1.  INTRODUCTION

 

Alma uses the Z39.50 protocol to transfer records directly from OCLC Connexion to Alma. Simply select Search resources under the Resources tab and it will give you a search screen.  Type in the type of search you want, e.g., author/title, ISBN, etc. and Alma will give you the records found in Connexion. Select View to view the records Alma has found and when you find the one you want click on Import and the record will be imported directly into Alma. After the record is imported, click on the disc icon to save the record in Alma.   

 

 

During transfer to Sirsi, the following fields are removed from bibliographic records by the system:

003

005

015

029

035

060

070

653

852

870 - 873

886

998 - 999

1003

If records are exported to a C-drive that has an existing file from OCLC, Connexion will ask if you want to overwrite, append, or cancel the export request. Append will add the records to the existing file and overwrite will delete the existing file.  Cancel will cancel your request.

Records may be loaded into Sirsi in five ways:

  • with a copy structure for new records (prismload)
  • with a copy structure for new approval records (approvalfondren)
  • without a copy structure for records for orders (ordersxxx, where xxx is the library to which it is loaded)
  • without a copy structure and overlaid on records already in the system (overlays)
  • with a copy structure for Leisure books (leisurebooks)

Separate files are used for each category.

Note: Records that will overlay existing records should not be mixed in the same file with new records, because the report used for overlays does not create a copy structure, while the report used for new records (prismload) does create a copy structure.

Records for orders for one library can be mixed in a file with records for orders for another library.  If the records are mixed, the cataloger can change the library manually in the call number portion of the bibliographic record in Edit Item.  When overlaying, bibliographic records for different libraries may be mixed in a file.

2.  EXPORTING RECORDS

The correct record in OCLC is selected and its 8 or 9-digit OCLC control number is noted.  This number with an immediately preceding letter “o” will be the Sirsi control number.

 

2.1  Prismload

When records are loaded through prismload, the 049 field determines the library to which the record is loaded.  When the record is to be loaded to a library other than Fondren, the 049 tag is edited (and the change sent (Alt + F10)) on OCLC before exporting.

049

library

item type

location

RCEA (default)

FONDREN

BOOK

STACKS

RCFC

BUSINESS

BOOK

STACKS

 

2.2  Approvalfondren

 

When records are loaded through approvalfondren the bibliographical records are loaded to Fondren and copy is created with APPROVAL as item type and ASK-AT-REF as the location.  Since all approvals are loaded to Fondren, approvals that should be in the Business library must be changed manually by changing the library in the call number portion of the Vol/Copy tab in the Modify Title wizard and by entering the library number (1 for Fondren, 2 for Business) in the 596 field in the bibliographic record.

2.3  Orders

Records for orders transfer without a change in the 049 field.  The library to which their records are loaded is determined by their reports.  There are two separate reports for orders: ordersfondren and ordersbusiness.  All records in a file are transferred to the library named in the report used to load the file into Sirsi, so separate files must be used for each library.

2.4  Overlays

Records that will overlay existing records transfer without a change in the 049 field. The control number of the existing record in Sirsi must correspond with the OCLC number of the overlaying record.  The OCLC number of each record to be overlaid is noted.  The date cataloged in the Control tab of Modify title must be set to NEVER or the record will not be overlaid.

 

2.5  Leisurebooks

Records for the Leisure Reading Collection are picked up via ftp from the vendor’s site and transferred to your H-drive until they are ready to be brought into Sirsi. When records are loaded through leisurebooks copy is created with type and item cat1 as RENTAL and with home location and current location as LEISUREBKS.

2.6  All records

With the record (edited and updated if necessary) displayed on the screen, the record is exported by hitting F5.  The record is downloaded to a file on your C-drive. The export box at the bottom of the OCLC screen should read Export-C if the export function was successful. If it reads Export-F the transaction failed and you will need to re-export the record.

The records are exported to a file called prism.dat that is located on your C-drive.

 

 

3.  IMPORTING RECORDS

3.1  Preparing to upload reports

 

For a record to overlay the proper existing record in Sirsi, the control number of the existing record must correspond with the OCLC number of the overlaying record.  In the Control Number well of the existing record, the Sirsi control number is entered and the record is updated.  The date cataloged must be NEVER for the record to overlay.

Records loaded through prismload or orderxxx (where xxx is the library to which records are loaded) reports require no control number changes.

3.2  Uploading records to Sirsi

 

  • Click on the Report Functions Wizard and then click on the MarcImport Utility Wizard. 
  • At the Properties Screen, click Okay.
  • At Select the type of files screen, click on Bibliographic data.
  • At File list screen, click on Import.
    • Importing from a file on your C-drive
      • In the Destination well type the name of your file (e.g., koc11.08overlay, bobe11.01fond) and click on Okay.

Note: Give each file a unique name that is easy to remember and recognize.  It is suggested that you name your file with your initials followed by the date the file is uploaded.

  • At the query “Are there more files to upload” select the appropriate response.

When the file has been imported, a screen with the number of records imported will display.  Close this screen by clicking on the X in the upper right hand corner of the screen.  Close the next two screens by depressing the Esc key.

 

4.  RUNNING REPORTS TO LOAD RECORDS INTO SIRSI

 

4.1  Setting up the report to run

  • Click on the Schedule New Reports wizard.
  • At the Display Template Reports screen click on type report you wish to run
  • Click on the Setup & Schedule button.
  • In the next screen type the report name in the Report name well.
  • Next click on the Load folder. 
  • Open the File to load well and select the report name you wish to load
  • Click on the Schedule button or click on the Run Now button
  • At the Schedule bibload screen, click on Okay. 
  • At the Schedule confirm click on the appropriate response.

4.2 Verifying your report has run

 

To verify your report has run, click on the Finished Reports wizard.

At the Properties screen click on Okay.  A list of your finished reports will appear.  From here you can choose to view the finished report, remove finished reports, or close the Wizard.

If the filename does not appear, it has not yet been uploaded. If your filename appears, your file has been uploaded to the system and, after verifying that your records have entered the system correctly, you can delete the report.

4.3  Removing reports

 

To remove a report click on the Remove button.  Check the reports you wish to remove by clicking on the box next to each report and click on the Remove button.  Click on the Remove All 2 button.  The Remove Result screen will appear.  Click on Okay or hit Esc key to close the Wizard.

Finally delete the file from your C-drive.

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