To export records from OCLC

1.       Log into Connexion.

2.       On the top taskbar, to go “Tools”.

3.       Select “Options”, then "Export

5.       Under the “Destination” section, click on “Create” to create a new export profile.  

6.       Select “OCLC Gateway Export” and click on “OK”.

7.       Fill in the new window with the following information:

a.       Host name: rochester.alma.exlibrisgroup.com

b.       Port: 5500

c.       Timeout/Retries/Delay: Either as above or per your local preferences

d.       Local System Authorization:

                                                               i.     Logon ID: 01ROCH_INST

                                                             ii.      Password: 3xL1bris

                                                           iii.      Ensure that “Send Local System Logon ID and Password” is checked.

8.       Click on OK.

9.       You will be asked to give it an “Export Destination Name”.  You will probably want to choose a name with "Alma" in it.

10.  Click on the Record Characterisics 

a.  Bibliographic records

Record standard: MARC 21

Character set: UTF-8 Unicode (failure to use UTF-8 will cause diacritics and special characters to be corrupted when exported into Alma

b.  Authority records: settings are irrelevant. Authority records are not imported into Alma

11. Click on Field Export Options

Fields to Delete: 029 (recommended: these fields are only useful to the libraries that input them)

10.   With this profile selected, you should now be able to export records into Alma. 

To export a record, display the record, and choose Action/Export. You may want to place the Export icon in your toolbar for easier access.

To overlay an existing record

• • • If there is a brief record in Alma that has migrated over from Voyager, insert an 035 field with the OCLC number of the record which will overlay it.

    • The OCLC number must be formatted in this way in order for it to overlay correctly:  (OCoLC)12348900

      • Note that in Alma there is no longer a requirement that the OCLC number consist of 8 or more digits

    • Brief bibliographic records that have been created in Alma will already have an 035 field that is left blank for the OCLC number to be inserted

      • Example: 035     $$a (OCoLC)

    • If all coding is correct but the record fails to overlay, check the encoding levels. If the incoming and existing records have different encoding levels, the record will fail to overlay. Make the original record match the encoding level of the incoming record to fix this problem.