SETTING UP OCLC CONNEXION TO CAPTURE RECORDS FOR EXPORTING TO SIRSI USING SMARTPORT

1. SETTING UP OCLC CONNEXION TO CAPTURE RECORDSFOR EXPORTING TO SIRSI USING SMARTPORT Richard Paone Assistant Librarian (Cataloger) The Dickinson School of Law, The Pennsylvania State University Carlisle, Pa. rop2@psu.edu

2. Why do it this way? • Catalogers at libraries which have Sirsi as their ILS may prefer to do their actual cataloging and editing of bibliographic MARC records on Connextion Client, and then "smartport" the records into Sirsi. The reasons may include keeping a "legacy" OCLC code (my reason), easier ability to work with diacritics, validation of authorities, constant data, and simply convenience of having Sirsi control number which is the same as OCLC record number. This presentation will give detailed instructions how to set up both Connexion and Sirsi, so that cataloged MARC records saved in the former can be easily exported to the latter (i.e. imported into Workflows). Following this presentation, the floor will be open for discussion of other methods of importing records from OCLC, other vendors, etc.

3. IN CONNEXION· Click on “Tools,”then “Options” on Menu Bar

4. · Click on “Export” tabthen click on “Create”

5. · The “New Export Destination” window will pop up; select “File”, then click on “OK”

6. · The “Export Filename” box will pop up.Move four mouse clicks up the directory level (out of the OCLC program folder)until you reach your Local Disk directory. Or, click on the “Look in” drop down menu and select “Local disk (C:)”

7. Double-click on the Documents and Settings folder.In that folder there are a number of other folders. In my case,I double-click on a folder called rop2 (my initials and e-mail user ID).

8. Inside the folder I have named rop2 (you may not have an additional folder such as this) is a file calledSirsi.

9. Open the folder named Sirsi; there should be another folder called Workflows.

10. You may have to create both the Z3950 folder as well as the Save folder on the next slide. They may not be part of the standard WorkFlows install, but need to be created locally. Be advised that these folders MUST be EXACTLY where I have indicated. WorkFlows will not “find” them in any other location. Open the folder called Z3950

11. Type in the file name for your new export destination. You can name it anything, but it MUST have .mrc as the extension. Double click on the Save folder inside the Z3950 folder, making sure All Files [*.*] is selected in Files of Type.

12. Click on Open The Export Destination Name box will pop up. The file structure of your export destination .mrc file will show in the Export Destination Window.

13. Click on OKAn options window will appear; the destination you just created will be highlighted.

14. Click on “Apply”, then click on “Close”.Now you are ready to begin saving bib records to be exported to SIRSI.

15. TRANSFERRING THE RECORD FROM OCLC LOCAL/ONLINE SAVE FILE· Search for OCLC bib records as always. Once record is finshed, headings controlled, record validated and holdings added, the record may be added to a local or online save file. Then hit function key F5. · This will save your record(s) to the .mrc file you set up in Workflows (here named 23April2008).

16. Log onto Sirsi and click on the SmartPort (lightning bolt symbol) icon. You should see the “SmartPort : Connect to Databases” screen.

17. Click on the “Saved files” (hourglass & floppy) icon in the upper left corner and you will see the following screen:

18. First, left click on the .mrc file you wish to import from (23April2008.mrc in this case), then click on the magnifying glass icon (upper left)

19. You will see the following screen with two drop down windows for the Saved File details:Z3950 format should be SIRSICATEncoding scheme should be UNICODE if your library has an Oracle server;otherwise MARC8 should work fine.

20. Click the OK button, and your saved record will appear, looking something like this:

21. Click on the capture button and you will see a screen similar to this.Library – Allows you to specify the library for which this record is being loaded. Select a library from those available in the listing. Other values are explained in following slides.

