Automatic Processes During Record Imports

If record validation is selected in the import profile, the system validates incoming records according to the rules configured in the following cataloging profiles in Polaris Administration (staff client): MARC validation: Bibliographic and MARC validation: Authority. However, if the incoming records contain indicators or subfields with data that cannot be validated, the data is replaced with the following default values:

• Indicators default to ' '

• Subfields default to '?'

For more information, search for "Administering MARC Validation and Display" in the Polaris staff client help.

If the Perform authority control and Automatically create new authority record: save bibliographic record as final options are selected on the Bibliographic Records tab of the import profile, the system searches for an existing authority record for the heading. If no matching authority record is found in the local database, the system automatically creates an authority record and saves it to the database. If your library has a subscription to a remote database of authority records, the system automatically searches the remote database when no matching authority record is found. The system copies the matching authority record to the Polaris database and links it to the new bibliographic records.

For more information, search for "Set import options for authority records" in the Polaris staff client help.

If duplicate detection is selected in the import profile, the system identifies duplicates according to the rules configured in the following Polaris Administration (staff client) database tables: Bibliographic Deduplicaton and Authority Deduplication. For more information, search for "Change bibliographic or authority deduplication tables" in the Polaris staff client help.

If you want to use duplicate detection rules that differ from those configured in the database tables, select the Use profile defined duplicate detection rules option in the import profile and select the rules to apply.

If the import profile is configured to automatically remove tags from incoming bibliographic records, the system removes tags from the records before saving them in the Polaris database. For more information, search for "Set import options for bibliographic records" in the Polaris staff client help.

If the import profile is configured to select the Do not overlay box on incoming records, the records are saved as protected records that cannot be overlaid. For more information, search for "Set import options for bibliographic records" in the Polaris staff client help.

If you are using an import profile that is configured to create item records from embedded holdings tags, an automatic process checks the bibliographic records for the presence of preexisting holdings tags with the tag number specified in the import profile.

If the process finds preexisting tags that match the retained tags selected under Keep MARC tags in the import profile, and these tags do not already have a subfield $9, the system inserts a subfield $9 with the text "Tag retained from duplicate overlay" into the tag.

When the system uses embedded holdings tags to create new items or to update on-order items to shelf-ready items, it inserts a subfield $9 with the text "Item generated" into the tag if the Polaris Administration (staff client) Cataloging parameter MARC embedded holdings tags as processed is set to Yes. During the import process, item records are not created or updated if the embedded holdings tags are marked as follows:

• $9 Tag retained from duplicate overlay mmm dd yyyy hh:mm[AM/PM]

Or

• $9 Item generated mmm dd yyyy hh:mm[AM/PM] 

Your Polaris administrator can use a utility to automatically scan for specific tags marked with subfield $9 and remove them. For more information, search for "Setting Utility to Delete Bib Tags Marked with Subfield 9" in the Polaris staff client help.

If the incoming authority record status (Leader position 05) is d, s, or x, the system performs the deletion processing during the import:

• If the incoming authority record status is d (deleted), the system does the following:
  • Disconnects all bibliographic record links to and from the existing authority record.
  • If any authority record has the existing authority record 1xx field as a 4xx field, the system logs the cross-reference in the import report.
  • Disconnects all authority record links to the existing authority record.
  • Replaces the existing authority record with the incoming record.
  • Logs the deleted record in the import report.
• If the incoming authority record status is s (deleted; heading split into two or more headings), the system does the following:
  • Disconnects all bibliographic and authority record links to and from the existing authority record.
  • Logs all disconnected links in the import report.
  • Replaces the existing authority record with the incoming record.
  • Logs the deleted record in the import report.
• If the incoming authority record status is x (deleted; heading replaced by another heading), the system does the following:
  • Disconnects all bibliographic and authority record links to and from the existing authority record.
  • Replaces the existing authority record with the incoming record.
  • Logs the deleted record in the import report.

When you import bibliographic records using an import profile that is set to build item records from embedded holdings tags, the items are created automatically based on the holdings tag number and MARC subfield mapping specified on the Item Records tab.

The table below lists the default settings, requirements, and data entry conventions for item record creation from data in the 852 tag in the Polaris default (with item creation) profile. The data entry conventions apply to all profiles.

