Importing and
Overlaying Records
from OCLC into Alma
Document sections
UNDER REVIEW FOR USE IN ALMA
This set of instructions is written for users of the OCLC Connexion Client. For users of the OCLC Connexion Browser, the procedures are different at the OCLC (exporting) end.
For some basic information on working in OCLC, see "OCLC Connexion Client: Lists of Commands."
These procedures are written for importing a single record when there is no existing record in Alma. See also procedures on "Replacing records," for overlaying procedures, and "Batch importing," for importing multiple records.
- Search Alma to make
sure that there is no existing, duplicate record.
- Export the record from
OCLC Connexion:
- Make sure that your
export profile has been set up correctly in OCLC. (If you are not
sure, check with
Gena.)
- Display the record to
be exported.
- Use the Export
command.
- The OCLC system should
respond in the Status bar, towards the lower left-hand corner, by adding
"C" after "Export."
- You should get a pop-up
- Make any necessary
editing changes to the record.
- Save the record to the
database.
Return
to top of this document
Follow the "Basic importing procedures" except:
- Search Alma to make
sure that the only existing, duplicate record is the one that you want to
overlay. If necessary, add the matching record number or edit the
number to match, to permit overlay:
- Bib record: Add an 035
field with the matching OCLC record number or edit an existing 035 with
OCLC number.
If there are problems, contact your supervisor.
Return
to top of this document
Possible settings for the Bibliographic Import/Replace Profile:
|
(None) |
Allows
creation of duplicate records; no overlay of matching records |
|
|
BNA |
For
Blackwell approval tapes |
|
|
OCLC
Conditional |
Catches
duplicate records; prevents either creation of duplicates or overlay |
|
|
OCLC
Replace |
Allows
overlay of matching records |
Return to top of this document
- Default import folder: If you set your default import folder up, when
you select the Import records From new file option, the oclcxpo.dat
file will display immediately. (You can check with your supervisor
for help with setting this default up.)
Return
to top of this document
- Batch importing: Possible ways of calling up records, depending
on workflow:
- Calling up entire
series of records:
-
[see also "Retrieving
Voyager Records: Retrieving multiple entries"]
- Note: Closing
each bib or holdings record after it has been added to the database will
prevent a cumbersome build-up in the Window file.
Return
to top of this document
For treatment of the record number in the piece, see "The Physical Piece: NOTIS record number."
Return
to top of this document
Occasionally, imported records are not deleted from the Import Record file after they are no longer needed there. Possible reasons include:
- Duplicate copies of the
same record imported.
- From the File
menu in the upper-left-hand corner, select Delete.
Return to:
HTML document last reviewed: 09 September 2022