Import Profiles in Polaris
In order to import files into Polaris, Import Profiles are created for specific kinds of files.
Importing a file of MARC records from OCLC
Importing a file of records from a vendor in order to create On Order records
Importing a file of MARC records including updates to items from a vendor
There are specific settings in each Import Profile that makes sure that the correct import rules are followed. CCS is recommending that every library copy the system provided import profiles and then make them specific to their library.
Copying an Import Profile Template:
Go to the Utilities Menu and select Importing and then select Profile Manager.
Change the Filter by Creator to <All>.
Scroll down to the profiles starting with "TEMPLATE TO COPY."
Right click the template you want to copy and select copy from the menu.
Change the name of the profile so that it begins with your library's three letter code and the name of the profile. Delete TEMPLATE TO COPY. Example: WNK Book Vendor On Order records. We will all be seeing each other's templates so it will be helpful for them to start with your library code.
In the Source file name section, click on Browse and go to where the files normally reside on your computer. Select a file. I would recommend saving files to a network drive or a USB drive.
Click on the tab labelled "Record Sets." Change the Owner of each record set to your library. You can also add staff initials to the beginning of each record set name or follow your department's internal naming conventions.
Cataloging Import Profiles
The name of the profile for OCLC Full MARC files is: “TEMPLATE TO COPY - OCLC Full Records.”
In the example below, the cataloger will be loading a file of fully cataloged records from OCLC.
Select "Save all records as final."
Select "Delete MARC Tags on incoming record." The list of "System defined deletion tags" can be found on the Cataloger's Wiki by searching for "Junk Tags."
The Record Owner should be set to "Cooperative Computer Services (sys)" because all bibliographic records need to be shared with the group and not by one library.
Make sure Perform MARC 21 Validation is checked as well as Perform Authority Control.
Check "Perform Duplicate Detection."
If a suspected duplicate is found: "Save incoming record as final; replace database record.
More Information on Duplicate Detection Rules:
The system defined duplicate detection rules currently do not include deduplication by form of item. Therefore when you bring in a record it will not dedup a regular print book against an electronic or a large print version. This issue will be corrected in Polaris Release 6.
When a record in the system is overlaid with a new record, a new control number (001) is created. You can use the "incoming 001 = existing 001" rule to make sure that the record you want to overlay will be an exact match.
Bibliographic records are identified as potential duplicates based on the Rule Group. Each Rule Group contains one or more rules. Two bib records must meet all the rules in at least one group to be potential duplicates. For more details, see the Polaris Help topic “Bibliographic Duplicate Detection Rules Reference” which is part of the help page “Change bibliographic or authority deduplication tables.”
On Order Import Profiles
For ordering materials from a vendor, different import profiles need to be used.
TEMPLATE TO COPY - Book Vendor On Order Records
This template will do a duplicate record detection based on the ISBN and UPC fields. If a duplicate is found the incoming record will be rejected but the 970 information (if any) will be retained. In addition we need the 020 and 024 to be retained for ordering purposes. We will not check for MARC 21 Validation or Authority Control at this time.
TEMPLATE TO COPY - Book Vendor Item Creation On Order Records
This template will do a duplicate record detection based on the ISBN and UPC fields. If a duplicate is found the incoming record will be rejected but the 970 information (if any) will be retained. In addition we need the 020 and 024 to be retained for ordering purposes. Don’t check for MARC 21 Validation or Authority Control because they are On Order Records. In the Item Records tab, select the Item Template you want to use for the items that will be created.
TEMPLATE TO COPY - AV Vendor On Order Records
This template will do a duplicate record detection based on the 024, UPC, and 028 fields. If a duplicate is found the incoming record will be rejected but the 970 information (if any) will be retained. The 024, UPC, and 028 fields will also be retained.
Enriched EDI Orders
For libraries that receive shelf-ready materials with files that have 949 fields to update item records with item barcode numbers and call numbers, use the profile called TEMPLATE TO COPY - Enriched EDI Orders. With this profile, the bib records will only overlay the current records if they are set to a higher encoding level. Also, the incoming 949 data will update the information in the item record. Some of the information in the item record tab may need to be adjusted depending on the vendor. Please let Kathy Schmidt know if you run into any difficulties with this.