EXPORTING & OVERLAYING USING CONNEXION
EXPORTING
To create a record in Acorn exporting via Connexion:
1. Search Acorn carefully to avoid duplication. Be sure to check for shadowed records and SSOs.
2. When you know you will not be creating a duplicate, retrieve the record you want to export.
3. Without locking the record , add a 949 field to it with the proper holdings code ( Holdings Codes ) in a subfield “h”, for example:
949 ## |h CEN-OVER
or
949 ## |h ARTS
4. To export use either F5 or the export command on the pull down menu on the toolbar under Action.
5. Save the record you've exported in case it disappears into the ether or you've made an error and you need to try again. This saves another searching charge.
6. The record should arrive in the next bib load. These normally run hourly 8:00 a.m.-5:00 p.m. Monday-Friday (but not on weekends).They may be delayed if there are reports running. Contact LITS if you've done everything correctly and your record still doesn't show up after 2 consecutive bib loads
OVERLAYING
When you have found the bib in Acorn that needs to be overlaid and have also retrieved the bib on OCLC you want to use:
1. Copy the OCLC control number and paste it into the title control field. It must be preceded by a lower case "o" and it must have 8 digits, e.g. o48449111, o02375574, or o00916753. Only records created over 20-25 years ago will have fewer than 8 digits and must have zero/es added at the beginning.
2. If the title control on our local record is a Notis number (3 upper-case letters followed by 4 numbers, e.g. AEE3633), either copy it onto a printout or onto the bib record into any 9XX field which is protected. Many older records with the exception of provisional records already have these recorded in a 952. Fortunately, Sirsi-generated title control numbers will automatically reappear after the record is overlaid and the OCLC number is deleted.
3. If the record you are overlaying has a 505 field (contents note) and the record you are exporting does not, change the 505 to a 905 (which displays as “Temp TOC Tag”) to preserve this information. After overlaying, change it back to a 505.
4. Insert "XX" at the beginning of the call number info field if you want to overlay whatever is in there. Sirsi-generated calls will already have the "XX": XX(1976827.1). Annex inventory books from Notis days have calls beginning with "NONE" (NONE-AAU6633) and need the XXs added. However , if you have a local call number you want to preserve, do not insert the XXs.
5. When your record has been overlaid, delete the OCLC number and either reinsert the Notis title control number or let Sirsi re-supply the Acorn one (see step 2). Undeleted OCLC numbers show up on a report, so try to deal with these promptly (i.e. within a week).
6. Catalog the item, or route it to the appropriate team member for cataloging. Remember that unauthorized headings will not display immediately after exporting. When cataloging use the authorities badge to identify and correct them.
Atack, 12/14/2005