Importing Bib and Authority Records

You import bib and authority records from a computer file. The import source profile and the Multi-Format Import window choices determine how the new records become a part of your database.

You can import item information without overlaying bib records. (For instructions, see Importing Embedded Item Information without Overlaying Existing Bib Records.)

To import bib and authority records

1 Do one of these options:
Insert the floppy disk that contains the files that you want to import into your workstation’s disk drive.
Identify the directory on your workstation where the files that you want to import are located.
2 Start the Import process.

The default location of this process is the Cataloging folder on the navigation bar.

Horizon displays the Multi‑Format Import window:

 

If you have imported records before, the same settings display as you entered previously. You can override these settings.

If you enter a new import file name or click the File button to choose an import file, the new file path displays as the default setting on the next import session. However, you will have to enter a new file name.

3 Complete these fields:

Field

Action

Import File

Enter the file name.

If you do not know the file’s path, click File to display the Choose a file dialog box and locate it.

Import Source

Enter the code for the import source, or click Codes for a list of valid options.(For more information, see Understanding Import Sources.)

Check with your system administrator if you are unsure of the parameters that each code specifies.

Overlay Bibs and Overlay Auths

Mark one of these options for bib records and one for authority records:

Never. Incoming records never overlay existing records.
Always. Incoming records always overlay existing records.
If newer than local date. Incoming records overlay existing records if they are newer than the local date (the date that a record was last changed on your system).
If newer than Marc date. Incoming records overlay existing records if they are newer than the MARC date stored in tags 005 and 008.

These tags are not automatically updated. If you do not manually update these dates, you can be sure to overlay with newer versions of the MARC records from your MARC record supplier. (For more information, see Overlay Options.)

Note: System‑generated authorities are always overlaid, regardless of the box marked.

Overlay if new auth Use Code validated

Mark one of these options:

Never. Incoming authority records never overlay existing records if the new authority use code is validated.
Always. Incoming authority records always overlay existing records if the new authority use code is validated.
If system generated. Incoming authority records overlay existing records if the existing record is system generated and the new authority use code is validated.

A use code is validated when its setting indicates that Horizon can use the record for a specific authority type.

Log to manual review

If you want to send a message to the Error Log indicating whether the valid use code overlay or merge took place, and if it did not, why not, mark this box.

Overlay if auth Use Code Invalidated

Mark one of these options:

Never. Incoming authority records never overlay existing records if the new authority use code is invalidated.
Always. Incoming authority records always overlay existing records if the new authority use code is invalidated.
If system generated. Incoming authority records overlay existing records if the existing record is system generated and the new authority use code is invalidated.

A use code is invalidated when its setting indicates that Horizon cannot use the record for a specific authority type.

Log to manual review

If you want to send a message to the Error Log indicating whether the invalid use code overlay or merge took place, and if it did not, why not, mark this box.

Create new bib if not overlaid

If you want to let Horizon create a new bib record when the existing bib record is not overlaid, mark this box.

Create new auth if not overlaid

If you want to let Horizon create a new authority record when the existing authority record is not overlaid, mark this box.

Overlay Items

Mark one of these buttons:

Never. Incoming item records never overlay existing records.
Always. Incoming item records always overlay existing records.

Delete Items

Mark one of these buttons:

Never. Horizon does not delete items from the database.
Always. Horizon always deletes items attached to a bib record being overlaid on the database.

New Bib Status

If no default exists or if you want to override the default, enter a new bib record status, or click Codes for a list of valid options.

(For more information, see Changing a Bib or Authority Record’s Status.)

Bib Overlay Change Status

If you want to replace the current bib record status with the status of the overlaying bib records that you are importing, mark this box.

New Auth Status

If no default exists or you want to override the default, enter a new authority status, or click Codes for a list of valid options.

(For more information, see Changing a Bib or Authority Record’s Status.)

