Connexion Export to Aleph |
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CONTENTS |
Connexion
Client Quick List
CONNEXION
Client Quick List 1. Toolbar > Options > Export > Create Folder
on your PC with name you can remember, or ConvertIn When
it asks: 2. Do you want to be prompted for a filename each time
you first perform an export Answer: “yes” to verify your records will go to the right
file. Note: It only asks for the first record Apply Close 3. Create/apply constant data for 035 (UND - "OCLC
035") >035
28240707 >035
ocm28240707 Note:
OCLC will not permit 035 9 before export; it must be added in
Aleph 4. Export For Acquisitions: Apply constant data [Ctrl A] Copy OCLC number Paste in each 035 field – remove preceding space Click Export For Cataloging: Edit record: 049 validate (can set browser to be automatic) control headings - Shift F11, check series and names that
don't control – UND policy Apply constant data [Ctrl A] Copy OCLC number Paste in each 035 field – check spacing Update holdings Click Export 5. Two methods: One record at a time Go to ALEPH steps and complete record Go to Explore (right click Start button) Find folder where OCLC is set to export to Delete file Multiple records
Go to Explore (right click Start button) Find folder where OCLC is set to export to Rename each record Before starting a new cataloging session, delete all
files in the folder Note: OCLC CONNEXION Client export defaults to appending
multiple bibs to one file. * If you forget to manage the file names, it will add two
bibs or two files together * You can create a new notepad document by finding the
double boxes at the end of the first record and copying the next record to a
new file name. * Then remove the extra bib(s) from the first file. ALEPH Cataloging module 1. Select: Import Records 2. Two boxes Click […] to find folder with saved bib records (
[ConvertIn] is default ) Use option: 2709 OCLC Conversion 3. Click Edit 1. Edit
035 - MUST EDIT 1. Add 9
in first indicator of 1st 035 - e.g. 2. >035 9 28240707 3. >035 ocm28240707 2. Make
any additional editing changes 3. Correct
errors noted by Aleph 4. Totally
controlled in OCLC? 1. If
record was totally controlled in OCLC, it may be saved to server unless
"red" error 2. If
record could not be totally controlled in OCLC and errors cannot be cleared,
have the record checked by a supervisor 5. Check
subject headings for correct order and structure. 6. Add
additional fields such as contents notes, additional subjects, series
according local policy, etc. 4. Save to server 5. Create HOL 6. Link items 7. For analytics, add LKR ANA ALEPH to OCLC Cataloging new records in Aleph Note: Import from Aleph to OCLC, 035: When creating a record in Aleph to upload/import to Connexion, put the Aleph system number in the 035. The 035 is retained during the process. If you have your control number in the 035 when you import, it will stay with the record as it is imported, and it will stay with your copy of the record as a local field after you add it to WorldCat (though not in the master record). After adding the re record to WorldCat you can export, and the new OCLC number will be in the 001 and your local number will still be in 035. Add the 035s for the OCLC number. In Aleph, use the 035 to find the correct record to update with the new OCLC number. Remove the Aleph system number, otherwise the OCLC number search will incorrectly bring up the Aleph system number. ___________________________________
| Browser ExportOCLC
CONNEXION Browser Export and import instructions derived from OCLC's
documentation. http://www.oclc.org/support/documentation/connexion/client/cataloging/exportimport/ Export bibliographic records from OCLC to
Aleph About export options Export methods. You
can export bibliographic records or authority records to a file on your
workstation or directly to your local system via a TCP/IP port. Single or batch export. You
can export one record at a time or a group of records using either export
