Overlaying a record via SmartPort

1. With book in hand, search the book in Unicorn using the Search command.

Having found a record for the item in hand, determine whether the record can be used in its existing state or if a better can be found in another database (LC, RLIN, OCLC).

2. MAKE SURE THAT THE ONLY RECORD ON YOUR WORKFLOWS SCREEN IS FOR THE RECORD YOU WISH TO OVERLAY!!!!!

3. If using RLIN or OCLC, establish a connection to the database using the appropriate icon on your NAL Launcher. This session will be used to locate the record which you wish to overlay onto the record in Unicorn.
NOTE: The priority for searching remote databases is as follows⁽¹⁾:: a. Library of Congress for BOOKS published in English after 1975; in Spanish after 1978.⁽²⁾ We do not currently have access to the other files: Books since 1898, Serials, Maps, etc.; b. RLIN For books, RLIN would generally be the second choice.; c. OCLC For other formats (e.g., music scores, maps), OCLC may be the optimal second choice. (NOTE: This is not currently functional-- 9/15/98. This connection is to an OCLC demo database only.)

4. In this first session, select the best record which matches the book in hand, i.e. the one you want to use.

Establish a SmartPort session to search a remote database and to establish an import connection

4. Go to the Command line. Using verbs and objects, go to "Search" and "Source". Click.

5. In the window titled Z39.50 Servers, use your mouse to click the box to the left of the connection you wish to establish, e.g. LC-- Library of Congress.

a. Search protocols differ from one database to the next, so it is best to establish a connection to one database at a time.

6. To execute the connect command, Click on the lightening bolt.

7. Click "Search" in the Question box which shows that the connection has been established.

8. This opens a search window and a hit list window.

Overlaying the chosen record

9. If the search icons (a crown, a rocket, Shakespeare and fist with a pointing index finger) do not appear on the right margin of your search screen, Click on the "linked chain" icon-- this should change so that you will conduct an icon search.⁽³⁾

10. In SmartPort, retrieve the record selected from the remote database:: a. To retrieve from the LC database, key in the LCCN.; b. To retrieve from RLIN, key in the RLIN record number (e.g., "MIFG90-b8109").⁽⁴⁾

11. Once a the hit list appears, Click the view button which appears to the left of the title.

12. To capture the record for import, Click on the camera button.

13. In the "Load Bibliographic Record Options" box:: a. Click on "Replace Current Record"-- NOTE, this will overlay the existing record regardless of what that record may be, SO MAKE SURE THAT THE WINDOW IN YOUR WORKFLOWS WINDOW IS THE RECORD YOU WISH TO OVERLAY!; b. Match points: Enter a "d"; c. Call sources requests information regarding the call number. Enter "LC,50,,n" This tells SmartPort that you will be importing the LC call number found in the first 050 field listed in the record. To select the second call number as it displays in the second 050, enter "LC,50,,y".; d. Library: Type in the code for the appropriate library, e.g. Lee; e. Click OK.

14. In the "Loading Bib Record" window:: a. If the call number which appears in the Call Number Window is the call number you wish to use, leave it as it appears and insert spaces between significant elements. If the call number is not correct, you may either accept it as it appears and later edit the record OR you may select "AUTO" from the pull-down menu to get a system-generated; b. Class scheme: verify that the intended classification scheme is correct. (It should default to LC); c. Library: verify that the owning library is correct.; d. Scroll down through the record to verify that this is the bibliographic you wish to import into the database.; If this is the record you want, it is imperative that you verify and correct, if necessary, so that only VALID INDICATORS AND SUBFIELDS APPEAR IN THE RECORD. If you fail to do this important step, the fields with invalid indicators, etc. will be stripped from the record once the import process is complete.; Once you have made the appropriate changes, if any, Click OK. If this is NOT the record you wish to import, CLICK "CLOSE" on the window.

15. The display of the "imported" record has now been reformatted. See the note "Copy does not exist" in the message box at the lower left corner of the screen.: a. New call number: Should display either the new call number or a system generated (XX) call number.; b. If you Click OK a second time, you will receive the message "No changes to send."

16. At this point the bibliographic record has been overlaid. In order to access it for further use (e.g. creation of a purchase order or cataloging) it will be necessary to search the title using the Search command. Search for the record now.

17. Having located the record you just imported/overlaid

SmartPort using the Library of Congress Database

1. Establish the connection to the Library of Congress database:: a. In the top left corner of your screen, Click on the word "Command".; b. Move the cursor to "Verbs," then to "Search" and click "Source".; c. In the window labeled "Z39.50 Servers" Click the box in front of the words "LCLibrary of Congress." A red check mark should appear; d. Click on the lightening bolt to establish the connection.; e. When the "Question" window appears, Click in the "Search" box.; f. This opens a search window and a hit list window.

