Get patron registration data

The GET patron registration data option in Admin Corner allows you to load patron registration data created by PC-Patron on a PC into the system.

There are two main steps involved in loading patron registration data created on a PC into patron records:

  • Transfer ("get") the patron registration data from the PC to a temporary storage location in the system.
  • Process the transferred patron registration data into the database.

To process the transferred patron data:

  1. Create MARC-like patron records
  2. Process the transferred records into the database
  3. Delete the temporary files (both original and ".pat" files)

Creating MARC-like Patron Records From PC Data

Unless the incoming records are in standard MARC format, you will need to select the P > PREPROCESS Patron records menu option before loading the records into the database. This converts the raw data in the file to a MARC-like format which the system can then load into the database. When preprocessing is finished, the system displays:

All records processed
Press <SPACE> to continue

A new file is listed, with the suffix '.pat'. The ".pat" file holds MARC-like patron records created from the transferred patron data.

Loading a MARC File

Once the file has been preprocessed (if required), load the records into the database. Innovative advises that you use TESTING mode to test the load of a few records before loading the entire set of records into the database.

Choose the L > LOAD a MARC file option. The following menu displays:

        Load a file of MARC records into the
                  INNOPAC database

L > LOAD records
F > Set FILE name (students.pat)
S > Set START/STOP block (1, 1375)
N > Set total NUMBER of records to load
T > Loading mode
V > VIEW Logs of previous loads
Q > QUIT
Choose one (L,F,S,N,T,V,Q)

Choose the T > Loading mode option to toggle into TESTING mode.

Next, choose the L > LOAD records option. The system reads the file and convert its contents to the format for the Innovative database, but does not actually place the records into the database. As the test load proceeds, the system reports on its progress:

Patron records will be created

REC BLOCK PATRON RESULT MATCHES

1 1 Smith, John INSERT p1001231 MAT = 0

2 4 Jones, Elizabeth INSERT p1001231 MAT = 0

After all records have been read, the system displays a screen of statistics like the following:

RECORD LOADING STATISTICS

Input file  - students.pat          Start date - August 19 01:03PM
Error file  - students.errlog       End date   - August 19 01:07PM
m2btab file - m2btab.p

Number of input records - 788
Number of errors        - 691

     NEW                            EXISTING     INPUT     TOTAL
     RECORDS     REC #S ASSIGNED    RECORDS      RECORDS   RECORDS
     CREATED     START      STOP    OVERLAYED    REJECTED  READ

 PATRON   788    p1001231  p1001231        0          0       788
_________________________________________________________________
  V > VIEW error file                           Q > QUIT
  P > PRINT
  Choose one (V,P,Q)

If the reported number of input records or the number of newly created records does not match the number of records in the incoming file, or if there are any errors (as in the example shown above), there is likely a problem with the data format. Contact Innovative for assistance before continuing.

If the number of records converted is correct and there were no errors,choose QUIT to return to the Load a file of MARC records into the database menu and choose T > TESTING mode to toggle into Loading mode. Select the N > Set total NUMBER of records to load option. The system prompts:

Process how many (logical) records (1-1375)

Enter a small number, such as 5. Next, select the L > LOAD records option to load this small set of records into the database. After these records have loaded, examine the RECORD LOADING STATISTICS screen and confirm that there were no errors. Then, check that all existing records were overlaid properly (all unprotected fields have been loaded, and all protected fields have not been modified). If there are any problems, contact Innovative before continuing.

If the records loaded successfully, choose the L > LOAD a MARC file option. Confirm that the first number in parentheses in the S > Set START/STOP block option is not 1 (since you have already loaded some records). After checking the START number, choose L > LOAD records to load the complete set of patron records into the database. After the records have loaded, carefully examine the RECORD LOADING STATISTICS screen and confirm that there were no errors.

Viewing the MARC File

You can view the records in the ".pat" file with the V > VIEW a MARC file option.

Removing Files

Choose R > Remove files. The system prompts:

Enter file name:

Enter the name of the file that has been loaded (without the extension).

The system deletes both the original and ".pat" versions of the file.

Displaying File Sizes and Dates

The Y > Display file SIZE and DATE option can be used to display the size (number of bytes) and date (date loaded or last modified) of each file in the "Process Patron Records" display. When you select this option, the upper portion of the display changes to the following format:

File

Size

Last Modified

1 >

faculty.pc

31713

Tue May 24 1993 10:46:11

2 >

staff.pat

15113

Mon May 23 1994 17:00:38

3 >

staff.pc

45340

Mon May 23 1994 13:05:12

4 >

students.pc

782080

Mon May 23 1994 13:46:31

5 >

ptfaculty.pat

1792

Wed May 25 1995 12:53:57

6 >

ptfaculty.pc

5376

Wed May 25 1995 12:45:19

Note that files are listed alphabetically, not chronologically.

After you select this option to display file sizes and dates, the option toggles to Y > Display file NAME only.