Importing records using Search External Resources

Scope

WorldCat records are usually exported from OCLC Connexion Client and loaded into the Network Zone (NZ) in Alma, overlaying an existing record with the same OCLC number. However, the import will fail if the OCLC number is used in a Community Zone (CZ) record.

This procedure outlines the process for importing a new WorldCat record or merging an existing WorldCat record in the NZ when the OCLC number is used in a CZ record.

Procedure

Importing a new record

Use this procedure to import a new record when the OCLC number is used in a CZ record. See Merging an existing record if updating an older version of the record in the NZ.

1. Search the OCLC number in the NZ to ensure the only record is a CZ record with the OCLC number.
2. Import the WorldCat record into the NZ using Search Resources.
   
   1. To open Search Resources, select Resources > Search Resources.
   2. Verify that the record will be imported into the NZ:
      
      1. Select New > Placement Options.
      2. Under Placement of new records and templates, select Network.
      3. Click Save.
   3. In the Search Resources window, enter the following:
      
      1. Search Cataloging Profile: WorldCat
      2. System Number: Select Contains Phrase and then enter the OCLC number in the box.
      3. Click Search.
   4. In the Search Resources Results window, there should only be one result. Ensure it is the record to import and click Import.
      
      1. Note: The record is still a draft. To cancel the import, close and release the record without saving.
   5. Review the record and click Save and Release Record.
      
      1. When prompted to view matching records before saving, click No.
3. If the Institution Zone (IZ) record is linked to the NZ or CZ, unlink the IZ record.
   
   1. Open the IZ record that links to the NZ or CZ in the MD Editor.
   2. Select Record Actions > Copy to Catalog.
   3. Click Save and Release Record.
   4. If unable to unlink, email csdhelp@berkeley.edu with the following message:

Please run the Unlink a set of records from the Network job on MMS ID [INSERT IZ MMS ID]

4. Link the IZ record to the newly imported NZ record.
   
   1. Open the IZ record in the MD Editor.
   2. Ensure the OCLC number of the newly imported record is in field 035 preceded by the prefix (OCoLC).
   3. Select Record Actions > Share with Network.
      
      1. When prompted to view matching records, click Yes.
   4. From the Matching Records list, select a record and click View.
   5. After confirming that the record selected is the WorldCat record that was imported, select Link and then click Execute.
   6. Review the record and click Save and Release Record.
      
      1. When prompted to view matching records before saving, click No.

Merging an existing record

Use this procedure to update an existing NZ record that is not linked to the CZ when the OCLC number is also used in a CZ record. See Importing a new record if importing a new record into the NZ.

1. Open the record to be updated in the MD Editor.
2. Merge the latest WorldCat record with the existing record in the NZ using Search Resources.
   
   1. To open Search Resources, select Search & Browse > Search Resources.
   2. In the Search Resources window, do the following:
      
      1. Verify the following search fields which are automatically populated with search terms from the open record:
         1. Search Cataloging Profile: WorldCat
         2. System Number: Contains Phrase and the OCLC number in the box.
         3. Note: Other search fields can be accepted as provided or deleted.
      2. Click Search.
   3. In the Search Resources Results window, there should only be one result. Ensure it is the record to import and select ... > Merge Preview.
   4. In the Merge Preview window, verify the result and click Copy & Merge.
      
      1. Note: The record is still a draft. To cancel the copy & merge, close and release the record without saving.
   5. Review the record and click Save and Release Record.
      
      1. When prompted to view matching records before saving, click No.
3. If the IZ record is linked to another NZ record or the CZ, unlink the IZ record.
   
   1. Open the IZ record that links to another NZ record or the CZ in the MD Editor.
   2. Select Record Actions > Copy to Catalog.
   3. Click Save and Release Record.
   4. If unable to unlink, email csdhelp@berkeley.edu with the following message:

Please run the Unlink a set of records from the Network job on MMS ID [INSERT IZ MMS ID]

4. If not already linked, link the IZ record to the newly updated NZ record.
   
   1. Open the IZ record in the MD Editor.
   2. Ensure the OCLC number of the newly updated record is in field 035 preceded by the prefix (OCoLC).
   3. Select Record Actions > Share with Network.
      
      1. When prompted to view matching records, click Yes.
   4. From the Matching Records list, select a record and click View.
   5. After confirming that the record selected is the WorldCat record that was updated, select Link and then click Execute.
   6. Review the record and click Save and Release Record.
      
      1. When prompted to view matching records before saving, click No.

Resources

• Searching External Resources (Ex Libris)