22. You can decide how the bibliographic record you are viewing will be entered into Unicorn. • Replace Current Record – Allows you to replace the last bibliographic record modified in WorkFlows with the record currently being viewed with the SmartPort wizard. Any Unicorn title selected can be replaced by an incoming record. A window opens providing author, title, and call number information for the record to be replaced. You can choose to replace the existing record or cancel the transaction. When using SmartPort to replace a current record in a non–unique call number catalog that had at least one existing bibliographic record with the same call numbers, Unicorn checks the item ID as well as the call number, so the correct bibliographic record is updated. If a bibliographic record has not been accessed during the current session, the following system message displays.No record is available to replace. Caution When replacing an existing record using SmartPort, old 006 entries are replaced with new entries. If the existing catalog record has 006 fields and the captured record does not, the existing 006 field codes in the catalog record are deleted and must be re–entered. Note If the call number of the incoming record matches a call number in the catalog, only the bibliographic data is overwritten. If the call number of the incoming record does not exist in the catalog, you will be prompted to type a new call number and item information. If you do not type any call number of item information, only the bibliographic data is overwritten. • Match and Load – Allows you to search for an existing, matching record in Unicorn and load the record based on the result. The matching and loading is based on the values in for Title Control Number Source, Call Sources, and Library. When Unicorn finds a matching record, a window displays indicating the type of match used, and the matched number.ExampleMatching record found on LCCN (010) — 73012456 Whether the record is matched or not, the incoming record is loaded into a SmartPort capture record. The record may be edited, or the transaction may be discontinued by closing the SmartPort window.

23. Title Control Number Source – Allows you to specify the entries in the MARC record that should be checked for a match in the catalog. Use the Title Control Key Rules gadget to select Title Control Number Source values. Unicorn checks the catalog for a title control key match on the first Title Control Number Source value. If no match is found, the second Title Control Number Source is checked, and this pattern continues until all Title Control Number Sources have been checked. Title Control Number Source determines whether the title control number of the existing record is replaced or retained. Title Control Number Source is used to specify which fields should be used for title control number matching. If no match is found for the title control key in the incoming record, the title control key is created in the SmartPort capture record from the first Title Control Number Source listed. Note Only the subfield a of the Title Control Number Source field is used for matching. Call Sources – Allows you to specify the source of call number information. Use the Call Number Load Rules gadget to select Call Sources values for class scheme, entry, subfields to use, and whether the last occurrence of the entry should be used. Bibliographic records loaded via SmartPort will be created as title and call number records. Use the Add Copies wizard to add copies.

24. I have set up my Call Sources value to include the following information:LC,050,,N/LC,090,,N • The call number assignment process looks in the 050 entry for a call number. The class scheme of this call number would be LC. Since the third value is blank, use all subfields in the 050 for the call number. If there are multiple 050 entries (unlikely), use the first one. If the record does not contain 050 entries, look for an 090 entry. The class scheme to use would be LC. Use all subfields in the 090, and use the first occurrence of the entry.

25. Click on OK. Here, I have chosen “match and load”, since I do not want this record to replace any title already in Unicorn.

26. Here is the imported record, in all its MARC-formatted glory!

27. And here is the LC call number, pulled from the 090 field in the bib record, as there was no 050 call number to take priority. Make any changes necessary to the record, click “save”, then click “close.”

28. Here is a acquisitions record (also know as a “dirty bib”) destined to be overlayed by a proper MARC record for the same title.

29. Here is the replacement record, brought in from Connexion after being properly edited, headings validated, and holdings tag added. Notice the “Formatted” box is checked. If not checked, the reocrd would display as a MARC record.

30. This is the same record, with “Formatted” unchecked. Notice the MARC tags. Click the Capture button to import it into WorkFlows.

31. Click the OK button, and a Window pops up.

32. Click the OK button, and a window pops up. Click the Replace button.

33. Here is the full MARC record that will replaced the “dirty bib.” Unfortunately diacritics (umlauts in this case) do not carry over from Connexion into Workflows. The Special Characters Table in Tools must be used to insert them manually. The LC call number (again no 050 field was in the bib record) has been pulled from the 090 field in the record. Click the Save button , and the old record is replaced by the new. In this case, we must go into Modify Title to insert the umlauts.

34. Here, in a nutshell, are the basic instructions for setting up OCLC Connexion to capture records for exporting to Sirsi using Smartport. Follow the instructions in the handout based on this presentation, along with the instructions in WorkFlows Help, and you should have no problems. For those libraries cataloging large numbers of theses, using Connexion’s constant data function will make it much easier. Also, records will be easier to keep track of, since your control number will be the OCLC record number. As for diacritics, they may not carry over from OCLC into WorkFlows, but at least you will have an easier time finding where to insert them. Finally, if your library has a different OCLC tag than your main campus (true in the case of Dickinson School of Law versus the main Penn State Library), adding your tag on OCLC before bringing a record over into Unicorn will preserve your unique identifier.