Polaris Item Record Field	Subfield	Required	Data Entry Conventions
Assigned Branch	$a	Yes	Must match a branch ID or abbreviation. Maximum of 15 characters.
Collection	$b	No	Must match a collection ID or abbreviation. Maximum of 15 characters.
Barcode	$p	No	Maximum of 20 characters.
Call Number Prefix	$k	No	Maximum of 60 characters.
Call Number Suffix	$m	No	Maximum of 60 characters.
Circulation Status	N/A	No	ID or description. Maximum of 80 characters. Certain circulation statuses are not allowed for new item records (for example, Lost). If the ID or description in the circulation status is not allowed, the circulation status is taken from the template or from system defaults for item records.
Classification	$h	No	Maximum of 60 characters.
Copy	$t	No	Maximum of 60 characters.
Cutter	$i	No	Maximum of 60 characters.
Display in PAC	$4	Yes	0 = No, 1 = Yes
Fine Code	$r	Yes	FineCodeID (ID or description). Maximum of 80 characters.
Free Text Block	N/A	No	Maximum of 255 characters.
Funding Source	$1	No	Maximum of 50 characters.
Holdable	$5	Yes	0 = No, 1 = Yes
Library Assigned Block	N/A	No	ID or description. Maximum of 80 characters.
Loan Period Code	$u	Yes	LoanPeriodCodeID, ID, or description. Maximum of 80 characters.
Loanable Outside System	$7	Yes	0 = No, 1 = Yes
Material Type	$w	Yes	MaterialTypeID, ID, or description. Maximum of 80 characters.
Name of Piece	N/A	No	Maximum of 255 characters.
Non-circulating	N/A	No	0 = No, 1 = Yes
Non-Public Note	$x	No	Maximum of 255 characters.
Owning Branch	$o	Yes	Must match a branch ID or abbreviation. Maximum of 15 characters.
Physical Condition	$q	No	Maximum of 255 characters.
POLI Segment ID	N/A	No	Must be a numeric value.
Price	$0	No	Monetary value (Format: ##.## No '$' should be in the subfield. Include a decimal where appropriate.)
Public Note	$z	No	Maximum of 255 characters.
Renewal Limit	$y	Yes	0 - 99
Shelf Location	$c	No	Must match shelf location ID or description. Maximum of 80 characters.
Shelving Scheme	$j	Yes	0 = No information 2 = Library of Congress 3 = Dewey Decimal 4 = National Library of Medicine 5 = Superintendent of Documents 6 = Shelving Control Number 7 = Title 8 = Shelved Separately 9 = Other
Statistical Code	$d	No	ID or description. Maximum of 80 characters.
Temporary Shelf Location	$l	No	25 characters.
Volume	$v	No	Maximum of 60 characters.

If the import profile is set to perform duplicate detection, it can also specify how the system handles duplicate records. For information about the process that compares the encoding level of duplicate bibliographic records, search for "Overlaying Bibliographic Records Based on Encoding Level" in the Polaris staff client help. For information about the process that compares the cataloging source of duplicate authority records, search for "Overlaying Authority Records Based on Cataloging Source" in the Polaris staff client help.

The system uses the Bibliographic Tags to Retain/Delete policy table to identify tags in bibliographic records to retain from duplicate records that are overlaid. It uses the Authority Overlay Retention policy table to identify tags in authority records to retain from duplicate records that are overlaid.

Note:
The Bibliographic Tags to Retain/Delete policy table can also be used to identify tags to delete from incoming records whether they are duplicates or not.

For more information on these tables, search for "Specify Tags to Retain from Overlaid Bibs" and "Specify Tags to Retain from Overlaid Authority Records" in the Polaris staff client help.

For bibliographic records, you can also select the option Profile-defined overlay retention tags in the import profile and select additional bibliographic tags to retain. For more information, search for "Set import options for bibliographic records" in the Polaris staff client help.

This section describes how the system overlays bibliographic records when the import profile is set to perform duplicate detection and to use the encoding level (Leader position 17 value) to determine which duplicate record to keep.

Note:
You can see the encoding levels for the Leader position 17 on the MARC tab of the Bibliographic Record workform. Expand the Leader field and select the Encoding level (17) list.

