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    Loading updated bibliographic and authority records after vendor authority control work complete

    • Product: Voyager
    • Product Version: 8.0.0 and higher
    • Relevant for Installation Type: Multi-Tenant Direct, Dedicated-Direct, Local, TotalCare

    Question

    We sent records to a vendor for authority control work, and they are ready to be reloaded into Voyager now. What steps are necessary to do this?

    Answer

    Starting assumptions:

    • Incoming records (records in files from vendor) have the same record ID as matching records in database
    • Record ID is desired match point
    • Existing authority records will all be deleted prior to loading new authority records. See How to delete a set of authority records
    • All authority records will be loaded into the database, and all bibliographic records will be replaced.
    • Any bibliographic records in file that do not match records in database should be discarded
    • No change in character encoding of records (MARC21 UTF-8)
    • Import will be run on the server
    • Operator is familiar with Bulk Import parameters (see Technical User's Guide for more information)
    • Record files have been placed on server. (Workflow references example named NewAuths.aut in directory /m1/voyager/xxxdb/local)

    The above are not requirements. They are a set of assumptions guiding the example workflow below. Adjust according to local needs and practices.

    Codes and names used as examples will be referenced in later steps. Not necessary to use same names and codes - adjust to local conventions/practices.

    Configure System Administration
    1. Configure duplicate detection and a bulk import rule. 
      1. Bibliographic record matching
        1. System Administration > Cataloging > Bibliographic Duplicate Detection > New
        2. Profile tab
          1. Fill in Profile Name and Profile Code. (Example: Match Bib ID / MBBID)
          2. Duplicate Handling: Replace
          3. Check box for "Discard incoming records that do not match existing records"
          4. Duplicate Replace: 100
          5. Duplicate Warn: 100
        3. Field Definitions tab
          1. BBID, Bibliographic Record ID
          2. Field Weight 100
        4. Click Save
      2. Authority record matching
        1. System Administration > Cataloging > Authority Duplicate Detection > New
        2. Profile tab
          1. Fill in Profile Name and Profile Code. (Example: Match Auth ID / MATID)
          2. Duplicate Handling: Add-Unconditional
          3. Duplicate Replace: 100
          4. Duplicate Warn: 100
        3. Field Definitions tab
          1. ATID, Authority Record ID
          2. Field Weight 100
        4. Click Save
    2. Configure Bulk Import Rule
      1. System Administration > Cataloging > Bulk Import Rules > New
      2. Rule Name tab
        1. Fill in Profile Name (Example: Bib-Auth Control Update)
        2. Fill in Profile Code (Example: BACU)
      3. Rules tab
        1. Bib Dup Profile: MBBID
        2. Auth Dup Profile: MATID
        3. Owning Library: {select appropriate}
        4. Expected Character Set Mapping of Imported Records: MARC21 UTF-8
        5. Check box for "Leave OPAC Suppress Unchanged for Replaced and Merged Records"
      4. Profiles > Single MFHD > Load Bib, Auth Only
      5. Click Save.
    Test and run import process on server
    1. Test the import process by importing 10 records from one of the files and checking in Cataloging.
      1. SSH to server
      2. cd /m1/voyager/xxxdb/sbin
      3. Pbulkimport -f/m1/voyager/xxxdb/local/NewAuths.aut -iBACU -b1 -e10
      4. Check log: /m1/voyager/xxxdb/rpt/log.imp.{datestamp}.{timestamp}
      5. Note record IDs and check in Cataloging to be sure records handled as expected.
      6. If problems, make adjustments to rules or duplicate handling and repeat steps until outcome is as desired.
      7. Once test is satisfactory, move on to next steps.
    2. Import remainder of file.
      1. SSH to server
      2. cd /m1/voyager/xxxdb/sbin
      3. Pbulkimport -f/m1/voyager/xxxdb/local/NewAuths.aut -iBACU -b11
    3. Repeat for remaining files.
    4. Check results in log files and in Cataloging module.

    • Article last edited: 15-Mar-2017