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Load OLSTF records

After preparing the import file, learn how to load OLSTF records into OLIB.

►Data Exchange> Import Batch

The import file(s) should be unzipped and saved to a convenient directory locally. If the data is from several sources there may be several files in the zip archive. In this case a new import batch record will be needed for each file.


  1. Log in as the System Manager and go to Data Exchange> Import Batch.
  2. Click New Record to create a new batch record.
  3. Use the drop down to change the Batch Type to the correct type of import file, e.g.OLSTF Titles file. This redraws the layout. There are a number of possible OLSTF Batch Types you can choose from, depending on the type of import you are using:
  • EDI Quotes: used for regular data ingest with an orders Supplier
  • OLSTF Order file: used for orders data
  • OLSTF Thesaurus file: used for import of Subjects / thesaurus data
  • OLSTF Titles file: used for bibliographic data
  • OLSTF User file: used for patron / borrowers
4. In Match Flag, select the value to be used for matching with any existing records on your system.
BC Copy Barcode

INVIS  Invalid ISxN value
RN Record Number. Data in this tag imports to / exports from the Record Control Number field in OLIB. Sometimes referred to as “Import RCN” or just “RCN” .
TNUPD Title import record control number. Refers to the Title Number. It is used for imports where the incoming data is intended to supplement the existing records. For example, when there are additional copies.
XC Title control number
5. In Modify Flag, select the process to determine if matching records are updated or replaced
OLSTF: Add Copies for matching records This will match an existing title record and process only the copy data, adding the copy to the title (provided there is no clash with the barcode). If an incoming record does not match an existing title, nothing of the incoming record will be processed.
OLSTF: Add new; Ignore matching records This option will only add new title and copy records. If the incoming record matches an existing title, nothing of the incoming record will be processed.
OLSTF: Add new; Add Copies for matching record This option will add new title and copy records, but will also add copies for matching records as per the first option above
OLSTF: Add new: Replace matching records  
OLSTF: Add new; Update matching records  

(Records can be updated / replaced / holdings added etc.)

  1. Choose the Character Set Unicode 3.1 UTF-8. (This is a standard character set)
  2. 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.
  3. Make a note of the Batch No.
  4. In Files to Import click New.
  5. In the Object Details record set the Type to OLSTF Import file.
  6. Optionally enter a Title and Version number for the import file. Locate by should be set to Filename.
  7. In the File field click the check box.
  8. Next it is crucial that the In Database and Import Now? flags are set to Yes.
  9. Click Save and Close. Once saved, OLIB displays a dialog for selecting the file.
  10. Click the Browse button and navigate to the import file. Select the file and Save and Close the dialog.
  11. 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.

The Import Settings sheet is for information only. The value in the Default column is what is set if the import file does not contain a value. The import settings can be changed in the Data Exchange> Import Settings domain, normally via OCLC Support.

Load the data

  1. Go to Data Exchange> Import Batch.
  2. Search by the above Batch No and display the details.
  3. In Files to Import click the check box.
  4. In Actions select Process to obtain the Process menu.
  5. From the menu select Load to start importing the data. Optionally if you also check Debug Mode OLIB will also create debug and trace information (subsequently visible in System Administration> Trace Information).

A confirmation that the batch is scheduled for immediate load is displayed, click Ok.

There are several ways you can check the progress of a batch dataload.

It may become necessary to restart a dataload.

Load later trial and live batches

The same process is used for loading later batches, except that if they are for new trials or for the live conversion the existing data must be removed before the data is loaded. As this requires SQL*Plus access to run a script to clean out the database this process will either be carried out by OCLC over the remote access link or advice will be given to local technical support on how to remove the catalogue data. Care should be taken to retain reference data (e.g. loan terms and media types) and any configuration changes. Once the data has been removed (which can easily be established by running a wildcard% search in the Titles domain) then the OLSTF Titles import can be run again for the new data.