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Home > Minerva > Cataloging > How To's > Load Batches of Bib and Item Records

How To Load Batches of Bib and Item Records

Generally, loading of batches of bibliographic and item records is done by Maine State Library staff.  Libraries that have a need, as well as a willingness to observe standard practice, can be enabled for loading their own batches of records.

Preconditions

Libraries loading batches of records must agree to do the following:

  1. First search Minerva for a good quality record to which item information may be attached. Only if no match is found, or if the record is of inadequate quality, should the library look to other sources of records.
  2. Load only good quality records that meet Minerva guidelines.
  3. Review each load and resolve false uniques and other error conditions immediately.

Procedure

MARC records with item information in the following subfields of a 949 field
a Call Number "QA 123", "QA 123 B222A", "949.22 M112b", "808"
b Book Number (Optional, may be included in subfield a)
c Volume Designation "Vol. 3","v. 12", "v22"
g Copy Number  "2"  (numeric only)
i Bar Code "312340000123450"
l Location "xyzrf", "abcn"
n Item Note "Smith Memoriam"
p Price "27.00", "5.37"
s Status "o" (Library Use Only)
t Item Type "1" (book), "17" (serial), "20" (video tape)
  1. Assemble a file of MARC records with item information in the following subfields of a 949 field (second indicator MUST be set to "1"):
  2. Place the file on an FTP server.  If you do not have one available to you, MSL can provide info on how to use its server at ftp://msl1.ursus.maine.edu.
  3. 3. Enter the character-based Minerva system and select A>Additional System Functions... M>Read/Write MARC Records...  Z>Load records via locally-created load profiles.
  4. Import the patron file by selecting F>Read MARC File Into Innopac Using FTS, responding to prompts and selecting files from your FTP server.
  5. Preprocess each file by selecting  P>Preprocess Text Patron Records Loaded Via FTS.  Error messages indicate a format problem.
  6. Select the appropriate load option for batches of records from your library, for example:  X> Load XYZ Batches
  7. Use the load menu to test your data file, as described below, and to manage the load.  (Caution is called for.  Use of Testing Mode, followed by test load of several records to verify proper overlay behavior, is essential to responsible use of this facility.)
  8. Use the T>Mode option to change from Loading Mode to Testing Mode, then choose L> Load Record.  The system will act as if it were actually loading records, reporting the number of new and of overlayed records resulting from your file.  This "dry run" can point out overlay match problems that would be difficult to correct later.
  9. Use the N> Set Total Number of Records to Load option to specify that just the first x records will be loaded when on selects L> Load Records.  It is sound practice to load the first 3 to 6 records in the file, then examine them from Millennium Circulation or character-based circulation to be sure that data elements are being placed in their proper fields.  After you are sure the load will proceed smoothly, load the remainder of the incoming file.  Note that the system keeps track of where you left off, so that next time you load this file, it will not try to load the records you used for testing again.  However, S> Set Start/Stop Block can be used to "zero out" this marker, if necessary.
  10. After the load a statistical report appears on the screen.  If there were any load errors (some of which are more advisories than real errors), an error file will be generated.  Every time you load, print both the summary and the error file to your email address, as well as to the address info.support@mestate.lib.me.us.  If it is later discovered that something went wrong in loading, these files are indispensable in diagnosing the problem.  Having them in electronic form facilitates sending them to MSL staff, should the need arise.
  11. Delete your files when loading is done, using the D> Remove File option.  Retain locally a copy of the file you loaded, however.  That too will be necessary if problems must be diagnosed later.

Updates

This document is updated as required, and in response to user suggestions and questions.  If you have comments in this regard, send feedback.