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.

Before export

  • Edit record in Connexion and save to the local save file.
  • Add the Bib Location 949 field for the Library/Collection using the correct macro from the usm3 keymap. When cataloging materials for multiple libraries/collections, add the other Bib Location code(s) to the 949 field following a comma.
  • See the Location Codes table here.
  • Take care never to use an item location in the Bib Location 949 field. Most bib locations are one or two digits but one (c2s Cook 2nd Floor South) is three digits.
  • 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 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.
    • See the Location Codes table here.
    • Take care never to use a bib location code in the item 949 field. Item location codes, which are four or five digits, can be entered after export (see below).
    • In the 990 field, add your initials in $ a.

Overlaying

  • To overlay a bib 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.

After export

  • Verify that the record exported correctly.
  • Verify that there are not duplicate records.
  • Verify that the record overlaid properly (if overlay was intended).
  • To suppress a record from public display, 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.

Bib and Item Locations Table

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.

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.

McCain Collections: Never use the one-digit code "m" for Bib/Library code, since McCain does not have a general stacks location and everything is in a named collection. All McCain collections use two-digit codes:

  • ma = Historical Manuscripts and Archives
  • md = de Grummond Children's Literature Collection
  • mm = Mississippiana
  • ms = Special Collection and Rare Books

Code "m" is in use only for cleanup records.

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.

 

Updated March 2014

 

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