is of the same or better quality
167 than the record that currently exists in your catalog; otherwise, you may want
168 the match to fail. The quality metric is optional.
170 . You can create quality metrics based on the record attribute or the MARC Tag
173 . Click *Record Attribute.*
175 . Select an attribute from the drop down menu.
177 . Enter a value for the attribute.
179 . Enter a match score. You can enter any integer into this field. The number
180 that you enter is only important as it relates to other quality values for the
181 current configuration. Higher scores would indicate increasing quality of
182 incoming records. You can, as in the expression match score, increase the
183 quality points by increasing subsequent records by a power of 2 (two).
187 image::media/Batch_Importing_MARC_Records8.jpg[Batch_Importing_MARC_Records8]
189 Merge/Overlay Profiles
190 ~~~~~~~~~~~~~~~~~~~~~~
192 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.
193 Click the Merge/Overlay Profiles button to create a profile that contains this information.
195 You can use these profiles when importing records through the MARC Batch Importer or Acquisitions Load MARC Order Records interface.
197 You can create a new profile by clicking the New Merge Profile button. Available options for handling the fields include:
199 . _Preserve specification_ - fields in the existing record that should be preserved.
201 . _Replace specification_ - fields in existing record that should be replaced by those in the incoming record.
203 . _Add specification_ - fields from incoming record that should be added to existing record (in addition to any already there.)
205 . _Remove specification_ - fields that should be removed from incoming record.
207 . _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
208 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
211 You can add multiple tags to the specification options, separating each tag with a comma.
214 Import Item Attributes
215 ~~~~~~~~~~~~~~~~~~~~~~
216 If you are importing copies with your records, you will need to map the data in
217 your holdings tag to fields in the copy record. Click the *Holdings Import
218 Profile* button to map this information.
220 . Click the *New Definition* button to create a new mapping for the holdings tag.
221 . Add a *Name* for the definition.
222 . Use the *Tag* field to identify the MARC tag that contains your holdings
224 . Add the subfields that contain specific copy information to the appropriate
226 . At a minimum, you should add the subfields that identify the *Circulating
227 Library*, the *Owning Library*, the *Call Number* and the *Barcode*.
229 NOTE: All fields (except for Name and Tag) can contain static
230 values, a MARC subfield code (such as "a"), or an XPATH query.
232 image::media/batch_import_profile.png[Partial Screenshot of a Holdings Import Profile]
234 .Holdings Import Profile Fields
236 |=============================
237 |Field | Recommended | Description
238 |Name | Yes | Name you will choose from the MARC Batch Import screen
239 |Tag | Yes | MARC Holdings Tag/Field (e.g. 949). Use the Tag field to
240 identify the MARC tag that contains your holdings information.
241 tag in the record after it is imported. Otherwise, Evergreen will remove
245 |Circulating Library | Yes |
246 |Owning Library | Yes |
249 |Circulate As MARC Type ||
250 |Circulation Modifier ||
256 |Overlay Match ID || The copy ID of an existing copy to overlay
261 |Shelving Location ||
262 |Stat Cat Data || Of the format `CATEGORY 1\|VALUE 1\|\|CATEGORY 2\|VALUE 2`.
263 If you are overlaying existing copies which already have stat cats
264 attached to them, the overlay process will keep those values unless the
265 incoming copies contain updated values for matching categories.
273 The *Import Records* interface incorporates record match sets, quality metrics,
274 more merging options, and improved ways to manage your queue. In this example,
275 we will import a batch of records. One of the records in the queue will
276 contain a matching record in the catalog that is of lower quality than the
277 incoming record. We will import the record according to the guidelines set by
278 our record match set, quality metrics, and merge/overlay choices that we will
281 . Select a *Record Type* from the drop down menu.
283 . Create a queue to which you can upload your records, or add you records to
284 an existing queue. Queues are linked to match sets and a holdings import
285 profile. You cannot change a holdings import or record match set for a queue.
287 . Select a *Record Match Set* from the drop down menu.
289 . Select a *Holdings Import Profile* if you want to import holdings that are
290 attached to your records.
292 . Select a *Record Source* from the drop down menu.
294 . Select a *Merge Profile*. Merge profiles enable you to specify which tags
295 should be removed or preserved in incoming records.
