Finding and Importing Records from the Hybrid KLC (Koha Libraries) 1. Login to the Staff side of ShareIt. 2. At the search interface, search for the item by ISBN or title/author. Tip: Searching by ISBN returns the best, most exact, matches. Make sure all catalogs are being searched: click on the catalogs tab (or dropdown) and make sure the Find books & more in Kansas libraries, Find books & more outside Kansas and Kansas libraries groups are all checked. 3. In ShareIt, records are now clustered by format; in order to check (and download) a record, click on a library name in the search results to view the record and start the download process. Step 4a is for downloading single records. Step 4b is for downloading batches/groups of records 1
4a. Downloading Single Records: When the record comes up (you ll know you re on the right screen by the black arrow on the book jacket art), rely on the information in the Details tab or the MARC Display tab to double-check the record. Check these fields: 020 (ISBN) 245 (title) 260 (publisher) 300 (physical description) If the record is missing one of those fields, try to find a better record. For large print books, check the 250 (edition) field for large print or this information may also appear in the 245 or 300 fields. Also look for Notes (5XX) and Subject Headings (6XX). Scroll down the bottom and find the Staff function box and click on Download Record. The record will save to your computer, depending on how your browser works. Skip to step 5. 2
4b. Downloading Batches of Records: ShareIt uses a list format to download batches of records. You need to have at least one list already setup for this to work. Go to My Lists at the top right of the screen, and click on the Green + sign to create a list. Give the list a name to save the list. The first time you create a list, you may have to resubmit your search and pull up a record to get the list to display. After you ve brought a record up (you ll know you re on the right screen by the black arrow on the book jacket art), rely on the information in the Details tab or the MARC Display tab to double-check the record. Check these fields: 020 (ISBN) 245 (title) 260 (publisher) 300 (physical description) If the record is missing one of those fields, try to find a better record. For large print books, check the 250 (edition) field for large print or this information may also appear in the 245 or 300 fields. Also look for Notes (5XX) and Subject Headings (6XX). Once you ve found a good record, click and drag the black arrow above/beside the jacket art down onto a list below: 3
You ll get an Item added to list message. Click OK. The title should now appear in your active list detail: Continue searching ShareIt for additional records. When you re ready to download your batch of records, click on My Lists at the top-right of the screen. Then click on your active list. Click Select All to select all the records, and click Download to download your batch of records. Your batch is saved to your computer, depending on how your browser works (automatically or prompting to save). Clear the records out of your list, if you re done with them, by clicking Select All and then Remove. 5. Next, you will Import the Records into Koha or your other ILS. NOTE: These are the same instructions you use if you are importing a file of MARC records from OCLC. Import of Records into Koha/NExpress 6. From the Koha main screen, under More, select Tools, click Stage MARC Records for Import. 7. Use the Browse button to find the file on your desktop. Click Upload file. 4
IMPORTANT: Make sure to change the following settings to look like the below screenshot: --Record matching rule à ISBN 020$a --Action if no matching bibliographic record is found à Ignore incoming --Action if not match is found à Leave as is (Add incoming) --How to process items à Add items only if matching bib was found 5
14. Click Stage for Import. NOTE: Duplicate Records. If you tried to download an item already in the catalog, you will be notified of the match in catalogue per matching rule ISBN. For new books, if two libraries happen to be cataloging at the same time and you are alerted to a duplicate, please review the existing record before bringing a duplicate record into the catalog. 15. Click Manage Staged Records. 16. Click on Import into catalog. This will bring the Biblios (MARC records) into the Reservoir and assign them a Bib number. NOTE: The catalog takes approximately 5 minutes to re-index, so a search of your new items may not immediately appear. 17. You can catalog your first item immediately by clicking the newly assigned Bib number hyperlink in your batch. If you imported several records at once, and want to catalog all of them without waiting for the re-index, click on each linked bib number and the records will open in a new tab. Your browser window will end up looking something like this. Click on each of the tabs to access that Bib to add your items.. 6
18. Once at the Bib Record, Click New > New Item. 7
19. Add item information. Don t forget the ITEM TYPE and Replacement Cost. 20. Click Add Item to SAVE your work and complete the process! NOTE: There are three ways to find the next record for cataloging: Use the Search the Catalog box to do an ISBN or title search Return to Cataloging and use the Cataloging Search box From Tools select Manage Staged MARC Records, find your batch of records by the file name (or date/time stamp) to return to the screen discussed in step 19 of these instructions. Click on the Bib number to access the Record to add Items. 8