FAQs: Loading Bibliographic Records

After a Load Bibliographic Records report has run, statistical information displays in the report log indicating how the copies or titles were processed. The following sample of output is representative of the types of messages to expect when importing MARC records.

4 MAIN DEFAULT item(s) created.
4 total item(s) created.
0 total item(s) ignored.
4 bib record(s) read
0 bib record(s) in error
4 bib record(s) loaded
0 bib record(s) cancelled
0 full bib record(s) replaced

MAIN DEFAULT item(s) created

This type of message identifies the library and holding code used to load a particular copy. Each Holding Code policy value is associated with particular types of processing instructions such as the location and item categories of the loaded item.

Total item(s) created

This type of message identifies the total number of copies that were created when the titles were loaded. This number could be zero, could correspond directly to the number of titles loaded, or vary according to copy processing statements such as the 949. This value is partially dependent upon the Call Number and Copy Processing values defined in the report’s Load tab.

Total item(s) ignored

This type of message identifies the total number of copies that were ignored when the title was loaded. This number is related directly to the number if copies loaded for a particular holding code or set of holding codes. There is an Ignore Item copy processing flag that is defined for each Holding Code policy. When a copy is loaded using a holding code for which the Ignore Item check box is selected, that copy will be ignored or skipped by the loading process. Holding Codes are typically defined to ignore items if during the initial data load the data included items that were not supposed to be loaded in the catalog.

Line(s) read

This type of message identifies the number of lines of flat ASCII data recognized by the report. This number displays only when ASCII records are loaded.

Bib record(s) read

This type of message identifies the number of bibliographic records recognized by the report.

Bib record(s) in error

If any of the bibliographic records detected by the report cannot be processed by the report, this type of message indicates the number of bibliographic records that are considered ”error” records. Typically, records in the file will generate an error because they do not meet the create or update specifications of the Title Control Number Matching Rule in the report’s Load tab. For instance, if your Title Control Number Matching Rule is Rule 1 (create only), and you have records in your file that match records already in your database, those matching bibliographic records will be processed in error.

Bib record(s) loaded

This type of message indicates the number of bibliographic records that were actually loaded. This value corresponds specifically to records that were created new for the first time with this report. If your Title Control Number Matching Rule does not include the creation option, this value will be zero.

Bib record(s) cancelled

This type of message is related to an action taken by the user while getting the file of records from the bibliographic utility. If you had used the CANCEL command in a utility such as OCLC to remove your library’s holdings, and that record in its cancelled state was included in your file of records to load, either the record would not load, or depending upon report options, the record could be used to remove a matching record from the SirsiDynix Symphony database.

Full bib record(s) replaced

This type of message indicates the number of bibliographic records currently used by SirsiDynix Symphony that were replaced. This value corresponds specifically to existing records that were previously created in your system. If your Title Control Number Matching Rule does not include the updating option, this value will be zero.

How are CANCEL records in incoming OCLC records used to remove bibliographic records?

The Load Bibliographic Records report removes cancelled records from the catalog. Records are tagged for deletion when the CANCEL command is used in OCLC to remove a library’s holdings from the OCLC database. If your library system is not a consortium, the cancelled records are deleted automatically when the records are loaded, as long as the appropriate create and update features are selected.

In consortia, records tagged for deletion in one library system might not be subject to deletion in another. The report first determines if the system is configured to be a consortium. If it is, a file of records tagged for deletion is created. This file is placed in the same directory as other files created from the Load Bibliographic Records report and follows the same format as other MARC import files: today’s date, library number, and sequential number followed by a ”d” for deleted. The file of records marked for deletion is left to be reviewed later, so the record is not automatically deleted as it is in non-consortia.

How do I schedule the Load Bibliographic Records report to regularly load cataloged records without having to modify the report?

To set up a scheduled Load Bibliographic Records report

Make selections in the report as you would like it to run. In the Update Date Cataloged field, select TODAY. In the File to Load field, select an existing file or type a file name. (If the file does not exist you will get an INCORRECT VALUE status bar message, but the report may still be scheduled.)

Schedule the report to run daily (or some other schedule) at a regularly scheduled time.

Regularly review the completed report in the finished reports list to confirm that the load completed successfully and to determine the appropriate action to be taken, such as reloading error records. Reload files if necessary.

Use the MARC Import Utility wizard after the scheduled Load Bibliographic Records report has been run and reviewed to import a file. Use the same name as the file selected in the originally scheduled report.

Repeat steps three and four at the intervals determined by the scheduled report.

If you have not imported a file between subsequent runnings of the scheduled report, the report will finish with a status of ERROR, indicating that no data has been imported. If you have not run the report between subsequent uses of the MARC Import Utility wizard, and another file using the same file name is imported, the first file will be overwritten.

How do I update existing titles without changing the copies while also creating new titles with copies in the same file?

To update and create titles with copies

In the Title Control Number Source for Incoming Items field, use the Title Control Key Rules gadget to select the field or fields that will be matched against existing title control keys for overlaying.

In the Title Control Number Matching Rule field, use the Title Control Number gadget to select the Rule 4 option.

