There are two processing options: Bibliographic Data or Authority Data – this guide covers the import of Bibliographic Data.
This option is to load records which are Bibliographic Data in machine readable format which can be imported into Catalogue, Authorities and Stockitem (where appropriate) applications of Amlib.
Note: If the Import file (Bibliographic or Authority) contains more than 9999 records, it is recommended that Open and Update is selected (ticked) so that all records can be loaded into the database. This eliminates the need to load in sections. The maximum records that can be viewed in the Holding file is 9999 records.
HEADING |
FIELD |
EXPLANATION/OPTIONS |
EXAMPLE |
---|---|---|---|
Marc Options |
Bibliographic Data |
Bibliographic data to be created for the Catalogue. |
Data from external source (for example: SCIS, SL of WA, Kinetica, etc. with USMARC Tags) |
Authority Data |
Authority data for creation or updating of Authority Headings and/or cross references. |
See and See Also Update from SCIS or other source |
|
Update the database without viewing the Marc records |
Open and Update |
If checked (ticked), the imported items will not display in the Holding file. |
The Catalogue will be Updated immediately |
If unchecked (unticked), the imported items will display in the Holding file. |
Review records The Catalogue record will not be updated until the F3 Update button is selected |
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Load Range |
All |
All records from the file are downloaded into a holding file. |
All |
Range |
Selected records from the file are downloaded into a holding file. If Range is selected, the next 2 fields have to be updated. |
For example: 1 to 50 |
HEADING |
FIELD |
EXPLANATION/OPTIONS |
EXAMPLE |
---|---|---|---|
Marc Details |
We think the file |
The data type is displayed |
SCIS |
contains |
Standard format |
ABN |
|
Total Bibliographic |
The number of Bibliographic records |
32 |
|
records |
will display |
||
Total Authority |
The number of Authority headings |
0 |
|
records (this will only |
with See/See Also references will |
||
display if the import |
display |
||
is for Authority |
|||
headings) |
Each Bibliographic record contains: |
Catalogue data only |
The system will determine the contents of the import file. If only Catalogue data exists in the file, this will be the Default option. |
SCIS Data |
Full Catalogue & Stockitem data |
The system will determine the contents of the import file. If both Catalogue and Stockitem data exists in the file, this will be the Default option. Please Note: This item can be selected to create “Dummy” Stockitems even though only Catalogue data exists in the Import file. |
SL OF WA Data |
|
Brief Catalogue and Order data |
The system will determine the contents of the import file. If only brief Catalogue data and Order data exists in the file, this will be the default option. |
AOL Data |
|
When displaying |
All tags in the file |
All tags from the Import file will |
If Tag: 650v is not used |
the records |
display in the Holding file for viewing. |
in Amlib it WILL still |
|
show: |
However, tags not defined in Amlib |
display in the Holding |
|
will not load into the Amlib Catalogue |
file. |
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unless the Marc tag is defined. |
|||
Only tags defined in |
Only tags used in Amlib will display in |
If Tag: 650v is not used |
|
Amlib |
the Holding file. |
in Amlib it will NOT |
|
display in the Holding |
|||
file. |
HEADING |
FIELD |
EXPLANATION/OPTIONS |
EXAMPLE |
---|---|---|---|
Item Defaults Please specify default values for each item in the fields below |
Form |
The default values set in the Main > Supervisor > Installation > Stockitem tab will display if defined. If these fields are not yet defined, codes which will apply to the items can be entered. Rules for automatic entries of Form and Stats codes depending on the Tags that are imported, and be set in Cat Defs in the Stockitem Form and Stats codes. |
If during the Import, Cat definitions cannot be created, each Stockitem will have a default Form of BK (for example) |
Locatie |
CHELSEA |
||
Lib Group |
LIBRARY |
||
Stats Code |
ANF |
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Floor Loc (optional) |
DISPLAY |
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Process (optional) |
IN PROCESS |
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Item Prices |
Minimum price of an item |
If the item price in the Import file is less than the price set here, enter the Minimum price |
The Import price is $8.00 but the Minimum price set here is $10.00, the price in the Stockitem will be $10.00 |
Appreciate items by % |
Items can be appreciated by a percentage – for example: GST of 10% |
10% |
|
Depreciate old stockitems |
Items to be depreciated will be dependent on the table set in Stockitem > Application > Stats Group |
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Use average prices if no price |
Items will be given an average price, set in Stockitem > Application > Stats Group. If no price is entered in the Import File |
Note: Form and Stats Code defaults from the Main > Supervisor > Installation > Stockitem tab display automatically in the fields. If there are no defaults entered, the field will be blank. Location displays as the Login Location. Entry of these fields is optional. As the import of data is processed, the Stockitems will be given the default values if there are no catalogue definitions for the Form or Stats codes of the items. Form and Stats Code Cat definitions are found in Main > StockItems > StockitemForms or StockitemStatsCodes table for the particular code.
