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Home > Minerva > Cataloging > How To's > Export Data For Use Outside Minerva

How To Export Data For Use Outside Minerva

Do you have a need to export patron record data to create a local mailing list?  Do you wish to construct a separate database of items in one section of your library?  Do wish to slice and dice Minerva data in ways that you can't within the system?  This How-To is intended for you.

In outline, here are the steps to follow:

  1. Gather the records of interest in a review file.
  2. From the List Records menu for that review file, select the "U > Output USER-selected format" option.
  3. Choose  "C > CREATE a new file for output".
  4. Use letters and numbers to select the fields of the patron record that you wish to export, in the order you wish them to appear.  Hit enter when done.
  5. Insert desired Record Format values.  The defaults below work fine for the widely used comma-delimited format: 1  > Field Delimiter... ,
    2  > Text Qualifier... "
    3  > Repeated Field Delimiter... ;
    4  > Maximum Field Length... none
    • Most spreadsheet and database programs accept fields delimited by commas and quotes.  Some software prefers TAB-delimited files, however. Many programs, however, cannot intelligently handle instances of repeated fields, however.  Know your target program and its requirements and limitations.
  6. Choose "C > CREATE a new file for output", then specify a filename.
  7. Choose "Y" when asked "Output the file now?"  (If you wish, you can postpone Output by saying "N" here.  At some later date, perhaps when you have multiple files you would like to Output all at once, you can start at "U > Output USER-selected format", then choose "O > Output file".)
  8. From the File Transfer Software menu, choose "msl1.ursus.maine.edu" to use the Maine State Library's utility ftp server.  (If you have an FTP server of your own, choose "E >Enter a host" to specify its address.)  Request the username and password from info.support@mestate.lib.me.us.
  9. A list of files will appear.  Your file should have "PUT" beside it.  Select "T > TRANSFER files", then Enter.  When prompted, select "C > Continue", then Quit.  You are done your work within Minerva.
  10. To retrieve the file you have sent to the FTP server, point your FTP client software to msl1.ursus.maine.edu, use the same username and password specified in step 8.  Download the file to your desktop PC.