In the Copy Processing field, use the Copy Processing gadget to select the Create Copies Using the Holdings Statement Only When Creating a Title option.

Include the Entry ID, such as 999 or 949, that defines the Copy Processing in the catalog records being loaded.

Specify one or more Call Number Load Rules, such as LC,999,a,N/LC,050,,N.

Select the Update Bibliographic Record when Updating Records check box to update the bibliographic record.

How do I update existing title records without changing any existing copies while creating new titles without creating any copies in the same file?

To update and create titles without copies

In the Title Control Number Source for Incoming Items field, use the Title Control Key Rule gadget to select the field or fields that will be matched against existing title control keys for overlaying.

In the Title Control Number Matching Rule field, use the Title Control Number gadget to select the Rule 4 option.

In the Copy Processing field, use the Copy Processing gadget to select the Create NO Copies option.

Specify one or more Call Number Load Rules, such as LC,050,,N.

Select the Update Bibliographic Record when Updating Records check box to update the bibliographic record.

How do I add new titles for ordering without updating any existing records?

To add titles for ordering

In the Title Control Number Matching Rule field, use the Title Control Number gadget to select the Rule 1 option. Records in the loaded file that match existing title control keys will be rejected as errors and will not load.

In the Copy Processing field, use the Copy Processing gadget to select the Create NO Copies option.

Specify one or more Call Number Load Rules, such as LC,050,,N.

How do I update existing titles using the 049 field in the incoming records for copy processing and load new records using a holdings statement?

To update and create copies

In the Title Control Number Matching Rule field, use the Title Control Number gadget to select the Rule 5 option.

In the Holdings Entry Preprocessing list, select the Convert OCLC 049 to 999 option.

In the Copy Processing field, use the Copy Processing gadget to select the Create Copies Using Holdings Statement Only When Creating a Title option. In the Entry ID field in the gadget, select 999.

Specify one or more Call Number Load Rules, beginning with a call number load rule for the holdings statement, such as LC,999,a,N/LC,050,,N.

Select the Update Bibliographic Record when Updating Records check box to update the bibliographic record.

How do I add new titles with one default call number and copy attached?

To create titles with a default copy

In the Default Holding Code list, select holding code to be used as the default holding code. A single copy will be created with the copy information defined by the holding code.

In the Copy Processing field, use the Copy Processing gadget to select the Ignore Holdings Statement & Create One Copy Only When Creating a Title option.

Specify one or more Call Number Load Rules, such as LC,050,,N. The loaded records will have a single call number created from this field.

How does the report handle leading blanks or blank fields when matching 001 title control numbers to existing records or creating new records?

When the 001 field is used as the source of the title control number, leading blanks are not included as part of the title control number.

The following is an example of leading blanks in 001.

The incoming record contains the following 001 field.

001 |a 82659 [four leading blanks]

The title control number assigned for this record is 82659.

If the 001 field consists of nothing but blanks, the 001 is not used for creating the title control number. When matching incoming records against existing records, if the incoming record contains an 001 field with leading blanks, the system first searches for a matching record which does not include leading blanks in the title control number. If no match occurs, the system then searches for an existing record with leading blanks in the title control number. If the incoming 001 matches with or without the leading blanks, it is considered a match.

The following is an example of matching records with leading blanks.

The incoming record contains the following 001 field.

001 |a 82659 [four leading blanks]

It will match on an existing record which contains either of the following title control numbers.

82659
[four leading blanks]82659

A record with an 001 field without leading spaces in the incoming record will not match a title control key with leading spaces. Also, the incoming 001 must match the title control number either without the spaces or with the same number of spaces. In the example above, the title control key must have either no leading spaces or four leading spaces, since the 001 field in the incoming record has four leading spaces.

When creating a new record, if a match is not found and the incoming record contains leading spaces in the 001, the title control key in the newly-created record will not include leading spaces.

Only the subfield a of the Title Control Number field is used for matching.

How are labels output from the Load Bibliographic Records report?

If the Print Spine Labels and /or Print Pocket Labels check boxes are selected, the labels are created in separate reports. These display in the finished reports list with the titles OC_[report title] for the OCR labels, and SP_[report title] for the spine and pocket labels. The line spacing formats that are usually defined when viewing, printing, or emailing results for label type reports is instead defined using the output options when the Load Bibliographic Records report is scheduled. The labels report logs are included in the primary report log and cannot be reviewed separately from the finished list.

If the spine and or OCR label reports fail, the catalog record will still be indexed.

How do I shadow catalog records that are loaded by the Load Bibliographic Records report?

On the Load tab, in the Update Title Control Information from Title Information Entry field, type 948. In the 948 entry, the option to load a record as shadowed is stored in the |s subfield, in the form of Y (yes) or N (n). For more information, go to Using the 948 Entry for Date Stamping and Shadowing.

Can I assign title and item accountability as records are loaded?

Yes. On a system configured for accountability, it is possible to assign title and item accountability in batch to records as they are loaded. When running this report, make accountability assignment selections on the Load tab. The Load tab displays the following options.

