Acquisitions - Pre-Processing Bibload
About
This article covers procedures for loading vendor supplied records into the Symphony database.
Only libraries that have had their vendor-supplied records vetted by MSC System Administrators will have access to the Modules and reports in WorkFlows. To have vendor supplied records vetted, please
open a help desk ticket.
Vendor-supplied Records
When orders are ready to ship, your vendor will either inform you that the final bib records are available on their FTP site for download and import into Symphony or they will email you the final file.
If the file is available on an FTP site, download the MARC file in .mrc format from the vendor’s FTP site to your local machine.
Loading MARC records
1. In the Utility Module
2. select the MARC Import Wizard
3. Using the Source Gadget, select the order file you saved to your Desktop from the vendor’s ftp site.
4. In the destination field, enter the name of the file in free text.
Be sure to be descriptive. You will need to look for this file in later steps and other libraries may also be loading files at the same time.
5. Click Import and then Yes if there are additional orders to import, or No if this is the only one.
Close the Wizard.
Bibload Report Template
A specific bibload report template will be constructed specifically for your pre-processing records. If your library uses other bibload templates for non-processing bibloads, be sure to communicate to your technical services department that the designated pre-processing template should not be modified, as load matching configuration, call number load rules and holding code/item policy information will be different.
For pre-processing libraries using 9XX ordering with EDI, this pre-processing bibload is designed to find the order record and match on it based on ISBN or OCLC control number, update the order record to the full record, update your call number and add items using the specifications in the 949 tag of the bib record including holding code, price and item ID.
For pre-processing libraries not using the Acquisitions Module or loading order records, this bibload report is designed to match on existing order records and permanent records in the catalog.
This bibload report also assigns a current location of AVAIL_SOON for incoming items so that they will not immediately trap any holds.
Running the pre-processing bibload template report
1. In The Reports Module in Schedule reports, select the templates tab.
2. Highlight your pre-processing bibload template and select Setup & Schedule.
1. In the Load tab of the report
2. Select the File to load drop-down
3. Choose the file name you just uploaded.
There may be other file options available but these are for other libraries. Please only select the file you loaded in step 4 of
Loading MARC records, above.
Make no other changes to the report.
4. Click Run Now to load this file.
New Record Quality Control
Once the bibload report has run, you can use your new vendor created Titles report (catlist) to list all bib records that were created.
This catlist report will not list bib records that matched existing records in the catalog, only those that were new records created by your library by the bibload.
Using this report, you can monitor bib record quality and communicate with your vendor about issues you see in your contracted cataloging.
Some library's bibload reports are not set to overlay existing records, only to load items.
The SCP also stipulates in section 3.4 (
Standard Cataloging Procedures - Copy Cataloging) that you should check one fourth of your incoming records for adherence to record standards. This includes only those records that create new records and not those that match on load. However, you should also review your newly created bib records to ensure that the load did not create duplicate records as per the attachment rules in SCP section 3.1.
For help with Transferring, please see the
Transferring items video.
After checking your newly created records in the catlist report for duplicate records you may transfer your holdings to the primary bib record that already existed in the catalog, but be sure to be mindful of the following considerations:
- at the time of order it can be very difficult to tell large print from regular print bib records because acq bibs do not contain 007 or 250 fields as a rule. If you want to transfer your record to one owned by another library(ies) be sure that their holding code or call number associated with open orders does not contain the letter LT. When in doubt, check with the owning library before transferring you items to that bib record.
- at the time of the final load, the bibload report is trying to match on ISBN first and other control numbers second. Though your library has loaded their final copy, other acquisitions libraries may still have outstanding orders. If you merge your record with theirs and the ISBNs differ, the other acquisitions library may not find a matching destination record in the system thereby creating a duplicate order record. If you decide to transfer on behalf of other acq libraries on-order copies to your final bib, be sure to bring over their ISBN from the 020 and that it is the first 020 in the record.
If you have questions about how to manage multiple acquisitions libraries workflows while reducing duplicate records and parallel holds queues, please open a help desk ticket.
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