Staff import profiles - Bibs, Hols, Items + ORDERS
- Corinna Baksik
- William Walsh
- Mallory
- Amanda Schmidt
REMEMBER: Only designated staff members are permitted to run jobs. Refer to the matrix at Jobs & Batch Processes to see which staff members are approved to run which jobs.
REMEMBER: Only designated staff members are permitted to run jobs. Refer to the matrix at Jobs & Batch Processes to see which staff members are approved to run which jobs.
These profiles are managed by LTS and should not be edited by staff.
If you're loading very sparse records, you may consider adding a 914 NO-WORLDCAT field during the load, to prevent the holdings from being reported to OCLC. See an example in the table below. Note that this would prevent them from being eligible for WolrdCat updates.
Overview
Staff should only use import profiles that they have received training to use and for which a sandbox load using the profile has been approved.
Please read Ex Libris' instructions on Importing Records Using an Import Profile.
A normalization routine is used manipulate the data as part of the load.
Read more about each of the profiles available for staff use below.
When reporting problems with a specific file load, please include the Job ID.
Important note about testing on the sandbox: for Acq Method Purchase, because the sandbox is not configured to actually send POs to the vendor, the loaded POs will be In Review and POLs will be in status Ready.
Profile Name: STAFF Acq Purchase, BK (EXCEL)
Summary
- This profile is designed for loading new records, not overlaying existing records. If there is a match to an existing record, the Order/Inventory will be added to existing record, without updating the bib.
- Orders, Encumbrances, Holdings and items will be created.
- This profile and the spreadsheet can accommodate orders for multiple different vendors
These Acquisitions defaults will be applied:
- Physical POL Type: Print Book - One Time
- Currency: USD
- Acq Method: Purchase (Orders WILL be sent to vendor)
- Number of items: 1
- Reporting code: 7031
Input File Requirements
- Excel file (.xlsx)
- Read more from Ex Libris about Importing records with Excel files
Harvard example Excel file with column headers for Orders (.xlsx)
Do NOT include medial or final punctuation in fields 245, 250, 264, 300 (see also Best Practice for Use of ISBD Punctuation)
Columns
*** Important notes ***
- For variable fields, each subfield should be in its own column
- Do NOT include LDR or 008 fields. These will be generated during the load.
- LDR/17, Encoding level 5 will be applied to all records.
- LDR/18, Descriptive cataloging form c (ISBD punctuation omitted) will be applied to records (in Primo, not in Alma), therefore you SHOULD NOT supply medial or final punctuation for fields. See also Best Practice for Use of ISBD Punctuation
- If a cell is left blank, no field will be created, regardless of the column header.
COLUMN HEADERS AND CONTENTS
| Column header | What it should contain | Example | Note |
|---|---|---|---|
| 989$y | 4-digit year of publication for 008/07-10 | 2018 | |
| 989$l | 3-char MARC language code for 008/35-37 | rus | |
| 989$p | 3-char MARC place of publication | ru^ | Use ^ to represent a blank |
| 020$a | ISBN (if applicable) | 0761835423 | Do not include hyphens. Qualifier information should be in separate column as 020$q |
| 245$a | Title | Backyard critters | Indicators will be applied to the 245 field by the loading process using a norm rule. Initial articles will be evaluated for these languages: eng, fre, ger, ita, por, dut, spa. Contact LTS for more. Norm rule applied to this load. |
| 245$b | Subtitle (if applicable) | what dogs love | Skip this column if n/a |
| 852$b | Library code | WID | |
| 852$c | Location code | WIDLC | |
| 049$b | Barcode | HX8123 | Skip this column if n/a; a system-supplied barcode will be generated |
| 049$c | Item policy code | 02 | You may skip this column if you want policy 01 (regular loan) |
| 980$f | Vendor reference number | hrsw123456789 | |
| 980$i | Vendor invoice number | 452938 |
|
| 980$h | Receiving Note | Wire Transfer | |
| 980$b | Price | 10.50 | Do not include dollar sign. If 0.00 is used, order will go into review. |
| 985$a | POL owner code - this is not same as what displays in Alma | ACQ25 | Refer to the Code column on the list of POL owners. Enter codes in all caps in the Excel sheet. |
| 981$b | Budget string (not including object code) | 415.37880..565692.655290.0000.00000 | |
| 981$e | Vendor code | BENNETT | Make sure to use the vendor code, not the name. You can find the code by using the Vendor dropdown in the main search menu and searching by name. Each vendor has a code field. Note: certain vendors such as Harrassowitz (HRSW-EDI) and Casalini (CASALI-EDI) must be in their form that includes the –EDI. Do not use the form that was used in Aleph for these vendors. |
| 981$f | Vendor account code | WID11-HARVRD | To verify the account code, look up the vendor in Alma. The vendor details summary screen has an Accounts section. Copy the appropriate account code value. If this is not entered exactly, the order will be loaded In Review with no vendor. |
| Optional holdings fields: if you provide these columns they will map to the holdings | |||
| 852$h | Call number: class part | D804.3 | Call number scheme will be applied based on Alma configured defaults for that location (e.g. 0 for WIDLC) |
| 852$i | Call number: item part | .C76 2006 | (If the subfield starts with a decimal, make sure the Excel column is formatted as text) |
| 852$2 | Harvard scheme code (if applicable) | ZHCL | If this subfield (with valid code) is present the 852 1st ind will be automatically updated to 7 |
| 966$a | Manually generated holdings statement | vol. 1 through 9, lacks vol. 4 | See Harvard defined MARC fields |
| (920 see note) | Statistics – see note |
| |
Additional bib fields: any valid bib field may be included in your file as well. Each subfield must be in its own column. If a field needs an indicator, specify it in the following manner in the column header:
| |||
| 1001 $a | Author | Graham, Bertha | |
| 264 1$a | Place of pub | Detroit, MI | |
| 264 1$b | Publisher | Sean's Publishing House | |
| 264 1$c | Year of publication | 1999 | |
| 300$a | Pagination | 204 pages | |
| 035$a | Vendor identifier | (EG-CaLB)13483248 | Include MARC vendor org code as a prefix in parenthesis. |
| 914$a | Flag to prevent holdings from being reported to OCLC | NO-WORLDCAT | This field would also make the bib ineligible for WorldCat updates (because OCLC doesn't know we hold it). |
Matching
- This profile uses Title Statement Extended Fuzzy Matching described at Alma Matching Algorithms
- If there is no match, the bib will load as new
- If there is a match, the existing Alma record will be the preferred record
- If there are multiple matches, no records will be loaded
Item details
- Material Type will be Book
- Item will load as Item not in place – Process Type: Acquisition
POL details
- POLs will be loaded with a status of Auto Packaging if all information was correctly included in the spreadsheet and sufficient funds are available. The POL will move through the packaging process overnight, the PO will be sent to the vendor (when Acq method is Purchase) and the POL status will change to Sent. (Unless vendor invoice number is included, in which case the POLs will be packaged into the same PO and sent immediately.)
