Loading Bib Records / Portfolios for a Local Electronic Collection

Ask Catalog Librarian to Create Import Profile

Obtain MARC records (or location of MARC records) from vendor or from OCLC WorldShare Collection Manager.

Cataloger opens MARC records file in MARCedit to examine them.

Cataloger creates import profile for MARC records:

Resource Management => Resource Configuration => Configuration Menu

Record Import => Import Profiles

Add New Profile

Choose Profile Type: Repository

Inventory Information tab:

Inventory Operations: Electronic

Portfolio Type: Part of an electronic collection

Electronic Collection: [select collection]

Service: Full Text

Single portfolios [When each record has only one 856 field. If each record has more than one unique 856 field, select multiple portfolios, but this is a very unusual circumstance]

Save

Duplicate Import Profile if Necessary

Some import profiles will be used only once for one local electronic collection, or if used repeatedly, will be used for the same local electronic collection.

Examples would be:

  • Adam Matthew Slavery, Abolition and Social Justice [database complete; records loaded once]

  • Readex American Civil War Collection, 1860-1922 [database complete; records loaded once]

  • Early English Books Online (EEBO) [database complete; records loaded once]

  • ICPSR [new datasets added regularly, necessitating additional MARC record loads, but always to same database]

Some import profiles will need to be duplicated, because new records will be added to a different local electronic collection.

Examples would be:

  • Project Muse

    • Project Muse Ebooks 2013

    • Project Muse Ebooks 2014

    • Project Muse Ebooks 2015

  • SpringerLink Books

    • SpringerLink Books Behavioral Science 2013

    • SpringerLink Books Earth and Environmental Science 2013

  • Morgan & Claypool

    • Morgan & Claypool Synthesis Collection Four

    • Morgan & Claypool Synthesis Collection Five

In the cases above, the parameters of the import profile will remain the same, but the name of the local electronic collection will need to be changed.

Resource Management => Resource Configuration => Configuration Menu

Record Import => Import Profiles

Find import profile [e.g. "Project Muse"]

Actions => Copy

Profile Details tab

Edit Profile name [e.g. "Project Muse Ebooks 2015"]

Edit Profile description

Inventory Information tab:

Electronic Collection: [select new collection]

Save

Run Import Profile to Load Records to Collection

Resource Management => Import => Import

Filter: Repository

Locate appropriate import profile

Actions => Run Import

then

Resource Management => Import => Monitor and View Imports

Check local electronic collection to make sure portfolios were loaded successfully

Search for Electronic collection by name

Edit Service

Portfolios tab

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Link to Community Zone

If the collection exists in the CZ, you can link to it. This allows us to manage the bib records locally but benefit from portfolio updates from the CZ.

In practical terms, the bib records will remain local, but the 856 field, Open URL information, and coverage information will be updated automatically as changes are made.

Under the collection, click on Link to community

Use the community bibliographic records: No

No will retain your local bib records but will keep portfolio information updated through the CZ. The CZ will update:

    • URLs

    • Title coverage info (dates)

    • Link resolver details

Local PO Line and license information will be retained.

The name of the local portfolio will be updated to the name of the CZ portfolio.

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Alternate workflow for loading records:

If the bib records were loaded as standalone portfolios instead of being loaded to the collection, you can gather the portfolios into a set and add them to the local electronic collection through the Portfolios tab => Add from set.

To create the set:

Resource Management => Resource Configuration => Configuration Menu

Record Import => Import Profiles

Filter: Repository

Locate appropriate import profile

Actions => Job History

Actions => Imported Records

Top right of page: Change query

Find: Electronic Portfolio from drop-down menu

Go

Save Query

Set name: ["Portfolios for 'Name of Local Electronic Collection'"]

Description: [enter description of set]

Save

Check local collection to make sure portfolios were added successfully.