Import bibliographic records

Import bibliographic records

Bibliographic records you import are placed in the bibliographic save file you specify (online or local) with the source status Imported.

1. Select and/or set up the location for the file of records you want to import:
   1. Create or retrieve a file of records to import.
      1. Export bibliographic and/or authority records from OCLC software or from your local system.
         Or
      2. Retrieve a file of bibliographic records received from your OCLC cataloging service (Cataloging Partners, Contract Cataloging, WorldCat Updates, GovDoc, or WorldCat data sync collections).
   2. Move the file of records to your local drive, if needed.
2. Log on if you plan to import records to the online save file, or if you prefer, the client will prompt you to log on when you start the import process (step 7).
   
   If you plan to import to your default local save file, you can import offline.
3. On the File menu, click Import Records or press <Alt><F><I>.
4. In the Import Records window, specify the file location for the records you want to import. Under File Location, in the File Path field, enter the full path (drive letter, folder, and file name) for an import file on a local hard drive or network drive or click Browse to navigate to the location.
5. Select one of the following files to which to import records:
   • Import to Online Save File - You must be logged on. If you are not logged on, when you start the import process (step 7), the client opens the Logon OCLC Connexion window so that you can log on.
   • Import to Local Save File (logon not required) - The client displays the full path and file name of your default local bibliographic and authority save files.
     • To change the default or create a new default file, click Local File Manager to open the Local File Manager window. See Offline/online cataloging using local files for more information.
     • If you import to a local file while offline, the client supplies your holding library code, institution symbol, and/or MARC organization code from the offline cataloging options you set in Tools > Options > General tab.
6. (Optional)
   • To apply default constant data or assign My Status, click Options.
   • To select a character set, click Record Characteristics.
7. Click OK to import the records, or click Cancel to close the window without importing records. See Results of importing records for more information.
8. A message opens to let you select whether to delete the original file from which you imported. Click Yes to delete the file or No to keep it.

Results of importing records

• A temporary Import Results report opens automatically (you do not have to set an option as you do to get a temporary report for immediate export). The report for importing shows:
  • The path and file name of the import source
  • Report start time
  • Record standard and character set selected for bibliographic and authority record import (MARC-21 is the only available record standard for import)
  • Number of bibliographic and authority records successfully imported

     Caution: If you want to keep data in the Import Results report, you must print or copy and paste data into another application before you close the report. The client does not save the report.

• If you import to the online save file and you are not logged on, the client opens the Logon OCLC Connexion window. After you log on, the client immediately imports the records.
• The client imports all records in the file, beginning with the first record.
• If you import to the online save file, the client adds the bibliographic records to the bibliographic save file.
• Imported bibliographic records have the source status Imported.
• Non-OCLC records are imported as OCLC workforms. Instead of an OCLC number, NEW appears at the top of the record in the non-editable information area.
• By default, records are imported in MARC 21 format using MARC-8 character sets unless you changed the character set option to UTF-8 Unicode.

   Note: The temporary Import Results report does not list any fields not mapped when you import from one record standard to another. If fields do not map correctly or if there is a problem with the file (such as incorrectly formed XML), import fails.

• If you selected the options, the system applies your default constant data and/or inserts My Status identifier.