Importing Bibliographic Records

This process is intended to show you how to import a MARC file containing bibliographic records. If you trying to import records from an Excel file, it would be better if you contact Mandarin technical services (support@mlasolutions.com).

Video Presentation

SUMMARY FOR IMPORTING MARC RECORDS FROM A FILE

To import the file:

  • Sign in to M5

  • In the "catalog" button, click the arrow and select "cataloging tools"

  • Click on the blue folder icon (see image to the left), select the MARC file, and click "upload"

  • Once the file is under "uploaded files", click on "select table" and choose "bibliographic records"

  • Click on "import" to the right of the uploaded file name

  • Step 1 of 3 will show you the records you are trying to import. Click "next"

  • Step 2 of 3 will show you the MARC fields for the records.

    • NOTE: Click the 852 field to see your holding information. 852#p should be the barcode and 852#h-i should be the call number. Please make sure this is what is expected. This information will be used by Mandarin to generate your copies. Click "next"

  • On the last screen (step 3 of 3), set the options as shown below and click "finish"

If a duplicate record is found (this is done be matching the ISBN number (020#a field) and you selected Prompt if duplicates are found, the Bibliographic Compare window displays

Using the four buttons, you have the following choices:

      • Save Existing – Saves the existing record and does not import the duplicate record. All corresponding holding records are imported. Result: One bibliographic record with all corresponding (new and old) holding records.

      • Replace Existing – Imports the duplicate record and replaces the existing record. All corresponding holding records are also imported. Result: One bibliographic record with all corresponding holding records.

      • Import – Imports the duplicate record and keeps the existing record. All corresponding holding records are also imported and linked to the duplicate bibliographic record. Result: Two bibliographic records and two sets of holdings—the existing bibliographic record and its original holdings, and the duplicate bibliographic record and its corresponding holdings.

      • Do not Import – Does not import the duplicate record. Result: The bibliographic record and its holding records remain the same.

  • Once the process is done, a summary screen will be displayed letting you know how many records were imported.