Connexion: Exporting Records
Unlike Sirsi, III has real-time exporting. When you click the Export button in Connexion, the record goes into Millennium immediately. It is possible to export records in batches, but that procedure requires several steps and will be used to load large files, such as records for e-books or government documents. There are no bibload reports to warn us of duplicate records or other errors, so catalogers will be expected to check their work carefully, both before and after the record is exported.
- Edit record in Connexion as needed and save.
- Add the Bib Location 949 field for correct Library/Collection using the correct macro from the usm3 keymap. If you are cataloging materials that will be held by multiple libraries/collections, add the other Bib Location code(s) to the 949 field following a comma.
- Add the Item Record 949 for each item using the correct macro from the usm3 keymap. The macro will also add a 990 field for each item. Only one 990 field is required; delete all the rest.
- In the Item Record 949(s), add initials/date, item location code, order price, status (if different from the macro default), and volume number (if applicable). Scan in the barcode. Proofread carefully. Item location code, etc., can be entered after export (see below).
- In the 990 field, add your initials in subfield a.
- To overlay a specific record, change the ov=__; command in the first 949 macro from ov=x; to ov=[bib record control no.];, e.g. ov=.b12345678; . USE THE PERIOD in front of the b in the control number and DO NOT REMOVE the semicolon at the end of the command.
- The command ov=x; means "do not overlay anything with this record." We do not want incoming records to automatically overlay existing records, since local note information might be lost.
- If the OCLC record you are working with happens to be in our database already, the system will not kick out the incoming record as Sirsi would have done. Instead, a duplicate OCLC record will be created with your item record information attached. For this reason, it is very important that you read the information in the export dialog box to check for duplicate records, both as you catalog your item and as a double-check after you export. If you find that a duplicate record has been created, delete it and attach your item(s) to the record already in Millennium.
- As you would in Sirsi, verify that your record exported correctly.
- Recheck for duplicate records as described above.
- To suppress a record from public display (called shadowing in Sirsi), double-click on the Item Code 2 fixed field in the item record. Select code n and click OK.
- In the item record, double-click on the Item Location fixed field with the default item location code, zzzzz. A table of location codes will pop up. Highlight the correct item location code for your item and click OK to insert it into the fixed field.
CAUTION: The location code table contains both BIB and ITEM location codes. As of now, there is no way to separate them in the list. Bib location codes belong in the bib record and should not be used in item records. Here are our bib location codes:
||Cook Library (general)
||Cook Gov Docs
||Gulf Coast Library (general)
||GC Student Service Center
||Jackson Cty (obsolete as of July 1, 2010)
||*McCain Library (general)
||*McCain de Grummond
||*McCain Special Collection
These codes correspond to the library locations in Sirsi, with the addition of some of our major collections. Codes were assigned in this way to facilitate searching by location in the OPAC.
*For McCain items, the two-letter specific bib location codes should be used. The general code "m" is in use only for cleanup records, since McCain does not have a general stacks location and everything is in a named collection.
Statistics: We will experiment with the system's ability to tabulate statistics for us, but until otherwise notified, catalogers should keep all manual statistics for cataloging, database edits, etc.
Kathleen Wells, May 2010