Uploading Authority Records into OCLC (LTS Procedure #56)
Scope: This procedure is used daily by staff in Database Management Services (DMS) to export new NACO authority records from Voyager to OCLC.
Contacts: Joe McNamara
Unit: Database Management Services
Date last reviewed: 07/02/09
Date of next review: July 2010
- Open OCLC:
- For non-music records, connect to OCLC using the "NACO" authorization.
- For music records, connect to OCLC using the "Music" authorization.
- Open the "Authorities Pending" folder on the DMS machine, which contains individual catalogers' files.
- Right click on each file and rename it, changing the "AUT" suffix to "DAT". For example: JM17.AUT to 102303JM17.DAT. You can see more examples in the "Completed" folder.
- In OCLC, under the File menu, select Import Records. A window will open (make sure Destination is Import to Local Save File), click on Browse. The import file will open with the .DAT file displaying. Double click on it and the Import Records window will open.
- Click OK. A message will appear asking you if you want to delete files. Click NO.
- Select Search Authority Local File. (Shift F3) The queue will display. Highlight the NEW records. STOP. Check under the Main Entry column for any DO NOT LOAD messages. If you find any they should be deleted before uploading the rest. Pull down under Action to Add to the Authority File. (Ctr+Alt+A)
- Report the records that did not validate, along with the reasons, in an e-mail to Pam Stansbury. She will contact the cataloger.
- Do not re-search OCLC for duplicates unless records have been sitting in the "Authorities Pending" folder for more than a day or two.
- Delete the records that were successfully imported from the Authority Local File in OCLC. Do not delete those that failed validation.
- Move each cataloger's file from the "Authorities Pending" to the "Completed" file on the DMS machine. It doesn't matter if some of the records were not successully imported into OCLC. Catalogers will still have access to their records and can make the necessary corrections in the queue.
Imported Node Type:
Procedure