To create a new record

2. With book in hand, search the book in Unicorn using the Search command.

Having established that the Lee Library (and its satellites) do not own a copy of the item in hand, it will be necessary to create an online record. IF A RECORD EXISTS WHICH NEEDS TO BE OVERLAID, REFER TO THE INSTRUCTIONS FOR "OVERLAY FROM LC."

SmartPort with RLIN Database Connection

1. For use with the RLIN database, it will be necessary to establish two sessions (connections) to the RLIN database.

a. You can establish the first through one of two ways:

1. By clicking on the WinRLIN4 icon in the NAL Launcher loaded onto your PC to establish a Windows connection to RLIN.

2. By click on the icon "TelNet for Windows" displayed in the NAL Launcher.

Click OK when you get the message "No hostname specified. Please provide a hostname."
From the command line, click on "File."
Click on "Open Session."
In the box for "Hostname" key in "mercury.rlg.org" and then click Open.
At this point, the RLIN login screen will appear, proceed following the normal login procedures.

b. The second session will be established for SmartPort purposes. SmartPort sessions time out fairly quickly (somewhere in the 5-minute range), so it is not recommended that you open this session up until you are ready to use it.

To create a new record

2. With book in hand, search the book in Unicorn using the Search command.

3. Using the WinRLIN or TelNet connection to RLIN, find an acceptable record which can be brought into the Unicorn database.

4. Establish the SmartPort connection to the RLIN database:: a. In the top left corner of your screen, Click on the word "Command".; b. Move the cursor to "Verbs," then to "Search" and click "Source". (Note: "Search Source" and "SmartPort" are synonymous.); c. In the window labeled "Z39.50 Servers" Click the box in front of the words "ZEPHER RLG ZEPHER." A red check mark should appear; d. Click on the lightening bolt to establish the connection.; e. When the "Question" window appears, Click in the "Search" box.; f. This screen is entitled "Z39.50 by Sirsi." A search window and a hit list window should also be opened.

5. In the "Z39.50 by Sirsi" Search window, key in the RLIN record number for the record you wish to import into Unicorn. For example, UTBG84-B2345.

NOTE: If for some reason, your screen shows labeled search fields (e.g., Title, Author, Subject), click on the icon which looks like two links of a chain. This should change your search window so that you are given one box with 4 icons to the right of the box.

a. Click on the icon with the upraised index finger.

b. Click on the phrase "Library ID--[Numeric]"

c. Click OK

6. Your search has been executed. You should retrieve one record in the Hit List window.

7. Click on the view icon for that record. This will open a window which displays the bibliographic screen for the RLIN record requested. (It may be necessary to scroll down to see all of the displayed fields.)

8. Click on the camera icon to "capture" the record for import into the Unicorn database.

9. This will open up a window entitled "Load Bibliographic Record Options." Complete the displayed boxes, etc. as follows:: a. Click on "Match and Load" which instructs SmartPort to search through the Unicorn database to find a record which meets the criteria established as match points. If SmartPort is unable to locate a matching record, it will create a new record in the system.; b. Match points: Type "d"; c. Call sources: Type "LC,50,,n"; d. Library: Type in the appropriate library, e.g. LEE for the Lee Library.; e. Click OK.

10. This will open a new window in Unicorn entitled "Loading Bib record."

11. In the "New Call Number" box, replace the existing call number with the word "AUTO" using the pull-down menu. (NOTE: This is one place where using the pull-down menu is preferable to keying in "AUTO")

12. Class scheme: Change to "ASIS."

13. Scroll down through the bibliographic data to ensure that this is the desired record. If yes, click OK. If this is NOT the desired record, click "CLOSED"

NOTE: The Bib record has been loaded at this point and the message "COPY DOES NOT EXIST" is displayed in the lower left corner of your screen.

14. Search for the newly added record using the SEARCH command (or binoculars).

1. The reason for the ranking is that the Library of Congress does not charge us for access to their database. We are charged for the use of RLIN and OCLC-- and because we need to establish two sessions, we are charged twice for one record.

2. It is currently a little misleading because you will sometimes be able to locate titles which were published in English prior to 1975. The reason for this seems to be that the LC record was modified sometime after 1975. For example, LC control number 68-100226 for the title, Ottoman reform in Syria and Palestine will display when you use the SmartPort connection to the LC database. But, you will note that the LC record was revised in 1989. (The control number now appears as 68-100226/r892.)

3. The only way to access records by ID number, LCCN, ISBN and/or ISSN is through the numeric search icon.

4. If you attempt to retrieve a record from RLIN using author, title, LCCN, ISBN, etc., you will only retrieve the primary record in the cluster(s). Even though there may be a UTBG record within any given cluster, it will not be displayed unless specifically requested by RLIN ID number.