method. Validation for bibliographic records. You
can choose to have Connexion validate all exported bibliographic records (the
default setting), or you can turn off validation. Export to
file Go to the Export Options screen On the General tab, under Admin Options, click Preferences. At the Preferences screen, click Export Options. On the Export Options screen: Specify a default format for exporting groups of
flagged records - "MARC" Specify Export Destination "Export to
file" Specify validation of exported bibliographic
records with "On" Note: When
the validation option is On, Connexion does not validate
exported records you have not edited. The system validates the record
automatically if you edit more than local fields. If you edit only local
fields, only those fields are validated. Save as default Records you
can export Single or multiple bibliographic records in
MARC. This function is available when you display or edit the record in the
MARC text or template view. You cannot export more than 100 records at once. Cannot append to file You
cannot export records to a file and then append more exported records to the
same file. Each time you export one or more records to a file, you can Create a new file by
using a different file name or location. Or Replace an existing file by
specifying the name of a previously created file. Export
single bibliographic record 1. Retrieve the record you want to export. 2. Control all headings in MARC template format. Any
record with access points that do not match authority records must be saved
and forwarded to professional level catalogers to create NACO records and do
other authority work. 3. Validate the record (default setting will validate
only if you have edited) Note: #2-3 are UND policy. This will be followed until
headings updates can be verified to be accurate. 4. On the Action dropdown click "Export Record in
MARC" 5. Save
the file to a drive on your computer. 6. For export to a file on your workstation
(default), your browser displays a dialog box requesting instructions. You
must confirm that you want to save the exported record to a file and then
specify the file location. The Aleph default folder name is ConvertIn. You
may select that folder or create and manage your own folders. Internet Explorer. In the
File Download dialog box, select Save or press
<Enter>. Netscape Navigator. Save
it to disk. 1.
In the Save As dialog box, use the Save In box to
select the location (drive and folder) where you want to save the exported
record. 2.
In the File Name box, change the displayed file
name and add the appropriate extension: 3.
Supply a name that identifies the file as
containing records exported from Connexion. You may want to include a date or
day of the week and/or the type of records contained in the export file. 4.
Add an extension to the filename .mrc 5.
Save 6.
Close Export
multiple bibliographic records 1. Retrieve the record you want to export. 2. Control all headings in MARC template format. Any
record with access points that do not match authority records must be saved
and forwarded to professional level catalogers to create NACO records and do
other authority work. 3. Validate the record (default setting will validate
only if you have edited) Note: This is UND policy. It will be followed until
headings updates can be verified to be accurate. 4. On the Action dropdown click "Mark for
Export" 5. The
record will be marked with an action status of “R” or Ready for Export. 6. Save
the record to the bibliographic save file by selecting “Save Record” under
the Action dropdown menu, or <Alt-K> <S> as the keystroke
shortcut. Optionally, you may specify a "my status" for export. 7. At the
end of your session, when you have finished editing, marking, and saving all
your records to the bibliographic save file, you can retrieve only those
records marked “Ready for Export”. Select Search, Save file, then
"Action Status" (in the dropdown after "with") followed
by the next dropdown where you select "Export-Ready." Click Search.
