MARC take up

MARC take-up (including SCIS) - Bibliographic Data

Accessing the Data for the Download

Launch the Amlib client
Go to Main > Authorities > MarcTakeUp (alternatively use Ctrl + M) – the Marc Import screen will display:
Click the F1 Open button to display the Open dialogue box
Locate the file to be processed by using the Look in: drop-down box – for example: if the file is on the C: drive, the Look in: box may say Local Disk (C:)
Once the file name has been located, use your mouse to select it and click on the Open button

There are two processing options: Bibliographic Data or Authority Data – this guide covers the import of Bibliographic Data.

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.

The Marc Import – Open screen will display:

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)
Marc Options	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
Update the database without viewing the Marc records	Open and Update	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
Load Range	All	All records from the file are downloaded into a holding file.	All
Load Range	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

Complete the options using the above table:
1. Marc Options = Bibliographic Data
2. Open and Update = ticked, unless you want to review each individual MARC record
3. Load Range = All (unless the file sizes are quite large)
Click on the OK button

Bibliographic Options

The Bibliographic Options screen will display:

Explanation of options are below:

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)

Select the appropriate Each bibliographic record contains setting:

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.
		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.

If the Marc Details are set to import Full Catalogue & Stockitem data, the Item Default and Item Prices sections will also display:

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)
	Location		CHELSEA
	Lib Group		LIBRARY
	Stats Code		ANF
	Floor Loc (optional)		DISPLAY
	Process (optional)		IN PROCESS
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
	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

Click the OK button once you have completed modifying your settings

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.

Reviewing Records to be Imported (Optional)

It is possible for the importer to review (and edit) the MARC data being imported.

If the importer has decided to review the records being imported (see Bibliographic Data step above), the Marc Import screen will display:
If you do wish to edit the data (prior to import), use the editing buttons on the right to change or delete the individual tags

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!
Use the F7, F8, F9 and F10 buttons to move between records
Once the data has been reviewed, click the F3 Update button Find

It is possible to use the find function to locate any matching text, tag number or specific Subfield in the Holding File data being displayed. For example: use this facility to check all Author entries or Subject headings.
From the main menu, select Window > Find – the MarcImport - Find screen will display:
Type in the Tag, Subfield or String to find and click the Find Next button
It will then find any matching data in the record currently being displayed:
When the data has been checked, click the F3 Update button to include these items in the database

Catalogue Update Options

The Update Options screen will then display, allowing you to select the Cat(alogue) and (Stock)Item Options:

Cat Options: When an incoming Catalogue is match with an existing Catalogue

Item Options: When an existing Catalogue is replaced all existing items

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
	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
	Replace the existing Catalogue ENTIRELY		All tags from the Import are used, overwriting any existing data
	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: MARCImport Replace: don’t delete these tags from the existing cat MARCImport Replace: don’t import these tags from the existing cat Adds non-identical tags when importing all but specified Tags. Existing data in the specified Tags remains unchanged
	Replace all tags EXCEPT:	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
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.)
	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
	Only create stockitems	Checked	The import of data will result in no Catalogue records being created. Only Stockitems will be created.
	Only create stockitems	Unchecked (Default)	Create Catalogue records as well as Stockitems

Enter the options you would like, then click the OK button – the Saved Files screen will display:
Type the names of the files into which all the newly created Catalogues, Authorities and/or Stockitems will be saved (if you do not want to check new items – for example: Authorities, do not enter a filename)
Click the OK button

HINT: These files assist in finding the newly created Catalogues, Authorities and/or Stockitems after the import. The Filenames are created so that you can identify the file later. A suggested Filename could be the type of data – for example: SCIS or EXCHANGE, the date and the initials of the staff member processing the data.
If confirmation of duplicate items has been requested in the parameters, a Catalogue Match screen will display every time a duplicate item is found:

Are the above two records the same? Click the Yes, No or Replace button

OPTION	EXPLANATION
Yes	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
No	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

An Update prompt will display, indicating the progress of the import:
When the update is finished an Update prompt will display, showing the number of records Updated: Record Numbers X to X have been Updated.
Click the OK button
You will be able to view the log by selecting the F6 Log button

F6 Marc Log

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.