| Serials Project: Updating & Uploading Records (LTS Procedure #108) Scope: This describes the process used to add CUL holdings to existing records in the OCLC WorldCat database, and also the process by which records are exported from Voyager, imported into an OCLC Connexion local file, then uploaded to the OCLC WorldCat database. Contact: Jim Leblanc, Lois Peret Purcell Unit: DMS & Cataloging Date created: 04/01/08 Date of next review: January 2009 Prepare Voyager. Under Options/Preferences, select Folders/Files tab. In lower right corner, in Save to local file window, type c:\Voyager6\Work\upload.dat in the File area. In the Character set area, MARC21 UTF-8 should appear. Click OK. Prepare Connexion. Under File menu, select Local File Manager to be sure that you are using the appropriate authorization code and password. To see the authorization code: From the Local File Manager window, select the Authorization tab on the right. Another window will open, allowing you to change the authorization number and password if necessary. Open database on library server to see individually assigned Voyager bid is. See separate instructions. Step 1. Search Voyager to retrieve desired bib record, then search the title in OCLC WorldCat to determine whether there is a match. When available, use an LCCN or ISSN search before searching by title of other text. If you are satisfied that you have found the correct record in OCLC, add CUL's holdings. To accomplish that, in Connexion, select Action/Holdings/Update holdings. Then at the top of the screen, you will see the indication that CUL holds that title. See separate instructions to add new 035 field to Voyager bib record Step 2. If there is no appropriate match in OCLC, add (i.e. upload ) CUL's Voyager bib to OCLC WorldCat. Save record to c:\Voyager6\work\upload.dat by keystrokes Ctrl o or Ctrl f, depending on whether you want to close the Voyager bib record. This can also be accomplished by opening Record menu and selecting Save to Database & Local File & close or Save to Database & to Local File. NB: If desired and to make good use of your time, save several records to your upload.dat file, then perform Steps 4-9 for a batch of records. Step 3. Prepare to import records by going to the File menu of Connexion. Click on Import Records. In Connexion/Import Records window, either browse to or type C:\Voyager6\Work\upload.dat. Also make sure that the radial button for Import to Local Save File is selected. Also in the Connexion/Import Records window, select the Options button in lower left corner. Check the Bibliographic (Default=040) box. Then click OK to import the upload.dat file to the Connexion local file. Once you have imported the file, click Yes when prompted, to delete the file you exported. Step 4. In the Cataloging menu of Connexion, select Search, then Local Save File (or F3 on your keyboard), and click OK. All records in your local file will be shown. Step 5. Edit the record in the Connexion local file: Make sure that the 040 NIC $c NIC has been changed to 040 COO $c COO. This change should have been accomplished by Step 3 above. If not, to apply constant data function, see http://www.oclc.org/support/documentation/connexion/client/cataloging/constantdata/ or make the change by hand.
NB: Several records can be edited at a time, then in turn validated and updated in batch. Step 7. When you have edited and validated the record, upload it. Select Action/Holdings/Update holdings or F8. You will be provided a new OCLC number. See separate instructions to add new 035 field to Voyager bib record. Add 948 maintenance stat code to the Voyager bib. Step 8. If the record does not upload because of errors, troubleshooting will be required. If you are unable to resolve the problem on your own, consult with your supervisor or other LTS staff as appropriate. Step 9. To delete records from Local Save File, highlight records (or select one at a time), then choose Action/Delete Record. |