Transferring Records into SIRSI

TRANSFERRING RECORDS

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

003

005

015

029

035

060

070

852

653

870 - 873

886

998 - 999

1003

Bibliographic records are transferred in three steps.  Records are

• exported from OCLC to a blank, formatted diskette,
• imported from the diskette to Sirsi, and then
• loaded into the database by running a report.
  

If records are exported to a diskette that is not blank, the new records will be added at the end of the file.  All the records on the diskette will be imported to our system.   

Records may be loaded into Sirsi in three ways: 

• with a copy structure for new records (prismload)
• 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)
  

Separate files are used for each category. 

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.

EXPORTING RECORDS

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

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.

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 four separate reports for orders: ordersfondren, ordersfinearts, ordersbusiness, and ordershisd.  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. 

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.
  

All records

With the diskette in place and the record (edited and updated if necessary) displayed on the screen, the record is exported by typing xpo and sending (F11).  Return message reads: “Record exported in USMARC.”  The procedure is repeated for each record.

The records are exported to the diskette in a file called prism.dat.

IMPORTING RECORDS

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--the OCLC number of the overlaying record immediately preceded by letter “o” (o12345678)--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.

Click on the Utilities/Reports 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.

At File type to import screen, click on other.

In the Source well type: A:/prism.dat

In the Destination well type the name of your file (e.g., koc11.08overlay, bobe11.01fond) and click on Okay.

N.B.  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 “Is pcdiskette ready?” click on yes.

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.

LOADING IMPORTED FILE AND RUNNING REPORT

Click on the Schedule New Reports Wizard.

At the Properties screen click on Okay.

At the Display Template Reports screen choose the type of report name you wish to run and click on it then click on the Schedule button.

In the Basic Information screen type the report name in the Report name well.

Next click on the Selection Criteria folder.  Open the File to load well and select the report name you wish to load and then click on the Schedule button.  At the Schedule bibload screen click on Okay.  At the Schedule confirm click on the appropriate response.

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 the finished report, 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.

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 depress the Esc key to close the Wizard.

Finally delete the file from your diskette.