 

An incoming record with LDR/17 value	Overlays an existing record with LDR/17 value	Doesn't overlay an existing record with LDR/17 value
space	space, 1, 2, 3, 4, 5, 7, 8, u, z, E, I, K, L, or M	J
1	1, 2, 3, 4, 5, 7, 8, u, z, E, K, or M	space, I, L, or J
2	2, 3, 4, 5, 8, u, z, E, K, or M	space, 1, 7, I, L, or J
3	3, 5, 8, u, z, or E	space, 1, 2, 4, 7, I, J, K, L, or M
4	3, 4, 5, 8, u, z, or E	space, 1, 7, I, J, K, L, or M
5	5, u, z, or E	space, 1, 2, 3, 4, 7, 8, I, J, K, L, or M
7	2, 3, 4, 5, 7, 8, u, z, E, K, or M	space, 1, I, J, or L
8	5, 8, u, z, or E	space, 1, 2, 3, 4, 7, I, J, K, L, or M
u	u, z, or E	space, 1, 2, 3, 4, 5, 7, 8, I, J, K, L, or M
z	z or E	u, space, 1, 2, 3, 4, 5, 7, 8, I, J, K, L, or M
E	E	u, z, space, 1, 2, 3, 4, 5, 7, 8, I, J, K, L, or M
I	space, 1, 2, 3, 4, 5, 7, 8, u, z, E, I, K, L, or M	J
J	—	space, 1, 2, 3, 4, 5, 7, 8, u, z, E, I, J, K, L, or M
K	2, 3, 4, 5, 8, u, z, E, K, or M	space, 1, 7, I, J, or L
L	space, 1, 2, 3, 4, 5, 7, 8, u, z, E, I, K, L, or M	J
M	2, 3, 4, 5, 8, u, z, E, K, or M	space, 1, 7, I, J, or L

This section describes how the system processes authority records when the import profile is set to perform duplicate detection and to merge duplicate records. When the system finds duplicate records, it does the following:

• Determines whether the incoming record is valid for import processing by checking the 040 tag subfield $a (original cataloging agency) value against the entries configured in the Authority Record Import: Preferred Cataloging Source policy table. See Determining if the Incoming Record is Valid for Import Processing.

• If the incoming record is valid for import processing, the system compares the 040 tag subfield $a values of the two records to determine if the incoming record overlays the existing record. See Determining if the Incoming Record Overlays the Existing Record.

• If the incoming record overlays the existing record, the duplicate records are processed based on the record status (Leader position 05 value) of the incoming record. See Performing Import Processing.

Determining if the Incoming Record is Valid for Import Processing

To determine if the incoming record is valid for import processing, the system compares the incoming record's 040 tag subfield $a value to the entries in the Authority Record Import: Preferred Cataloging Source policy table.

The table below lists the import processing status for each possible scenario.

Authority Record Import: Preferred Cataloging Source Policy Table	040 Tag Subfield $a Value of Incoming Record	Import Processing Status
Has entries	Matches an entry in the Authority Record Import: Preferred Cataloging Source policy table	Valid for import processing
Has entries	Does not match an entry in the Authority Record Import: Preferred Cataloging Source policy table	Not valid for import processing. The system logs the invalid incoming record in the import report but does not add the record to the catalog.
Has entries	Contains no data	Not valid for import processing. The system logs the invalid incoming record in the import report but does not add the record to the catalog.
Has no entries	Contains no data	Provisional. The system logs the incoming record in the import report and adds it to the catalog as a provisional record. The system does not change the existing record. The incoming record is added to a provisional record set if specified.
Has no entries	Contains data	Valid for import processing

Determining if the Incoming Record Overlays the Existing Record

If the incoming record is valid for import processing, the system compares the 040 tag subfield $a (original cataloging agency) values of the two records to determine if the incoming record overlays the existing record.

The incoming record overlays the existing record if its 040 tag subfield $a value is assigned a higher preference value in the Authority Record Import: Preferred Cataloging Source policy table.

The table below describes the import processing the system performs in each possible scenario.

Result of Comparing the Original Cataloging Agency Preference Values	Processing Performed
The incoming record's preference value is higher than the preference value for the existing record	The incoming record overlays the existing record and is processed according to the value in the Leader position 05 (record status).
The incoming record's preference value is the same as the preference value for the existing record	The incoming record overlays the existing record and is processed according to the value in the Leader position 05 (record status).
The existing record does not have an original cataloging agency specified in the 040 tag subfield $a	The incoming record overlays the existing record and is processed according to the value in the Leader position 05 (record status).
The incoming record's preference value is lower than the preference value for the existing record	The system logs the incoming record in the import report but does not add it to the catalog.

Performing Import Processing

The system performs one of the following types of processing, depending on the Leader position 05 (record status) value of the incoming record:

• New or update processing – For incoming records with a record status of  n (new), c (corrected or revised), or a (increase in encoding level)

• Deletion processing – For incoming records with a record status of d (deleted), s (deleted with heading split), or x (deleted with heading replaced)