Importing Bib Records Through an Import Profile

Staff can add bibliographic  records to the Polaris database by:

  • Importing a file of records from other sources through an import profile (procedures below)

  • Copying records from OCLC through Z39.50

  • Manually entering original records in Polaris using the MARC Editor

Importing through an Import Profile

*Prior to importing a batch of records from a vendor or other source, set up import profiles for your library. 

To import a file of records, open the Utilities menu and select Importing.

There are two options for importing:

  • Express Import: Allows you to change the import profile settings only on the Profile Setup and Record Set tabs

  • Full Import: Allows you to change import settings on all tabs in the Import Setup Window


Select the import option that meets your needs. 

In the top section of the import setup screen, select the import profile you would like to use from the list.


In the bottom section of the profile setup, click the "Add" button to select the file of records you wish to import.


By default, Polaris will open to a location on the terminal server. Navigate to the folder on your computer that holds the file of records you would like to load. You may want to consider copying the file to a flash drive to make it easier to find!


Select the file to import and click Open.


The file should now appear listed under your Import Files.


If you are using Express Import, you can navigate to the Bibliographic Records tab to modify the Display in PAC setting. You can also open the Record Sets tab to change the name and owner of the record sets that will be created when the import is complete.


After you confirm all settings are correct, select the Import button.

A pop-up window will confirm that your files have been added to the import job queue. Polaris can import three files at a time. A single user can only have one file importing at a given time. Click OK.


The Import Jobs Queue will open. Time for the import to complete depends on the number of files ahead of you in the queue and the number of records in the file you are importing. Click the refresh button to update the queue and your file's status.


Once your file has completed, double click the file to open the import report.

The first section of the import report lists the selected import options and the user ID of the staff member who imported the files.


Following the import options, the report provides details for records that were imported, such as:

  • MARC validation issues

  • duplicate detection and overlay 

  • item records created

  • tags deleted from incoming records

  • tags retained from duplicate records


At the bottom of the report, users can find the names of the record sets that were created during the import. Staff can access these records sets to review final records created, and resolve any provisional records that came in during the import.


The last section lists the import statistics: how many final and provisional records were created, and how many incoming bibs in the file were rejected.