Optionally in Search for, enter your "my status" AND the Action
Status of Export-Ready. Example:
Search for: ShelbyExport in My
Status … with
Action Status - Export-Ready 8. Select
records to export clicking in the check boxes. If all titles listed are to be
exported, in the Action/Sort dropdown, select "Flag All on Page" 9. Again
go to the Action/Sort dropdown, select "Export Flagged Records" 10. Save
the file to a drive on your computer. 11. For export to a file on your workstation
(default), your browser displays a dialog box requesting instructions. You
must confirm that you want to save the exported record to a file and then
specify the file location. . The Aleph default folder name is ConvertIn. You
may select that or create and manage your own folders. Internet Explorer. In the
File Download dialog box, select Save or press
<Enter>. Netscape Navigator. Save
it to disk. 1. In the
Save As dialog box, use the Save In box to select the location (drive and
folder) where you want to save the exported record. 2. In the
File Name box, change the displayed file name and add the appropriate
extension: 3. Supply
a name that identifies the file as containing records exported from
Connexion. You may want to include a date or day of the week and/or the type
of records contained in the export file. 4. Add an
extension to the filename .mrc 5. Save 6. Close 12. The action status for all records successfully exported will change
to “C” or Completed or "F"" Failed. 13. You will be prompted for a filename for each group of
records that you export. Remember to give each exported file a unique file
name. File export on the Connexion browser will not append to a file. 14. 994 subfield $a contains the transaction code C0
(uppercase C and numeral zero) to indicate Connexion export. ___________________________________
| Browser ImportImport bibliographic records from Aleph to OCLC UND
will determine its policy by 2005. Why import records? Contribute
bibliographic or authority records created in your library's local system. Process
bibliographic records from OCLC offline services: PromptCat,
Bibliographic Record Notification, GovDoc, and WorldCat Collection Sets. Records you can import Bibliographic
records or authority records. Instructions describe procedures for
bibliographic records. Bibliographic
records: 1. MARC
format only (OCLC-MARC or MARC21). 2. Exported
from a local system. Export the records to a file via your system's MARC
export function. 3. OCLC
bibliographic records (records that contain an OCLC control number) from
offline products or from your local system. Non-OCLC
bibliographic records: 1. Imported
as new records (workforms). 2. On
these records, you can take any actions that are available for bibliographic
workforms generated within Connexion. 1. Create
a folder to store records for import (upload to OCLC) 2.
(Optional - Recommended at UND) Decide whether to apply constant data or
insert My Status notes in the imported records. 1. Apply
default constant data. Verify
that your current default constant data record is appropriate. Edit the
default CD record or designate another CD record as your default CD. Change
the Fields to Apply setting if desired. 2. Include
My Status note. 1. When
importing records from an OCLC service, select the My Status option and specify
the appropriate record type. 2. For
other records, leave the record type box empty. 3. For any
group of imported records, assign a distinctive My Status note to help you
manage the records in the bibliographic save file. 3. On
the Cataloging tab, under Create Options, click Import Records. 4. Under Type of Records to Import,
select Import Bibliographic Records to import bibliographic
records only. 5.
Specify the file location of your records on your PC. 6.
Apply default constant data. Select the Apply Default Constant Data check box 7.
Assign My Status to bibliographic records Type. For records from OCLC offline
services, select the service that supplied the records. For other records,
leave the Type box empty. Identifier
box. For
any bibliographic record, type a distinctive note to help you retrieve and
manage imported records in the bibliographic save file. 8.
Click Import. Results 1. Connexion
imports the specified records, beginning with the first record in the file. 2. The
system adds the records to the bibliographic save file and/or the authority
save file with the source status Imported. 3. Non-OCLC
records are imported as OCLC workforms. 4. Based
on the options you select, the system applies default constant data and/or
inserts My Status notes (bibliographic records only). 5. After
importing all specified records, Connexion displays a results screen that
gives totals for bibliographic and/or authority records and reports actions
taken on the records. Note:
More than 100 records can be imported. UND will not import files of more than
100 records at a time. Imported
records: Details 1. All
imported records are assigned the source status Imported. 2. MARC21
records are converted to OCLC-MARC. Non-OCLC
records are converted to workforms OCLC record 1. Workflow
status: In process 2. Save
file expiration date: 14 days. 3. OCLC
control number retained in 001. 4. If Lang
in fixed field is 3 blanks, change to N/A. 5. If
record contains 533 $7, convert the data to a 539 field. 6. Delete
field 994 if present. Non-OCLC record 1. Workflow
status: New 2. Save
file expiration date: 28 days. 3. NEW in
001. 4. Entered
date replaced with current date. 5. RecStat
value set to n. 6. Default
040 field inserted. 7. If Lang
in fixed field is 3 blanks, change to N/A. 8. If
record contains 533 $7, convert the data to a 539 field. 9. Find
imported bibliographic records Show by
Status screen 1. On the
Cataloging tab, under Show Options, click By Status. 2. At the
status list screen, under Show Save File, Source Status, select the check box
for the Imported status. 3. Then
click Show Records or press [enter]. OR Search
Save File screen 1. On the
Cataloging tab, under Search Options, click Save File. 2. Search
for Imported status. On the Search Save File screen, at the bottom of
the search form, open the Source Status list and click Imported. 3. Search
for My Status text. In the Search for box, type the text you supplied
on the Import Records screen. You can search for any whole word in the note. 4. Click
Search or press [enter] ___________________________________ | Client ExportOCLC CONNEXION Client Export
and import instructions using files saved on your PC. Derived
from OCLC's documentation: http://www.oclc.org/support/documentation/connexion/client/cataloging/exportimport/ Export bibliographic records from OCLC to Aleph Records you can export You can
export: 1. Records
retrieved from WorldCat or the online bibliographic save file. 2. Saved
records, only if the records exist in WorldCat (that is, those with an OCLC
control number). You cannot export a record you create if you have not added
it to WorldCat. 1.