297 . Choose one of the following import options if you want to auto-import
300 .. *Merge on Single Match* - Using the Record Match Set, Evergreen will only
301 attempt to perform the merge/overlay action if only one match was found in the
304 .. *Merge on Best Match* - If more than one match is found in the catalog for a
305 given record, Evergreen will attempt to perform the merge/overlay action with
306 the best match as defined by the match score and quality metric.
308 NOTE: Quality ratio affects only the *Merge on Single Match* and *Merge on Best
311 . Enter a *Best/Single Match Minimum Quality Ratio.* Divide the incoming
312 record quality score by the record quality score of the best match that might
313 exist in the catalog. By default, Evergreen will assign any record a quality
314 score of 1 (one). If you want to ensure that the inbound record is only
315 imported when it has a higher quality than the best match, then you must enter
316 a ratio that is higher than 1. For example, if you want the incoming record to
317 have twice the quality of an existing record, then you should enter a 2 (two)
318 in this field. If you want to bypass all quality restraints, enter a 0 (zero)
321 . Select an *Insufficient Quality Fall-Through Profile* if desired. This
322 field enables you to indicate that if the inbound record does not meet the
323 configured quality standards, then you may still import the record using an
324 alternate merge profile. This field is typically used for selecting a merge
325 profile that allows the user to import holdings attached to a lower quality
326 record without replacing the existing (target) record with the incoming record.
327 This field is optional.
329 . Under *Copy Import Actions*, choose _Auto-overlay In-process Acquisitions
330 Copies_ if you want to overlay temporary copies that were created by the
331 Acquisitions module. The system will attempt to overlay copies that:
333 * have associated lineitem details (that is, they were created by the acquisitions process),
334 * that lineitem detail has the same owning_lib as the incoming copy's owning_lib, and
335 * the current copy associated with that lineitem detail is _In process_.
337 . *Browse* to find the appropriate file, and click *Upload*. The file will
338 be uploaded to a queue. The file can be in either MARC or MARCXML format.
340 image::media/marc_batch_import_acq_overlay.png[Batch Importing MARC Records]
342 . The screen will display records that have been uploaded to your queue. Above
343 the table there are three sections:
344 * *Queue Actions* lists common actions for this queue. _Export Non-Imported
345 Records_ will export a MARC file of records that failed to import, allowing
346 those records to be edited as needed and imported separately. (Those
347 records can be viewed by clicking the _Limit to Non-Imported Records_
349 * *Queue Summary* shows a brief summary of the records included in the queue.
350 * *Queue Filters* provides options for limiting which records display in the
353 image::media/Batch_Importing_MARC_Records15.jpg[Batch_Importing_MARC_Records15]
355 . If Evergreen indicates that matching records exist, then click the
356 *Matches* link to view the matching records. Check the box adjacent to the
357 existing record that you want to merge with the incoming record.
359 image::media/Batch_Importing_MARC_Records10.jpg[Batch_Importing_MARC_Records10]
361 . Click *Back to Import Queue*.
363 . Check the boxes of the records that you want to import, and click *Import
364 Selected Records*, or click *Import All Records*.
366 . A pop up window will offer you the same import choices that were present on
367 the *Import Records* screen. You can choose one of the import options, or
370 image::media/marc_batch_import_popup.png[Batch Importing MARC Records Popup]
372 . The screen will refresh. The *Queue Summary* indicates that the record was
373 imported. The *Import Time* column records the date that the record was
374 imported. Also, the *Imported As* column should now display the database ID (also known as the bib record number) for the imported record.
376 image::media/Batch_Importing_MARC_Records12.jpg[Batch_Importing_MARC_Records12]
378 . 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.
380 image::media/Batch_Importing_MARC_Records14.jpg[Batch_Importing_MARC_Records14]
383 Default Values for Item Import
384 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
386 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.
388 The following *Library Settings* can be configured to apply these default values to imported items:
390 * *Vandelay: Generate Default Barcodes* —Auto-generate default item barcodes when no item barcode is present
392 * *Vandelay: Default Barcode Prefix* —Apply this prefix to any auto-generated item barcodes
394 * *Vandelay: Generate Default Call Numbers* —Auto-generate default item call numbers when no item call number is present
396 * *Vandelay: Default Call Number Prefix* —Apply this prefix to any auto-generated item call numbers
398 * *Vandelay: Default Copy Location* —Default copy location value for imported items
400 * *Vandelay: Default Circulation Modifier* —Default circulation modifier value for imported items