Auth Overlay Change Status

If you want to replace the current authority status with the status of the overlaying authorities that you are importing, mark this box.

New Bib Staff Only and New Auth Staff Only

If no default Staff Only setting exists, or if you want to override the defaults, mark the appropriate boxes.

Note: If an incoming record is flagged as Staff Only, only staff workstations can search for and display that record if public‑only indexes are set up.

Selection

If you want to, enter the code for the selection list to which the imported items belong, or click Codes for a list of valid options.

(For more information, see Using a Selection List.)

Owner

If you want to, enter the code for the ownership that can change these records, or click Codes for a list of valid options.

If you do not enter a code, Horizon uses the default owner.

Start process at

Enter the time that you want Horizon to start importing records. Make sure that you also mark AM or PM.

If you want to begin importing immediately, leave this field and the date field blank.

Note: If you set an import time, you must leave the workstation open with Horizon running.

Start process on (Date)

Enter a date.

If you want to begin importing immediately, leave this field and the time field blank.

Note: If you specify a date, you must also specify a time.

4 Click OK.

If the time you enter is more than 12 hours in the future, Horizon displays a warning message box prompting you to confirm the time.

Horizon closes the Multi‑Format Import window.

When the import process begins, Horizon displays the MARC Import Status window:

 

If you scheduled a time to import, the window displays the current date and time and the date and time of import.

The MARC Import Status window displays this information during import:

Field

Description

File

Displays the path and name of the file that you are importing.

Bibs: Matched Bibs

Displays a count of incoming bib records that have overlaid matching bib records in the database.

Bibs: New Bibs

Displays a count of new bib records created.

Note: If Overlay Bibs was not specified and a matching bib record is found, Horizon creates a bib record and reports the match in the mistrake table.

Bibs: Duplicate Bibs

If Overlay Bibs was not specified, displays a count of incoming bib records that had matches on the database, but which Horizon imported anyway. Horizon reports the duplicates on the mistrake table.

Bibs: Links Created

Displays the number of links created between bib records.

Bibs: Bib Errors

Displays a count of incoming bib records that Horizon cannot put in your database because they are not in correct MARC format, or because errors exist in your database. You can view the records with errors in the error log. (For more information, see Using the Error Log .)

Authorities: Matched Auths

Displays a count of incoming authority records that have overlaid matching authority records on the database.

Note: Horizon always overlays system‑generated authority records, regardless of the Overlay Auths setting.

Authorities: New Auths

Displays a count of new authorities created.

Note: If Overlay Auths was not specified and a matching authority record is found, Horizon does not create a new authority record and reports the match in the mistrake table.

Authorities: Duplicate Auths

If Overlay Auths was not specified, displays a count of incoming authority records that match records on the database, but which Horizon imported anyway. Horizon records the duplicates on the mistrake table.

Authorities: Auth Errors

Displays a count of incoming authority records that Horizon cannot put in your database because they are not in correct MARC format, or because errors exist in your database. You can view the records with errors in the error log. (For more information, see Using the Error Log .)

Items: Matched Items

Displays a count of incoming item records that have overlaid matching item records in the database.

Items: New Items

Displays a count of new item records created.

Items: Deleted Items

Displays a count of items deleted from the database when the incoming bib records did not have matching items. Horizon determines the items to delete by barcode.

Items: Item Errors

Displays a count of incoming items that could not be created or overlaid because of database errors or missing information. Horizon records these errors on the mistrake table.

Messages

Displays instructions for resolving errors. May also include the batch number that you need to reference to locate errors from this import in the error log.

Note: You can click Abort at any time to stop the import.

You can view new records using the New Additions processes. The default location for these processes is the Searching\New Additions folder on the navigation bar. You can view errors in the Error Log window. (For more information, see Resolving an Import Error.)

Important: If you use an import source with a profile that does not allow Horizon to create item records, Horizon imports only the bib records. You must create an item record for each item that you add to your collection.

 


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