UCSD InnoPac Documentation
Revised April 8, 1991
for UCSD Cat. Manual
Replace Cataloging and OCLC Download Section
Exporting Bibliographic and Authority Records from PRISM
Background
PRISM on OCLC will allow us to export full MARC records to
InnoPac. This will be a work savings to catalogers as they will
no longer have to send each screen of the record to InnoPac.
However, Innovative Interfaces, Inc. (III), had to perform some
re-programming, and catalogers will have to learn new procedures
for downloading on PRISM.
Bibliographic records
Procedures for downloading bib records will change slightly:
homeline and 945 field commands will be replaced by two 949
fields which will be sent to OCLC (instead of simply typed on the
screen). OCLC function keys will be re-programmed for PRISM
downloading.
Authority records
Procedures for downloading authority records will require
workflow changes and changes in our use of 910 fields. PRISM
exporting requires all changes to a record to be sent to OCLC,
but OCLC does not yet allow users to edit and send changes to
authority records. This means that we will no longer be able to
edit (add x-refs or 910 fields), then download an authority
record as in the past. InnoPac is tag sensitive and will
automatically download headings according to their MARC tags.
100's, 110's, and 111's will download into the author index.
130's will download into the title index. 150's and 151's will
download into the subject index. Catalogers will be able to
export most authority records to InnoPac themselves, but must
make any changes to authority records after they are in InnoPac.
We will no longer be able to "trick" the system into
downloading name and title headings into the subject index, and
geographical headings into the author index. The Systems
Department has been working with III to develop a way to load
these authority records, as well as other types of special bib
records, to InnoPac using a program called File Transfer Protocol
(FTP). CUL Catalog Dept. Authorities Unit staff and branch
catalogers can export authority records to files on diskettes
which will later be batch loaded into InnoPac by Systems Dept.
staff using FTP. Systems Dept. staff can direct each file into
either the author or subject indexes on InnoPac, enabling us to
load names and titles into the subject index and vice versa.
Unfortunately, these records may not be edited either before
exporting to diskette, or before loading into PAC. All authority
records must be edited after being loaded into InnoPac.
Diskettes can either be delivered to the Systems Dept., or
procedures can be set up so that Systems can access files from
PCs set up for remote access.
To make the process as easy for catalogers as possible,
we've decided to make several workflow changes:
1) 910 fields will not be required for any un-edited LCNAF
records that are to be exported. Catalogers can simply use
the "xpo" command to export these authority records from
PRISM to InnoPac.
2) If an authority record requires the addition or deletion of
references or notes, catalogers will export the un-edited
record to InnoPac, then make the changes themselves directly
on InnoPac. 910 fields will be added to edited records.
(We will evaluate this workflow and look for the most
efficient way to have references added to InnoPac once
catalogers are thoroughly familiar with the exporting
procedures.)
3. If a name or title authority record must be loaded into the
subject index, or a geographical record must be loaded into
the author index, CUL Catalog Department catalogers will
make a printout of the LCNAF record. LCNAF printouts will
be hand-edited and bounced to the Authorities Unit of the
Catalog Maintenance Section. Authorities staff will export
authority records to files on diskette and forward diskettes
to Systems for loading into InnoPac. Once the record is
loaded into InnoPac, Authorities Unit staff will edit
InnoPac, if necessary, to add x-refs or notes as indicated
on the printouts from catalogers. 910 fields with
cataloger's initials/inputter's initials will be added.
4. Catalogers from other processing units may forward printouts
of authority records to the CUL Catalog Department
Authoritites Unit, or coordinate FTP procedures with the
Systems Dept.
Exporting Procedures
Bib records
1. Edit or input the record as usual. If card production is
necessary, issue the produce command before creating 949
fields. The update command may be issued either before or
after adding 949's.
2. Input and send the command and bib record 949 field, with
second indicator 1. (This can be programmed into a function
key. CUL will use control F4-6 and alt F4-6.)
>98 949 1 a *recs-b;bn-cul;b1-m;ov-.b12345678;
a followed by a space is required by III.
* is still needed for bib records.
recs-b is a new command that tells PAC that you are creating
a bib and item record.
Note that other homeline commands remain the same, except
that the pg- command is no longer necessary.
3. Input and send the item record 949 field, with blank
indicators. (This can be programmed into a function key.
CUL will use control F3.)
>99 949 a class b cutter d vol. designator e vol.
no. u free text vol. info. g copy no. i barcode l
location n note s status t item type z MARC tag and
indicators of call no.
Note that all subfield codes remain the same as those used
in the current 945 field.
Also note that spaces are required around subfield codes
because these subfields are now part of the OCLC record.
Example of a 949 field for item record creation:
>99 949 a HC257 b .D56 1989 i 318224567498 l ck t 0
z 0500
4. Once the 949 fields are input and sent, the record may be
reformatted to double-check all work.
5. Issue the update command if it was not issued earlier.
Reformat the record.
6. Export the record.
To export using a menu: Select the actions menu, then
select "export record."
To export using commands: Type "xpo" F11.
NOTE: CJK catalogers will also follow the procedures for
exporting bib records. Only the Romanized version of the record
will be exported, which means that archival records must continue
to be maintained for the time being.
Authority records
Un-edited LCNAF records (910 field no longer required):
1. Retrieve record and export. (See step 6 under bib records.)
LCNAF records which require addition/deletion of refs and/or
notes:
1. Retrieve record and export. (See step 6 under bib records.)
2. Go to PAC, retrieve and edit record. Add a 910 field.
Name or title authority records which must be loaded into the
subject index or geographical authority records which must be
loaded into the author index:
1. Retrieve and print record.
2. Edit printout with appropriate changes and indicate index
into which record should be loaded (author, subject, or
title). Initial and date printout.
3. Place printout in exporting basket in Authorities Unit.
4. Authorities Unit staff will batch records to export to
diskette and Systems staff will load these records into
InnoPac. (Procedures for this step are still under
development.)
Initially, authority records will be batch loaded by Systems
weekly. This schedule may be adjusted, depending on workload.