Importing and Overlaying Records
from OCLC into Voyager


Document sections

Introduction Import/Replace Profile Control number fields in OCLC record
Basic importing procedures Default import folder NOTIS record number
Replacing records Batch importing Problems with imported records not being deleted


  1. Introduction:

    This set of instructions is written for users of the OCLC Connexion Client.  For users of the OCLC Connexion Browser, the procedures are different at the OCLC (exporting) end.

    For some basic information on working in OCLC, see "OCLC Connexion Client:  Lists of Commands."


  2. Basic importing procedures:

    These procedures are written for importing a single record when there is no existing record in Voyager.  See also procedures on "Replacing records," for overlaying procedures, and "Batch importing," for importing multiple records.

    The procedures apply to both bib and authority records.


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  3. Replacing records:

    Follow the "Basic importing procedures" except:


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  4. Import/Replace Profile:

    The setting of your Import/Replace profiles determine whether bib or authority records can be overlaid or duplicate records added to the Voyager database, based on set matching criteria.

    Possible settings for the Bibliographic Import/Replace Profile:

    (None) Allows creation of duplicate records; no overlay of matching records
    BNAFor Blackwell approval tapes
    Allows creation of duplicate records; no overlay of matching records
    OCLC ConditionalCatches duplicate records; prevents either creation of duplicates or overlay
    OCLC ReplaceAllows overlay of matching records

    Possible settings for the Authority Import/Replace Profile:

    (None) Allows creation of duplicate records; no overlay of matching records
    OCLC Conditional AuthorCatches duplicate records; prevents either creation of duplicates or overlay
    OCLC Replace AuthorAllows overlay of matching records

    For most work, the OCLC Conditional and OCLC Conditional Author settings are the safest.  The OCLC Replace and OCLC Replace Author settings should be used with caution, after searching possible matching fields to make sure that there is no possibility of overlaying the wrong record. For bib records, matching number fields include the 035, 019, and 020.

    To open up the Import/Replace profile:

    The Session defaults dialogue box should appear.

    If necessary, click on the down arrow to the right of the relevant profile to change it.

    A note:  The first time during each Voyager session that you try to save a record to the database, the system will prompt you to change the bib record Import/Replace profile.

    If you are happy with the profile, click on "No."  This perhaps counter-intuitive choice may be thought of as the "if-it-ain't-broke-don't-fix-it" response.


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  5. Default import folder:  If you set your default import folder up, when you select the Import records From new file option, the oclcxpo.dat file will display immediately.  (You can check with Angie or Peter for help with setting this default up.)


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  6. Batch importing:  Possible ways of calling up records, depending on workflow:


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  7. Control number fields in OCLC record:  019 and 035


  8. NOTIS record number:  The NOTIS record number field (035 $9) in a Voyager record is lost when a bib record is overlaid.  It does not need to be added back in.

    For treatment of the record number in the piece, see "The Physical Piece:  NOTIS record number."


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  9. Problems with imported records not being deleted:

    Occasionally, imported records are not deleted from the Import Record file after they are no longer needed there.  Possible reasons include:

    The only solution at this point:  Delete the oclcxpo.dat file.   To do this:


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HTML document last reviewed:  22 February 2007