It is possible for the importer to review (and edit) the MARC data being imported.
Note: Editing of the data prior to import is not essential. Changes can be made after the data has been imported into the Catalogue. Remember that not all the tags will necessarily be Imported, so if editing is considered necessary, change only the tags you know will be imported!
HEADING |
FIELD |
EXPLANATION |
|
---|---|---|---|
Cat Options When an incoming Catalogue is matched with an existing Catalogue: |
Display an IGNORE/REPLACE message |
A message will display at each match occurs. At each match, the operator will get a choice to create a new catalog, replace the existing or to keep the existing details. |
|
Keep the existing Record ie NO UPDATE |
No Update occurs for the Catalogue |
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Add Authorities but Replace Non-Authorities |
Does not replace existing Authorities but adds new Authorities to the record. However, it replaces any Non Authority data from the Import |
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Replace the existing Catalogue ENTIRELY |
All tags from the Import are used, overwriting any existing data |
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FIELD |
OPTION |
EXPLANATION |
|
Replace all tags EXCEPT: |
Don’t delete the following tags from the existing catalogue eg. 650,700 |
This will vary according to the setting in Main > Supervisor > Installation > Catalogue tab:
Adds non-identical tags when importing all but specified Tags. Existing data in the specified Tags remains unchanged |
|
Don’t import the following tags from the incoming catalogue eg. 650,700 |
Adds non-identical tags when importing. Does NOT import the new data in the specified Tags. Existing data in the specified Tags remains unchanged |
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Item Options When an existing Catalogue is replaced, all existing Stockitems: |
Keep their current display |
No existing Stockitems are refreshed – they remain the same |
|
Are refreshed from the Catalogue |
All existing Stockitems are replaced by the new Catalogue details |
||
Are refreshed except lines: eg. 1,5,6 |
Enter the line numbers to be retained – for example: 6 (Line 6, which is usually Call Number). Line numbers correspond to the 6 lines of Stockitem display (for example: Line 1 is usually Title, Line 2 Author etc.) |
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FIELD |
OPTION |
EXPLANATION |
|
Please choose the location to use when matching an order |
Exact |
Only order items where location is the same as the current Amlib location will be candidates for replacement |
|
Any |
Stockitems on the file may replace any order item on the database |
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Only create stockitems |
Checked |
The import of data will result in no Catalogue records being created. Only Stockitems will be created. |
|
Unchecked (Default) |
Create Catalogue records as well as Stockitems |
OPTION |
EXPLANATION |
---|---|
Ja |
The catalogue entry that exists on the database will remain as displayed in the top box. A new Stockitem would need to be added if appropriate. The imported record will not be included in the New File created for Catalogue or Authorities |
Nee |
A new catalogue will be created with the data from the Imported data being used for the new catalogue record. The imported record will be included in the New File created for Catalogues or Authorities |
Replace |
The existing catalogue entry will remain but the data will be replaced with the data from the imported recorded. The imported record will not be included in the New File created for Catalogue but there may be some additions to the Authorities file |
This log lists any errors that were experienced in the process of importing the file and also what action was taken with certain items. Most of the errors that display in the log are caused by the tag numbers not being defined on the Amlib database. This may be because we did not wish to use them in the Catalogue data but were present in the data file.