•

Create Accountability Based On Title Information Entry – When you select this option, the Entry ID field becomes available. Select the entry ID that contains the title and item accountability information. After you make these selections, as bibliographic records are loaded, title and item accountability records will be created with the classification, bib classification, access restriction, need to know, and review date values found in this entry. The entry can contain multiple access restriction and need to know values. If the entry does not contain a classification value, or if the classification is invalid, the bibliographic record will not be loaded but written to the error file, and a message will be written to the report log.

•

Create Accountability Based On Default Data – When you select this option, the Classification, Bib Classification, Access Restriction, Need to Know, and Review Date fields become available. You must select a value for the Classification field; the other fields are optional. After you make these selections, as bibliographic records are loaded, title and item accountability records will be created with the selected defaults. If you do not select a default classification, the report will not run.

•

Do Not Create Accountability – This option is the default selection. If you select this option, no title or item accountability records will be created for the loaded bibliographic records.

Create Accountability Based on Default Data

If you select Create Accountability Based on Default Data, the following fields appear.

•

Classification – Select an accountability classification from the drop-down list. The values presented in this list are defined in the Clearance policy wizard. As bibliographic records are loaded, the title and item accountability records created will be assigned this default classification. This field is required. If you do not select a default classification, the report will not run.

•

Bib Classification – Select a bib classification from the drop-down list. The values presented in this list are defined in the Clearance policy wizard. As bibliographic records are loaded, the title and item accountability records created will be assigned this default bib classification. If you do not select a default bib classification, the records will be set to the same value as the Classification field, which is a required field.

•

Access Restriction – Select an access restriction from the drop-down list. The values presented in this list are defined in the Restrict policy wizard. As bibliographic records are loaded, the title and item accountability records created will be assigned this default access restriction. The review date for this access restriction will be set to the date selected in the Review Date field on this tab.

•

Need to Know – Select an need to know from the drop-down list. The values presented in this list are defined in the Need to Know policy wizard. As bibliographic records are loaded, the title and item accountability records created will be assigned this default need to know. The review date for this need to know value will be set to the date selected in the Review Date field on this tab.

•

Review Date – Use the Calendar gadget to select a review date. This review date will be assigned to the access restriction and need to know values. If you do not select a review date value, the review date will default to NEVER.

When a title accountability record is created, a corresponding item accountability record is created for all attached items.

Accountability records are only created for the new titles loaded. The report will not update existing accountability record data.

Create Accountability Based On Title Information Entry

If you select Create Accountability Based on Title Information Entry, the incoming records should contain an ”accountability” entry with subfields containing the accountability information.

SirsiDynix Symphony Administrators may use an existing 9XX entry with the designated subfields for accountability information, or they may create a new 9XX entry ID/entry for this purpose.

The ”accountability” entry ID should contain the following subfields.

Entry Subfield	Description Accepted Values
\|a	Classification Values are defined in the Clearance policy; this value is required
\|b	Bibliographic classification Values are defined in the Clearance policy; if empty or invalid, the field value will be set the same as Classification
\|c	Access restriction Values are defined in the Restrict policy; this subfield may be repeated
\|d	Need to know Values are defined in the Need to Know policy; this subfield may be repeated
\|e	Review date Date should be in the format MM/DD/YYYY; if empty or invalid, the field value will be set to NEVER

If there is more than one title information entry for accountability in the bibliographic record, the first of the multiple entries will be used. If there is more than one subfield a, b, or e in the record, the first of the multiple subfields will be used. If there are multiples of subfield c or d in the record, each subfield will be used to create a separate need to know or access restriction.

If the entry does not contain a classification value, or the classification is invalid, the bibliographic record will not be loaded but written to the error file, and a message will be written to the report log.

When a title accountability record is created, a corresponding item accountability record is created for all attached items.

Accountability records are only created for the new titles loaded. The report will not update existing accountability record data.

Matching and loading UNIMARC records

Data fields in the UNIMARC bibliographic format do not always include the same data as the equivalent MARC21 tags. The SirsiDynix Symphony load programs have the appropriate options for loading UNIMARC bibliographic records. On the Load tab in the Load Bibliographic Records, Load Bibs for Selection, and Load Bibs with Order Information reports, Title Control Key Rules gadget and MARC Tag Hierarchy gadget display the UNIMARC tag selections for matching and loading. The SmartPort wizard properties also contain the same UNIMARC tag selections.

Title Control Key Rules Gadget Options

In the bibliographic load reports and in the SmartPort wizard properties, you can select the following UNIMARC title control key options.

•

ISBN (U 010)

•

ISSN (U 011)

The U before the number designates a UNIMARC tag.

Match MARC Tag Hierarchy Gadget Options

In the bibliographic load reports and in the SmartPort wizard properties, you can select the following UNIMARC tag hierarchy options.

•

National Bibliographic Number (U 020)

•

ISBN (U 010)

•

ISSN (U 011)

•

Government Publication Number (U 022)

•

International Standard Music Number (U 013)

•

International Standard Recording Code (U 016)

•

International Standard Report Number (U 015)

•

Publisher Number (U 071)

The U before the number designates a UNIMARC tag.