Setting Up General Import Source Parameters for Bib and Authority Records

An import source determines the rules by which Horizon processes incoming records. You must have at least one import source set up if your library plans to import MARC records. You can define multiple set of rules for each provider from which you obtain MARC records. In fact, since you can only define one tag at a time from which to process data for each source, providers using a different prefix for authority and bib records require two sets of import source parameters: one for authority records and one for bib records.

When you import authority records that contain See Also (USMARC 5XX) and See (USMARC 4XX) tags, Horizon follows certain rules by default:

If you import an authority record with a See Also tag and it matches an existing invalid heading, Horizon changes the See Also tag to a See tag.
If you import an authority record with a See tag and it matches an existing valid heading, Horizon changes the See tag to a See Also tag.

If you import a record with a See tag and it matches an existing valid system-created record, Horizon changes the valid record to invalid and links any existing bib records to the newly imported authority record.

Horizon logs these changes in the bib_auth_invalid_audit table.

You can change the default so that Horizon preserves incoming or existing authority records, even if there are existing headings that conflict with the incoming See or See Also tags. (For instructions, see “System-Wide Settings” in the “General Setup” chapter of the System Administration Guide.)

Changing the default is a system-wide change that affects all import sources.

Library staff reviews records in the Data Load Error Log window. (For more information, see “Resolving an Import Error” in the “Importing and Exporting Records” chapter of the Cataloging Guide.)

If overlay rules indicate that Horizon should delete an authority record, Horizon checks to see if any bib records are attached to the authority record. If bib records are attached, Horizon does not delete the authority record. Instead, Horizon sends the incoming record to the Error Log.

To set up general import source parameters for bib and authority records

1 Open the import_source view in the Table Editor, or start the Import Sources process.

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

2 Choose the import source you want to change, or create a new import source.

Horizon displays the Edit Import Source window:

3 Complete or update these fields as needed:

Field

Action

Import Source

Enter a code that identifies the provider of the records in this field.

Import sources could include OCLC, RLIN, and ISM.

Description

Enter a description of the source.

For example, enter “OCLC Authorities” or “OCLC Bibliographies”.

Create Items

Choose one of these options:

No. Choose this option to have Horizon not create item records.
For New Bibs Only. Choose this option to have Horizon create item records for new bibs only.
For New or Matched Bibs. Choose this option to have Horizon create item records for new bibs or while preserving your existing bib record for the title.

Vendors sometimes ship brief bib records that can serve as placeholders to remind cataloging staff to enter a full bib. These brief bib records may also contain embedded item information. If a brief bib record replaces an existing full bib record, the embedded item information in the brief bib overwrites any item information that may have been part of the full bib. However, cataloging staff must reconstruct the full bib record manually.

In order to import embedded item information without overlaying an existing bib record, you must set your import source parameters so that Horizon knows whether to create new item records for just new bibs or for both new and matched bibs. (For more information, see “Overlay Options” in the “Importing and Exporting Records” chapter of the Cataloging Guide.)

Item Tag

Enter the bib record tag from which Horizon extracts item information when it creates item records for imported titles.

For example, item information is often contained in the 949 tag.

If you do not want to use the import source you are creating or editing for item creation, leave this field blank.

Note: If your library does not store item information in bib records but still wants to create an item record for each bib record, enter a tag number that is present in every bib record you import, such as 049.

Filter Program

Enter the filter program you want to use if you are importing non-MARC records.

Note: Contact Horizon Customer Support if you want to import non-MARC records.

Filter Arguments

Enter arguments for importing non-MARC records.

Note: Contact Horizon Customer Support if you want to import non-MARC records.

Import Charset

If the records you are importing use a code page instead of an ALA character set, enter the code page.

Note: For Horizon to read the code page, it must be defined for the workstation you are using.

Default Owner

Enter or choose the code for the owner for the records you are importing.

For more information on record ownership, see “Securing Horizon” in the “Security and Preferences” chapter of the System Administration Guide.

Status for New Bibs

Enter or choose the code for the status code assigned to new incoming bibs.

For instructions on setting up bib record statuses, see Setting Up Item Creation Parameters.

Status for New Auths

Enter or choose the code for the status code assigned to new incoming authority records.

For instructions on setting up authority record statuses, see Setting Up Item Creation Parameters.

Staff-Only for New Bibs

Mark this box if only staff can view new bib records.

Staff-Only for New Auths

Mark this box if only staff can view new authority records.

4 Click Page Down or resize the window to display these general authority parameters:

 

5 Complete or update these fields as needed:

Field

Action

Match Point match is required for auth delete

If you want to require a match against your match points before Horizon can delete a record, mark this box.

Match Point match is sufficient for auth delete

If you want Horizon to delete a record if finding an existing matching record based on a match point is enough to identify that record as a match, mark this box.

If Horizon does not find a matching record based on a match point, Horizon uses extra checking to keep searching. (Extra checking involves such things as matching the main heading, the scheme, or use codes.)

All auth deletes go to manual review w/o deleting

If you want to send all records with a “delete” status to the Error Log without actually deleting the records, mark this box.

Match Point match is sufficient for auth replace

If you want Horizon to overlay or merge an existing record if matching based on a match point is enough to identify that record as a match, mark this box.

If Horizon does not find a matching record based on a match point, Horizon uses extra checking to keep searching. (Extra checking involves such things as matching the main heading, the scheme, or use codes.)

Overlay Invalid to Valid if no main heading

If you want Horizon to look for a 4xx to 1xx match if the main heading (1xx) of the incoming record does not match an existing 1xx or 4xx heading, mark this box.

Only 4xx headings coded as Earlier Established Form on the incoming record will be used to check for a match.

Undifferentiated Pers. Names go to manual review

If you want to send a matched record that is an Undifferentiated Personal Name to the Error Log, mark this box.

Complex Reference Note auths go to manual review

If you want to send a matched record that has a Complex Reference Note to the Error Log, mark this box.

6 Click Page Down or resize the window to display Auth Link Type:

7 Mark the option to choose the kind of authority linkage you want authority records to use on import.
8 Save your changes.

 


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