Minerva SkyRiver Instructions

Transcription

1 Minerva SkyRiver Instructions Contents 1 I. Setup for Exporting Records 1 A.Determine if Sky River macro-defs.xml file exists 1 B. Macro-defs.xml file exists 1 C. Macro-defs.xml file doesn t exist 2 II. Export Records from SkyRiver to Sierra 2 A.Export Record to Create in Sierra 2 B. Export Record to Overlay in Sierra 6 I. Setup for Exporting Records When first using SkyRiver, it is important to setup the exporting macros for proper record creation or overlay in the system. Please follow the steps in section I. A - C to create the macros in your SkyRiver client. A. Determine if Sky River macro-defs.xml file exists 1. Open Windows Explorer (PC) or Finder (MAC) and navigate to the SkyRiver folder. Double-click the folder to open. 2. See if the macro-defs.xml file exists in the SkyRiver folder. If it does, continue on to section I.B. Insert macro text into macro-defs.xml file. If not, continue on to section I.C. Download and save macro-defs.xml file. B. Macro-defs.xml file exists If the macro-defs.xml file does exist in your SkyRiver folder, follow the procedure below to insert the necessary macro text into macro-defs.xml file. 1. Open a text editor such as Notepad, Notepad++ or WordPad. 2. Open the macro-defs.xml file in the text editor. 3. Copy the macro text from the Exporting Records in SkyRiver solution web page.

2 4. At the beginning of the macro-defs.xml file, find the following string: <?xml version="1.0" encoding="utf-8"?><macros> 5. Paste the macro text after <macros>. C. Macro-defs.xml file doesn t exist If the macro-defs.xml file doesn t already exist in your SkyRiver folder, follow the procedure below to copy the file into your SkyRiver folder. 1. Download the macro-defs.xml file from the Exporting Records in SkyRiver solution web page. 2. Save it to the SkyRiver folder on your computer. 3. Export Records in SkyRiver Using Macros II. Export Records from SkyRiver to Sierra There are two ways to export records in SkyRiver using the Create and Overlay macros. If a record can t be found in Sierra or in the Z39.50 databases, export a record from SkyRiver using the Create macro. This will better ensure the records aren t accidentally overlaid due to poor match points in either record. If a record does not already exist, it will create a new one. If a record does exist in Sierra, but needs to be overlaid with a better record, use the Overlay macro. Separating the two processes better ensures that records using inaccurate 001s or multiple format ISBNs in the 020 aren t inadvertently overlaid. Please be mindful of the process you are trying to perform by analyzing which of the two methods is best for your situation. This will help cut down on poor record overlays in the system. A. Export Record to Create in Sierra If an existing record doesn t exist in Sierra or in the Z39.50 MaineCat database, use SkyRiver to find and export a matching record. Use this method when you want to create a new record in Sierra. 1. First, verify that an existing record does not already exist in Sierra by doing an ISBN, title, and then author search for the material in hand. Double check that there isn t one in the Z39.50 MaineCat database, as well. Do these steps prior to exporting a record from SkyRiver. page 2 of 9

3 **Please note: Catalogers should always try Z39.50 before searching SkyRiver. Good quality records with OCLC numbers in the 001 often exist via Z39.50; they don t need the extra step of stripping out the 001, as SkyRiver records do (see 9iv below). 2. If a record can t be found, then go to SkyRiver and search for the material via the Search screen (Figure 1). Figure 1 3. Once you have found a title that looks appropriate, click the Select button or the title to view the record (Figure 2). Figure 2 4. If the record looks like a match for your material, select Macros in the navigation bar and click Create (Figure 3). page 3 of 9

4 Figure 3 5. In the Export Record dialog box (Figure 4), leave the Load table set to bcreate. i. Leave the Hide from MaineCat/Suppress in OPAC box blank if you don t want to hide or suppress the bib record. Otherwise, enter n to suppress or 0 to hide from MaineCat. ii. Enter your library s bib location code that applies to this material (ex. xyz, xyzj) in the Bib Location box. Please do not use an item location code here. Figure 4 page 4 of 9

5 6. Click OK when you are ready to export the record. 7. Another dialog box (Figure 5) will appear indicating the record inserted (created) a record, what the bibliographic record # is, as well as some of the bibliographic information of the record. Figure 5 8. Go to Sierra and bring up the record using the Catalog function. Figure 6 page 5 of 9

