Import a New Bibliographic Record (Copy Cataloging)
New bibliographic records can be created by either performing original cataloging or by copy cataloging. Copy cataloging is done by importing an existing catalog record for the resource. The ASM Library is a member of OCLC, a bibliographic utility, and we pay to import bibliographic records already cataloged by other OCLC members for those titles that we hold. Always check OCLC's database, called WorldCat, before beginning to do any original cataloging, so that you do not duplicate cataloging effort. Alwasy chekc our catalog to make sure the resource has not already been cataloged. Many of the reports on major archaeological excavations are already cataloged in OCLC's database. Most of the survey reports that we receive are, unfortunately, not cataloged, and you will need to do original cataloging for these. See the section Creating an Original Bibliographic Record for instructions on original cataloging.
Importing Record from OCLC (Copy Cataloging)
OCLC WorldCat Searches
You can serach OCLC's WorldCat database by seraching via the University of Arizona Main Library's Articles and Databases/W search link or by logging in to our OCLC account. At the UA Main Library's Articles and Database page, click on WorldCat from the list of databases presented.
WorldCat uses the FirstSearch interface to search the database. Click on the Advanced Search option, as it provides more search options, and enter an appropriate search term (title, author, ISBN, ISSN, etc.) Searches done by ISBN retrieve the most reliable matches.
If the search is successful, a result list of one or more records will be presented. If more than one record is retrieved, you will need to examine the record's information to determine the best choice of records. Compare this information with the item in hand. Information for exact matches should be the same for: ISBN, Title, Author, Publisher, Publisher Location, Publication Date, Pagination, and Size/Dimension of the item.
It is important to check the list of libraries that hold the item (Libraries worldwide that own item link) to verify that our institution (listed as Arizona State Museum Library, Code ZP4) does not already own that particular item. If it shows that we already hold the item, then we have the record in our system already and you should not import the reocrd. In our local system you will add another holding and item record to our existing bibliographic record.
After you have correctly matched the OCLC bibliographic record with the item in hand, make note of the record's OCLC Accession Number, located at the very bottom of the record. We will retrieve the record using this Accession Number.
OCLC Connexion Logon
In order to get/download records from OCLC and import them into our catalog's database, access the OCLC Connexion site. You can also search for the resources in OCLC's database using this interface. Your search should follow the intstructions as given above.
Enter our institution's assigned Authorization Number and Password. If you do not know, or have forgotten the Authorization Number and Password, ask the Library Cataloger.
Retrieve OCLC Records
ASM Library uses OCLC's CatExpress services. Connexion will automatically access the CatExpress service. Once in CatExpress, select the Advanced Search option, and enter the OCLC Accession Number, that was retrieved via the WorldCat search, in the Search For box. Select Accession Number from the search in drop-down list. You can also do an initial search by either title, author, ISBN, ISSN, etc.
The search result will be a bibliographic record which can be viewed in either text display or MARC format. Select MARC to display the record showing MARC fields (see example below). Verify that the record matches the item in hand by checking MARC fields: 020 (ISBN), 245 (title and statement of responsibility), and 260 (publication location, publisher, publication date), at a minimum.
If the reocrd matches the item in hand, then select Edit Record to add our local call number information. This call number information will be automatically inserted in a new 090 MARC field of the bibliographic record by the OCLC software. For most library monographic materials, we use the same classification as in the 050 MARC field, Library of Congress's assigned number. For any locally assigned call numbers, see the section in this manual on Call Numbers. Click on Edit Record to enter the 090 MARC field information.
Enter the Call Number Class ($a) and the Cutter ($b) information. Verify that the Type is LC(090) and press Save to Catalog. The record will be placed in a bin with the current date and will be available for download immediately.
Note: If a 090 MARC field already exists in the record, the OCLC system may not allow editing of the 090 MARC field unless there is an actual difference between the existing 090 MARC field and your entry. If no changes are necessary to the existing 090 MARC field, bypass the editing phase and just press Save to Catalog from the MARC record display screen.
Download OCLC Records
You can download records immediately from OCLC. To download the bin of records from OCLC, go to OCLC Connexion Login.
Check the Select bos of the bin that you want to download and then click Download. You will be asked to name the donwload file and you should save it in your c://Voyager/Catalog folder.
The file is now saved on your local computer. Once the bin file is saved, log out of OCLC CatExpress (located topright corner) or close your browser.
Import Bibliographic Record and Save to the Catalog
Open the Catalog module by either clicking on the catalog icon located on the desktop or navigating to the program, Start>Programs>Voyager>Catalog. Sign in using your operator id and password.
For complete instructions on Voyager Logon, refer to the section, Voyager Logon and Options.
Select the appropriate cataloging location from the drop-down list.
On the Options >Preferences>Mapping tab, set the Expected Character Set of Imported Records to OCLC (non-Unicode). Click OK to save.
On the Catalog menu, select Record> Import> From new file...
A Select Import File screen will open. Navigate to the c://Voyager/Catalog folder if it is not displayed. Choose the correctly named bin file, highlight it, and click Open.
All the bibliographic records that were ordered in the bin from OCLC will appear by their OCLC ID accession number and Title/Heading. Highlight one record, or as many records as you want to import. Hold down the shift key to select more than one record. Click OK.
The import record(s) will appear.
Working with one record at a time, verify several pieces of information before saving the record to the database. This information includes:
To delete fields, highlight the left-most grey column per row, click the keyboard delete key, click OK when the prompt message asks if it is ok to delete.
After all verification and deletions are complete, click the Save to DB (sailboat) icon.
If this is the first record to be saved after opening the Cataloging module, you will get a message asking whether you want to change your import preferences from OCLCADDCONDITIONAL. Always respond No.
The Cataloging module will perform two verification steps before saving the record to the database. The first verification will verify that all MARC encoding is correct. All MARC encoding must be correct before you can proceed beyond this step. Make any MARC encoding corrections necessary and then click Save to DB again.
The second verification that occurs will verify whether authority headings are validated to our authority headings database. If headings do not validate you will need to import the necessary authority records from Library of Congress Authorities or continue past this step. For instructions on how to import authority records from Library of Congress, refer to section Adding authority records.
Once all the headings have been validated, click “Continue” and the record will be added to the database. The record now has a sequentially assigned bib ID number in the blue title bar of the record.
Add Holding and Item Records
After you have imported the bibliographic record, you now have to create a holding record and an item record that gets attached to this bib record.
For instructions on creating holding and item records, refer to the section Adding Holding and Item Records with Library of Congress Classification.
After you have added the bib, holding and item records, close all records by clicking on the X in the top-right corner of each record and go on to import the next record(s).
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