Load Bibliographic Records Report
The Load Bibliographic Records (Bibload) report loads MARC records into the catalog.
Files of records must first be imported to the server using the MARC Import Utility wizard.
If you need to load a very large batch of records, use the Bibliographic Database Overlay (Bibloadbatch) report.
This report is in the MARC Import Group Reports.
The Load Bibliographic Records report displays the following tabs.
| • | Basic Tab: Reports |
| • | Load Tab |
| • | Postload Tab |
| • | Print Loaded Title Tab |
| • | OCR Call Number Label Tab |
| • | Spine and Pocket Label Tab |
On Unicode systems, if SirsiDynix flat format records are provided for loading, these records must be encoded UTF8. Also the encoding scheme code in the .000. entry of each flat record (the 8th position of 000|a) must have the value (a) as in the following example.
.000. |aamI 0c a
You may print the titles that are loaded with the Load Bibliographic Records report by selecting the Print Loaded Title check box on the Print Loaded Title tab. If the check box is selected, all records that are loaded will print in the report results. Records that do not load are always included in the report log.
The Load Bibliographic Records report can also print various labels for imported records. Use the options on the Spine and Pocket Label tab.
Holds may have been placed on items before their records are loaded by this report. This report does not process holds; it simply lists in the report output the items that can satisfy holds so the items could be pulled from boxes shipped from vendors. The report does not trap holds, and it does not make items available on the Holds shelf. You can use the Item Availability options on the Postload tab to make items available at their owning library, to put items in transit to their owning library, or to assign a special ”available soon” location to the items. Refer to the Postload Tab topic for information about the Item Availability options.
Matching and Updating Records
A SirsiDynix Symphony catalog record contains multiple segments which may be matched and updated separately.
| • | Title Identification |
| • | Call Number Information |
| • | Copy Information |
If multiple matching records exist in the SirsiDynix Symphony database, and you choose to update matching records, only the first title encountered is updated.
At the highest level is the SirsiDynix Symphony title identification section. The title control number is the primary SirsiDynix Symphony identification number for the complete title record. There are two significant fields related to title control.
| • | The Title Control Number Matching Rule determines whether the records being loaded are going to create new records, update existing records, or both. This selection controls the most basic level of records being entered into the system—whether they are new, or updating existing records. The entire record is qualified or disqualified based on the rule selected, but various other selections determine what, if any, information is loaded or updated from the incoming record. |
| • | The Title Control Number Source for Incoming Items determines how the record is qualified or disqualified for loading. Only one title control number may be matched in an existing record. Only one title control number may be assigned to an incoming record for matching. The list of values selected in this field determines which of the possible values that can provide a basis for a title control number is actually used for the incoming record. A list is selected so that in the absence of the first possible value, a number may still be assigned, in order, based on the selections. If the number that is assigned to an incoming record based on this selection is not the same base number used in the existing record, SirsiDynix Symphony will not consider the record to be matched. The record will either be created as a new record, or disqualified for update, depending on the Title Control Number Matching Rule selected. |
Only the subfield a of the Title Control Number field is used for matching.
For example, the title Welcome to Your Life, which has NEVER been cataloged, is in the catalog. It contains the title control number o39024655. Its ISBN is 1571310177. Its LCCN is 98019341. When the cataloger finds more complete cataloging copy on OCLC (which has the same 020 and 010 values as the existing record), he captures the record and loads it using the following values.
| – | In the Title Control Number Source for Incoming Items field, he uses the gadget to select values in this order. (iol) |
ISBN (020), OCLC (001), LCCN (010)
| – | In the Title Control Number Matching Rule field, he selects Rule 2, which checks the date cataloged and creates new records as well as updating existing records, as matched. |
Even though the record is obviously a match, with all of the same potential control numbers, a new record is created instead of updating the existing NEVER cataloged record. The control number source with which the record was originally loaded, OCLC (001), was matched against an incoming title control number assigned using a different number, ISBN (020), causing a duplicate record to be created.
If you are creating new records and none of the selected sources are in a record, an automatic title control number will be generated. The format of the generated control number is an ”a” (lower-case a) followed by a string of characters.
Regardless of the title control matching, the bibliographic (or MARC tags) information can only be updated if the Update bibliographic record when updating records option is selected.
Leading Spaces in Matching Numbers
When a new record is created by the Load Bibliographic Records report, any leading spaces will be stripped before the record is added to SirsiDynix Symphony. Existing SirsiDynix Symphony records, however, may contain leading spaces may as part of a title control number. An incoming title control number is tested first with leading blanks stripped, then tested again with the leading blanks included. If the incoming number matches either with or without the leading blanks, it is considered a match. However, if the number is matched with spaces, the existing number must have exactly the same number of leading spaces as the incoming number. An incoming number that does not have leading spaces cannot match an existing title control number that has leading spaces.
Call number is the second level of information. When using the ”Call number load rules” option, the primary source for the call number must be specified as the first call number load rule, followed by the other alternate sources. For instance, the LC,050,,N default rule may be the primary call number source for you if you always accept the Library of Congress call number as your primary call number. However, if you assign your own call numbers, it is a secondary call number source. You would instead add rules for a 999 or 949 first, followed by an 099 or 090, and then the 050 rule (such as LC,999,a,N/LC,090,,N/LC,050,,N).
If you are loading records using a 9XX tag for holdings, such as the 949, you must set up the call number hierarchy to search the 9XX tag first. If there is no call number in the 9XX tag, then SirsiDynix Symphony will search for the call number in the next field on your list, presumably the 099 or 090 for LC call numbers
If the Update AUTO-assigned call numbers option is selected, the incoming call number is not checked for duplication, and the call number is overlaid if it is a SirsiDynix Symphony generated call number such as XX(48015.2). If a call number (including volume) exceeds 40 characters, the SirsiDynix Symphony call number is truncated to 40 characters, and the entire call number is stored in the call number overflow tag (597) of the bibliographic record.
The third level of information is the copy processing. When using the Copy Processing option, it is important to specify how copies will be created and/or updated. When copies are compared for updating, they are matched if the call number, copy number, and library in the incoming record exactly match an item’s call number, copy number, and library in the system. It is not the item ID which is matched. If an item ID is specified in your copy processing statement (such as 949) and it is a duplicate of an item in the system it will be rejected.
Related topics
Using the 948 Entry for Date Stamping and Shadowing
Using the 949 Entry for Copy Processing
FAQs: Loading Bibliographic Records