6 9. Review the record in Sierra. We recommend editing bibliographic records in Sierra, instead of in SkyRiver, so that catalogers don t have to edit a record twice (to make sure all fields are correct after the export). Once the bibliographic record is in Sierra, please check the following: i. Ensure the bib location and mattype are correct at the top of the record. ii. Add input library and initials at the top of the record (or 929 field with library initials) iii. Delete the SkyRiver 001 (remember that only OCLC numbers should be in the 001). Optionally, go to WorldCat and find the correct OCLC number to put in the 001. Otherwise, just delete the 001 field. iv. Fix the 008 as needed (it is sometimes lacking information, or containing in places instead of blank spaces) v. Delete information after the ISBN number in the 020 as needed (price, binding, etc.) vi. Delete 092 call number field (indexed as c ) vii. Generally edit to make sure the record is RDA compliant, access points are correct, etc. viii.retain the 995 field. 10. Check all access points on the bib record (1xx/7xx names, 8xx series, 6xx subjects, 240 titles, etc.). If there are no matching authority records for any of these in Sierra, please search InnView. If there are no authority records in InnView, but matching authority records are in SkyRiver, you can export them from SkyRiver to Sierra. DO NOT use the macro to export authority records; please use the Export button for these. i. Note: Personal name authority records can only be saved as authors via SkyRiver. If they re needed as subjects (as with fictitious characters from graphic novels), the authority records have to be manually re-indexed once in Sierra to correct this. Please the Minerva Cataloging Standards Committee to fix these. 11. After you ve edited the bib record, go to the Summary>Item View and select Attach New Item (Figure 7). Create the item record as it applies to your copy. Figure 7 page 6 of 9

7 B. Export Record to Overlay in Sierra The need to overlay an existing record can be due to several reasons, such as a minimal record, poor authorities, general cleaning-up, or to expand records. This process should only be used when a particular record needs to be overlaid. 1. In Sierra via the Catalog function, navigate to an existing record that matches the material by searching for ISBN, title, or author. Note (or copy) the bibliographic record number in the upper left hand corner of the record. **Please note: In the case of minimal records, confer with other libraries attached to the bib record to better ensure that your materials are the same prior to overlaying the record. ** 2. Go to SkyRiver and search for a record that matches the material. 3. Go to Macros and select Overlay. The Overlay macro dialog box will appear (Figure 8). Enter the bib record number in the Overlay record field. Figure 8 **Please note: If a bib record number isn t entered in the macro, the load profile will export the record and overlay any record that has a matching 001 or 020. Please avoid leaving this field blank, since it can inadvertently overlay a record that has a bad 001/020, or has another format s ISBN listed in a 020. If you don t intend to overlay a record, please use the Create macro and refer to section II. B. Export Record to Create in Sierra. ** page 7 of 9

8 i. Leave the Hide from MaineCat/Suppress in OPAC box blank if you don t want to hide or suppress the bib record. Otherwise, enter n to suppress or 0 to hide from MaineCat. ii. Next, enter your library s bib location code that applies to this material (ex. xyz, xyzj). Please do not enter an item location code here. iii. Click OK when you are ready to export the record. 4. A message box will appear with information regarding the record overlay, such as the bibliographic record # and the old title. Figure Go back to Sierra and open the record again in the Catalog function. Edit the record in Sierra, as needed. We recommend editing bibliographic records in Sierra, instead of in SkyRiver, so that catalogers don t have to edit a record twice (to make sure all fields are correct after the export). Once the bibliographic record is in Sierra, please check the following: page 8 of 9

9 i. Ensure the bib location and mattype are correct at the top of the record. ii. Add input library and initials at the top of the record (or 929 field with library initials) iii. Delete the SkyRiver 001 (remember that only OCLC numbers should be in the 001). Optionally, go to WorldCat and find the correct OCLC number to put in the 001. Otherwise, just delete the 001 field. iv. Fix the 008 as needed (it is sometimes lacking information, or containing in places instead of blank spaces) v. Delete information after the ISBN number in the 020 as needed (price, binding, etc.) vi. Delete 092 call number field (indexed as c ) vii. Generally edit to make sure the record is RDA compliant, access points are correct, etc. viii.retain the 995 field. 6. Check all access points on the bib record (1xx/7xx names, 8xx series, 6xx subjects, 240 titles, etc.). If there are no matching authority records for any of these in Sierra, please search InnView. If there are no authority records in InnView, but matching authority records are in SkyRiver, you can export them from SkyRiver to Sierra. DO NOT use the macro to export authority records; please use the Export button for these. i. Note: Personal name authority records can only be saved as authors via SkyRiver. If they re needed as subjects (as with fictitious characters from graphic novels), the authority records have to be manually re-indexed once in Sierra to correct this. Please the Minerva Cataloging Standards Committee to fix these. page 9 of 9