- Otherwise, POL will be loaded as In Review
Profile Name: STAFF Acq Approval, BK (EXCEL)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Acq Method is Approval Plan
Profile Name: STAFF Acq Purchase w/o Ltr, BK (EXCEL)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Acq Method is Purchase Without Letter
- Matching – this profile uses ISBN/ISSN exact subfield match.
Profile Name: STAFF Acq Purchase w/o Ltr, BK (MRC)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Acq Method is Purchase Without Letter
- Input file must be MARC binary (UTF8) instead of EXCEL
- You must INCLUDE the LDR and 008 in your .mrc file
- Because you are including 008, you can OMIT field 989 containing year of pub, country of pub, and language. (If you include the 989 it does no harm).
- LDR/17 Encoding level will be whatever you include in your .mrc file
- If you use LDR/18, Descriptive cataloging form c (ISBD punctuation omitted), you can omit punctuation (see also Best Practice for Use of ISBD Punctuation), and it will be applied to records (in Primo, not in Alma). Otherwise, include punctuation.
- Matching – this profile uses ISBN/ISSN exact subfield match.
Profile Name: STAFF Acq Purchase w/o Ltr, BK 035 (MRC)
This profile is the same as STAFF Acq Purchase w/o Ltr, BK (MRC) except for:
- Matching – this profile uses 035 (Other System Identifier) Match Method.
Profile Name: STAFF Acq Purchase w/o Ltr, DVD 035 (MRC)
This profile is the same as STAFF Acq Purchase w/o Ltr, BK 035 (MRC) except for:
- Physical PO Line type - this profile uses Physical - One Time
- Default reporting code - 7035
- Material Type – this profile uses Visual Material (DVD)
- Default Item Policy – this profile leave this field blank unless you supply a code in 049 $c
Profile Name: STAFF Acq Purchase w/o Ltr, CD 035 (MRC)
This profile is the same as STAFF Acq Purchase w/o Ltr, BK 035 (MRC) except for:
- Physical PO Line type - this profile uses Physical - One Time
- Default reporting code - 7033
- Material Type – this profile uses Sound Recording (CD)
- Default Item Policy – this profile leave this field blank unless you supply a code in 049 $c
Profile Name: STAFF Acq Purchase w/o Ltr, SE SUB (EXCEL)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Physical PO Line type - this profile uses Print Journal - Subscription
- Default reporting code - 7051
- Acq Method is Purchase Without Letter
- Matching – this profile uses ISBN/ISSN exact subfield match.
- Material Type - this profile uses Issue
- Item policy - default is 02 unless a different value is supplied
- LDR bib level = s
- 008 is uncoded except for bytes: 19 (regularity = regular); 23 (form of item = regular print reproduction); 33 (alphabet = Basic Roman); 34 (entry = successive)
Profile Name: STAFF Acq Purchase w/o Ltr, SE 1X (EXCEL)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Physical PO Line type - this profile uses Print Journal - One Time
- Default reporting code - 7051
- Acq Method is Purchase Without Letter
- Matching – this profile uses ISBN/ISSN exact subfield match.
- Material Type - this profile uses Issue
- Item policy - default is 02 unless a different value is supplied
- LDR bib level = s
- 008 is uncoded except for bytes: 19 (regularity = regular); 23 (form of item = regular print reproduction); 33 (alphabet = Basic Roman); 34 (entry = successive)
Profile Name: STAFF Acq Technical, SE SUB (EXCEL)
This profile is the same as "STAFF Acq Purchase, BK (EXCEL)" version EXCEPT:
- Physical PO Line type - this profile uses Print Journal - Subscription
- Default reporting code - 7051
- Acq Method is Technical
- Matching – this profile uses ISBN/ISSN exact subfield match.
- Material Type - this profile uses Issue
- Item policy - default is 02 unless a different value is supplied
- LDR bib level = s
- 008 is uncoded except for bytes: 19 (regularity = regular); 23 (form of item = regular print reproduction); 33 (alphabet = Basic Roman); 34 (entry = successive)