Create the import batch record
►Data Exchange> Import Batch
There are 2 main methods for obtaining the MARC import data:
- Attach an import file: with this method you use the Import Batch domain to create a record containing a link to the MARC import file. The Import Batch record has the import file linked to it as an attached object. It also contains various settings that determine how the import data is to be handled.
- Automatic retrieval via ftp: with this method you use the Import Batch domain to create a record with Batch Type of FTP Retrieval (MARC). OLIB is set to check an FTP site automatically and upload new MARC files from it, as and when the files appear. The OLIB Data Ingest Service is a dbms job that runs every 15 minutes and checks the FTP site for new files. For example this has been used to allow interoperability with WorldShare Collection Manager for automatic collection of MARC files. As part of Collection Manager, OCLC also stores the e-book MARC record files on an FTP site; OLIB can check this FTP site and upload the MARC file.
Create import batch record
- Go to Data Exchange> Import Batch
- Click New Record.
- Set the Batch Type, this field determines the type of import to take place:
- Set to MARC Exchange Formatted File if attaching an import file
- Set to FTP Retrieval (MARC) if using automatic retrieval via ftp
- Set to EDI Quotes (MARC) if importing order data from your acquisitions supplier
- The Batchno field contains the system generated unique identifier. You may use this to search for and retrieve the batch for later processing.
- Enter a Description of the file to be imported. You may use this to search for and retrieve the batch for later processing.
- Select the relevant MARC Variant for this import, e.g. MARC21.
- Select the Record Source from reference data. This should already exist. It helps to identify the source of the data so that you can search for these imported Title records after they are loaded.
- The Match Flag is a required field that determines how the data in the incoming records is used to match against titles already in the database. Records can be matched on RCN, ISSN, ISBN. Optionally the matching can also include the first 50 characters of the Title record. If specifying match on RCN, name the Import RCN Tag (after MARC21 conversion).
- The Import RCN Tag field is for the tag that is used to identify the record control number. This is commonly 001.
- Modify Flag is a required field that determines what action is taken when an incoming record matches one in the database.
- Optionally you may have configured import Folders for you to view the imported data. If so, New Items Folder and Matched Items Folder are then available in this layout. Choose the relevant Folder from the drop downs.
Get the data
Attach an import file
- After you create the Import Batch record above, edit the record.
- In Files to Import click New. Here you link your import file to this Import Batch record as an attached object. The Type of import defaults in, optionally enter the Title of this file and a Version. Set Locate By to Filename.
- In the File field click the check box.
- Next it is crucial that the In Database and Import Now? flags are set to Yes.
- Click Save and Close. Once saved, OLIB displays a dialog for selecting the file.
- Click the Choose File button and navigate to the import file. Select the file and Save and Close the dialog.
- The file is now displayed in the Import Batch record. Save the details. This process transfers the data to the server for import. There may be a pause at this point while the data is being transferred across the network.
Complete the remaining fields:
Automatic retrieval via ftp
OLIB is set to run automatically to retrieve a MARC file from an FTP server and import it (one Import batch record is needed per supplier).
- After you create the Import Batch record above, edit the record.
- Complete the FTP ingest details. The OLIB Data Ingest Service periodically checks the FTP site you configure here:
Enable Ingest | Leave set to No until you are ready to test. Set to Yes once you are satisfied with the values in the other fields. Setting this field to Yes and saving the record will cause the OLIB Data Ingest Service to pick up and process the record when it next runs. The OLIB Data Ingest Service is a dbms job that runs every 15 minutes. |
---|---|
FTP Server | Enter the name of the FTP server to which the Supplier’s system will place the MARC records. e.g. for the supplier OCLC: scp.oclc.org. |
User/Password | Enter the login credentials to be used when the OLIB Data Ingest Service connects to the FTP server. Obtain this from the supplier, e.g. OCLC, jisc… |
Directory | Enter the directory that the OLIB Data Ingest Service should change to once it has logged into the FTP server. Leave this field blank if not required. |
File (name) mask | Enter the file mask to cause the OLIB Data Ingest Service to only look for certain files on the FTP server, e.g. *.mrc. (A fail safe mechanism). |
Retrieve in ASCII mode? | Set to No for MARC records (Unicode UTF-8). |
Ingest schedule |
Set these fields accordingly depending on how frequently the OLIB Data Ingest Service should connect to the FTP server and ingest any files that it finds there, e.g. 1 day, starting from 'tomorrow'. When ready to go live, set to e.g. once a week, or as required. |
File processing
OLIB will attempt to delete the file once it has already retrieved it. If for some reason it could not delete the file, OLIB will mark the file name and thereby ignore it in future.
In addition the date format elements can be used as file name filters: the File and/or Directory name can include date format elements such as <YYYYMMDD> or <YY>-<MM>-<DD>. When these elements are used, OLIB will look for files with today’s date and yesterday’s date. It will attempt to delete the file from the source FTP site, but if this does not work it will not try to retrieve the file again.
Create an additional Import Batch if you also want to collect records that should be deleted from OLIB: MARC Processing for Deleted Records.