Skip Maine state header navigation

Agencies | Online Services | Help

Skip First Level Navigation | Skip All Navigation

Home > SOLAR > Operating > How to Contribute Records

How to Contribute Records to SOLAR

Sending files

Initial Load

Virtually any MARC or MARC-like format is acceptable for the initial load of records from your library.  Records in MicroLIF 87 and  MicroLIF 91 format are fine.  Librarian's Helper files are usually not a problem.  If you have been a heavy user of the Maine Card Service, we may be able to extract many of your records from that archive if you alert us to the need to do so.  If in doubt, ask.

Note, however, that completeness and consistency is important in a database of records from many sources.  Large numbers of incomplete records can accumulate quickly if one is not careful.  Hence, records that lack basic data elements such as ISBN, LCCN, imprint and physical description will be skipped.  Other markers of poor cataloging practice will be used to determine which records will be loaded and which will remain for the local library to add interactively or provide in an improved form.

Update Methods

Even before initial loading, it is important to consider how you will keep your SOLAR information current. You should decide on one of the following before contributing records or beginning use of the system.

  1. Fully Interactive Method: Add and delete all records interactively, using software and training provided by the Maine InfoNet project.This method may be appropriate for libraries that have no local automated system. It may also appeal to libraries that put a premium in being able to make immediate changes in the database.(This method can be used even if the library has provided a file of records for initial loading.)

  2. Batch Adds Method: Send a complete file of records the first time, then in subsequent cycles send files containing only new titles.  The library is expected to handle deletions through direct, interactive use of database editing software provided by the Maine State Library.This method will make sense for libraries that have a manageable number of deletions and don't mind doing them interactively. It may also make sense for libraries with a backlog of records from a cataloging program but without a functioning automated library system. Each successive file of "Adds" must not duplicate records you have previously sent.
  3. Successive Snapshots Method: Provide a complete file of records from your local library system each time you contribute. The file should be in MARC 21, USMARC or another supported format. After the first, each subsequent file will be compared to a mirror of your library's records already in the database. From this Adds and Deletes will be determined.

This method requires a unique barcode number in every record.  Barcodes must NOT be re-used.  The Maine State Library will attempt to do deletions in batch mode, based on the comparison method described above.  However, as of this writing we are not certain of how well this batch deletion approach will work.  As a fall back, the Maine State Library may instead provide a list of deletions that the contributing library will be expected to delete using the interactive record editing capability of the SOLAR software.

This method will make sense for a library with a functioning library automation system and a substantial number of deletions to process.  If it works as expected, it should avoid the need for any interactive deletions. Note that if one starts contributing through Method 1 or Method 2 it will not be possible to change to Method 1 for subsequent contributions. Switching in the other direction is not a problem, however.

Details of the mechanics of sending files

Notes On SOLAR Operation

  • Records added to SOLAR are initially suppressed from view in MaineCat, the Statewide Library Catalog.  When a library becomes active for online requesting and lending these holdings are "unveiled". 
  • Incoming files are always compared to a mirror image of SOLAR, and then to a Library of Congress database.  In most cases, only your call number and a handful of other local data elements are moved to this record. The bibliographic description in your record will usually be replaced.  The only exception: records that can be identified as having the markers of  good quality standards based cataloging and are either older than the contents of our resource files or represent local or unique resources.
  • The database operates on the shared master record principle.  At the time of loading, the incoming record is sought in the database.  If a match is found, the best record based on encoding level is retained in the database, and the holdings information from the other record is moved over onto the master record.  This may sometimes mean that subject headings or notes in the record with the lower encoding level will not survive.
  • Very brief records and other records that cannot be successfully merged will not be loaded.  There is no assurance of 100% loading.