Create an export destination. You can export records from Connexion client to
a file on your workstation (use the same file for all exports or specify a
file name when exporting) 2. On
the Tools menu, click Options or press
<Alt><T><O>, and then click the Export tab 3. In
the Select an Export Destination list, click Create 4. In
the New Export Destination dialog, select the type of export destination you
want to create, and click OK. 5. In
the dialog appropriate for the destination type, select settings and options,
and click OK. The
name appears in the Select an export destination list. Select
an export destination by its name in the list. 7. When
finished, click Close to apply the settings and close the
Options dialog. 8. In
the Export Filename dialog, select a file or type a file
name (for example, export.mrc) in the File Name box. Export records 1. With
the record you want to export displayed, on the Action menu, click Export or press <F5>. 2.
Continue exporting more records. If exporting to a file, the client appends
exported records to any records already in the export file. You can mix
bibliographic and authority records in the same file. 1. The
client exports the record immediately to the destination you created and
selected. 2. The
record's Export status changes to C (completed) or F
(failed). 3. 994 subfield
a contains the transaction code C0 (uppercase C and
numeral 0) to indicate Connexion export ___________________________________ | Client Import Import bibliographic records from Aleph to
OCLC UND will determine its policy by 2005. Why import
records? Contribute bibliographic or authority records
created in your library's local system. Process bibliographic records from OCLC offline
services: PromptCat, Bibliographic Record Notification, GovDoc, and
WorldCat Collection Sets. Records you
can import Bibliographic records or authority records. Instructions
describe procedures for bibliographic records. Bibliographic records:
1.
MARC format only (OCLC-MARC or MARC21). 2.
Exported from a local system. Export the records
to a file via your system's MARC export function. 3.
OCLC bibliographic records (records that contain
an OCLC control number) from offline products or from your local system. Non-OCLC bibliographic records: 1.
Imported as new records (workforms). 2.
On these records, you can take any actions that
are available for bibliographic workforms generated within Connexion. Prepare to
import records 1. Create a folder to store records for import (upload to
OCLC) 2.
Create or retrieve a file of bibliographic records to
import from Aleph. 3. Move the file of records to your local drive 4. Optional - Recommend at UND. Decide whether to apply
your default constant data or assign a custom MyStatus when you import the
records: MyStatus when you import the records: 1.
If you plan to apply default constant data: Verify
that your current default constant data record is appropriate. Edit the
default CD record or designate another CD record as your default CD. Change
the Fields to Apply setting if desired. 2.
If you plan to include My Status: 3.
Decide on a distinctive free-text My Status to
help you locate records in the save file (maximum: 40 characters) (available
for bibliographic records only). 4.
If the imported records are from an OCLC offline
service, you can select the name of the service as the My Status or as part
of the My Status. Import
records 1. On the File menu, click Import Records,
or press <Alt><F><I>. 1.
If you are logged on to OCLC Connexion, the Import
Records dialog opens immediately. 2.
