Set Import Options for Bibliographic Records

Note:
To create item records from embedded holdings when importing bibliographic records, see Set Import Options for Item Records.

To set import options for bibliographic records

  1. On the Import Profile workform, select the Bibliographic Records tab.

  2. In the Bibliographic Save Options section, select one of the following options:

    • Save all records as final

    • Save all records as provisional

    • Do not save any records

    Note:

    You might select the Do not save any records option if you:

    • Are importing a file that contains a mix of record types. For example, select this option if you're importing a file that contains both bibliographic records and authority records and you only want to save the authority records.

    • Want to test the import without saving records to see the types of errors that occur.

  3. Select the organization that will own the records from the Owner list.

    Note:
    The record owner sets permissions related to the record.

  4. If you do not want the imported records to display in the PAC, clear the Display in PAC checkbox. The Display in PAC checkbox is selected by default.

  5. To protect all incoming records that are saved to the database so that they cannot be overlaid in future processing, select the Do not overlay checkbox.

    Note:
    Leap performs all import processing defined in the import profile, then flags the records that are saved to the database with the Do not overlay setting, which prevents them from being overlaid in the future.

  6. To delete specific MARC tags from incoming records as they are saved to the database, select the Delete MARC Tags on Incoming Records checkbox, and select one of the following options:

    • System defined deletion tags — Deletes the tags that are defined in the Bibliographic Tags Retain/Delete policy table in Polaris Administration.

    • Profile defined deletion tags — Deletes the tags that are defined in the import profile.

  7. If you selected the Profile defined deletion tags option in step 6, do one or more of the following to specify profile defined deletion tags:

    • Select ADD to add a MARC tag to delete. You can also specify the indicator values that must be present for the tag to be deleted.

    • Select a tag and select MODIFY to modify an existing profile-defined deletion tag.

    • Select a tag and select DELETE to remove it from the list.

  8. To perform record validation on the records you are saving as final, select Perform MARC 21 Validation, and select one of the following options:

    • Save record as provisional — If Leap finds that a record contains validation errors, it saves the record as a provisional record.

    • Ignore errors; save record as final — Leap saves records as final even when they have validation errors.

    Notes:

    • Regardless of whether you select the Perform MARC 21 Validation option, bibliographic records must have a Leader and an 008 tag to be imported and saved in the Polaris database.

    • Leap validates records in MARC XML format using the MARC Validation: Bibliographic setting in Polaris System Administration (web-based). In addition, Leap checks the XML structure of the file to ensure it conforms to the MARC XML standard. If the file does not conform to the standard, the records are not imported, and an error appears in the import report.

    Tips:

    • If you are importing brief bibliographic records to be used to create purchase orders, select Ignore errors; save record as final.

    • If your library has a subscription to a remote database of authority records, Leap automatically searches the remote database when no matching authority record is found. Leap saves the new authority record to the database and links it to the new bibliographic records.

  9. To perform authority control on the records you are saving as final, select Perform Authority Control, and select one of the following options:

    • Automatically create new authority record; save bibliographic record as final — Leap creates a new authority record and saves the incoming bibliographic record as final.

    • Do not create authority record; save bibliographic record as final — Leap does not create a new authority record and saves the incoming bibliographic record as final.

    • Do not create authority record; save bibliographic record as provisional — Leap does not create a new authority record and saves the incoming bibliographic record as a provisional record.

  10. Specify whether to perform duplicate detection by doing one of the following:

    • If you want to check for duplicate bibliographic records that already exist in the database, select Perform Duplicate Detection and continue to step 11.

    • If you don't want to check for duplicate bibliographic records that already exist, skip to step 16 of this procedure.

  11. Select one of the following options:

    • Use system defined duplicate detection rules — Use the standard duplicate detection rules that are set in Polaris Administration.

    • Use profile defined duplicate detection rules — Use the duplicate detection rules that are specified in the import profile.

  12. If you selected the Use profile defined duplicate detection rules option in step 11, select one or more rules from the Rules to apply (as unique groups) list.

    Note:
    You can select more than one rule, but these rules are applied as separate groups, so only one of the rules needs to be met for a record to be considered a duplicate.

  13. Select one of the following options to specify how the system handles suspected duplicate records:

    • Save incoming as provisional —Leap saves the incoming duplicate record as provisional. Only the resident record with a status of final is indexed.

    • Save incoming as final; do not replace database record — Leap saves the incoming duplicate record as final but does not replace the database record. Two similar or identical bibliographic records are saved to the database and both are indexed and searchable.

      Note:
      The import report indicates if any database records that would have been replaced are protected from being overlaid because they are flagged with a Do not overlay checkbox.

    • Save incoming as final; replace database record — The existing record is overlayed by the new incoming record but its control number is retained. You can also select Keep MARC tags and select System defined overlay retention tags or Profile defined overlay retention tags.

    • Save record with highest encoding level. If encoding levels match — If you select this option, select one of the following:

      • Save incoming record as final; replace database record — The control number is retained only when saving the record as final. You can also select Keep MARC tags (either system- or profile-defined) to retain specific tags from the replaced database record.

      • Reject incoming record — If you select this option, you can also select Keep MARC tags (either system- or profile-defined) to retain tags from the incoming record that was rejected.

      • Save incoming record as provisional (Ignore ‘Keep MARC tags’) — If you select this option, Leap saves the incoming record as provisional, and the database record remains. Even if the Keep MARC tags box is selected, the import ignores the setting.

        Note:
        When an existing bibliographic record is overlaid with a new bibliographic record, the links to the item records are maintained and the circulation counts remain. In addition, any holds attached to the old record are transferred to the new record. These requests maintain their position in the holds queue. See Placing and Managing Hold Requests.

      • Reject incoming record; add MARC retention tags to database record — The incoming duplicate record is deleted, but any system-defined or profile-defined MARC tags are retained from the incoming record and appended to the database record. When you select this option, Keep MARC tags is selected automatically. You can select System defined overlay retention tags or Profile defined overlay retention tags.

  14. If you want to retain specific tags from records that are overlaid or rejected, select Keep MARC tags and select one of the following options. Depending on the options you selected above, this checkbox might already be selected.

    Important:
    When the profile is set to reject incoming duplicate records but retain certain MARC tags, these tags are retained in the database record, and the database record is added to the record set. See Set Import Options for Record Sets.

    • System defined overlay retention tags — Retains the tags that are defined in the Bibliographic Tags to Retain/Delete policy table in Polaris System Administration (web-based).

    • Profile defined overlay retention tags — Retains tags that are defined in the profile.

      Note:
      If you are using a profile that is set to overlay or reject the incoming records and retain 970 tags (such as the Acquisitions Bibs default profile), you may want to specify additional tags to retain such as the 020 tag (ISBN) or 024 tag (UPC). When these tags are retained from an incoming record that is a duplicate of an existing record, and the existing record has multiple ISBNs or UPCs, the most-recently added ISBN or UPC is at the top of the list in a purchase order line item.

  15. If you selected the Profile defined overlay retention tags option in step 14, do one or more of the following to specify the tags you want to retain from the existing record:

    • Select ADD to add a MARC tag to keep. You can also specify the indicator values that must be present for the tag to be retained.

    • Select a tag and select MODIFY to modify an existing profile defined retention tag.

    • Select a tag and select DELETE to remove it from the list.

  16. When you have finished setting import options for bibliographic records, continue configuring the import profile. See Create an Import Profile. You must save the import profile for your changes to take effect.