If you are not already logged on, the Logon OCLC
Connexion dialog opens. As soon as you complete the logon and close the
Message of the Day, the Import Records dialog opens automatically 2. Specify the file location. Under File Location,
in the File Path box, type the full path (drive letter,
folder, and file name) for an import file on a local hard disk or network
drive, or click Browse to navigate to the location. 3. Optional - Recommended at UND. Apply default constant
data: 1. Under Constant
Data, select the Apply Default Bibliographic Constant Data check
box to apply your default bibliographic constant data record to imported
bibliographic records. 2. Note: 3. If your
default constant data is set to apply the fixed field or both fixed field and
variable fields, the fixed field is applied as is, even when the format of
the constant data record is different. You do not get a prompt to change the
format when you import records, as you do when you apply constant data to a
single record. 4. Optional - Recommended at UND. Assign My Status to
bibliographic records to help you retrieve and manage imported records in the
bibliographic save file (unavailable for authority records): 1. Under My
Status for Bibliographic Records: 2. In the Type
list, select an OCLC offline service if the records to be imported were
supplied by the service. For other records, leave the Type list empty. 3. In the Identifier
box, type a My Status in free text. 4. Note: My
Status has a limit of 40 characters, including the number of characters in
any Type you assign. The client truncates My Status after 40 characters. 5. Click OK
to import the records, or click Cancel to close the dialog
without importing records. 1.
The client imports all records in the file,
beginning with the first record. 2.
The client adds the records to the bibliographic
save file with existing records set to expire in 14 days and workforms set to
expire in 28 days. 3.
Imported bibliographic records have the source
status Imported. 4.
Non-OCLC records are imported as OCLC workforms. 5.
Based on the options you selected, the system
applies default constant data and/or inserts My Status notes (My Status is
available for bibliographic records only). 6.
After importing all specified records, Connexion
displays a confirmation message that gives the number of bibliographic
records and the number of authority records imported. 7.
You receive a prompt to delete or retain the
import file. 8.
See the following section for more details. Conversion
details for imported MARC21 records are converted to OCLC-MARC. OCLC record 1.
Workflow status: In process 2.
Source status: Imported 3.
Save file expiration date: 14 days. 4.
OCLC control number retained in 001. 5.
If the Lang element of the fixed field is 3 blank
spaces, convert to N/A. 6.
If record contains field 533 subfield 7, convert
the data to a 539 field. 7.
Delete fields 994 and 003. Non-OCLC Record 1.
Convert to workform 2.
Workflow status: New 3.
Source status: Imported 4.
Save file expiration date: 28 days. 5.
NEW in 001. 6.
Replace entered date (in 008/0-5) with current
date. 7.
RecStat value (Leader/5) set to n. 8.
Default 040 field inserted. 9.
Replace data in 049 field with default holding
library code. 10.
If the Lang element of the fixed field is 3 blank
spaces, convert to N/A. 11.
If record contains field 533 subfield 7, convert
the data to a 539 field 12.
Delete fields 994 and 003 Find
imported bibliographic records You can find imported bibliographic records by using the
following commands: 1.
Cataloging > Show > By Online Save File
Status (or Cntrl O) 2.
Cataloging > Search > Online Save File (or
Cntrl F3) To retrieve imported records by showing online save file
status: 1. On the
Cataloging menu, click Show > By Online Save File Status,
or press <Ctrl><O>. 2. In the
Status List dialog under Source Status, click the check box
for Imported. 3. Click Show
Records. To retrieve imported records by searching the online save
file: 1. On the
Cataloging menu, click Search > Online Save File or press
<Ctrl><F3>. 2. Search
for imported records: 3. In the
Search Online Bibliographic Save File dialog, leave the Search for
boxes and index lists empty. In the first status list select Source Status,
and in the adjacent list of source statuses, select Imported. 4. Or 5. Search
for My Status: 6. In the
Search Online Bibliographic Save File dialog in the Search for
box, type the My Status you assigned when you imported the records. In the
adjacent index list, click My Status. Then click OK,
or press <Enter>. ___________________________________
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