Overlaying an Existing Record with a New Record from a Remote Search

When you retrieve records from a remote Z39.50 search, you can overlay existing authority and bibliographic records in your database with the new records. When you use a Z39.50 search to overlay a record you also can do the following:

Overlaying a Record

When you overlay an existing record in your database, the new record must be the same record type. For example, you can overlay a bibliographic record with another bibliographic record, but you cannot overlay an authority record with a bibliographic record. To overlay a record, do the following:

  1. Retrieve the record(s) you want by performing a remote Z39.50 search.
  2. To view or edit a record before overlaying it, select the record in the browse list and choose View.

    For more information, see Maintaining Records.
  3. To overlay a record in the database, select the new record in the browse list and choose Select.

    Use this new record to overlay an existing record in the database by doing one of the following:

Choosing a Record to Overlay

  1. Select the record in the browse display and choose Select.
  2. In the new bibliographic or authority record display, choose Edit |Overlay | Find Bib or Find Authority.
  3. Retrieve the record you want to overlay.
    • If only one record matches your search criteria, that record displays in a summary record view. You can view the record details by choosing View.
    • If multiple records match your criteria, the records display in a browse list. You can view a record in the list by selecting the record in the list and choose View.
      Alternatively, you can select the record in the list, choose Select, and then choose View in the summary record display.
  4. When you finish viewing the record details, choose Use Bibliographic Record.
  5. To change the record after it has been overlaid, choose Edit.

    See Maintaining Records for more information about editing records.
  6. To see the record you are going to overlay, choose Edit | View Existing Record.
  7. When you are finished making any changes, Save the overlaid record.

Automatically Overlaying a Record

Automatic Overlay Matchpoint

When you automatically overlay a record, the system uses the match point defined in the load table used for loading MARC records.

  1. Select the record in the browse display and choose Select.
  2. In the new bibliographic or authority record display, choose Edit |Overlay | Automatic.
  3. If one record is found, the system overlays the record with the new record.

    If no records or multiple records are found, the system displays a warning messages and prompts you to do one of the following:
    • Find Bib or Authority—Search for a specific record to overlay. See Choosing a Record to Overlay for more information.
    • Insert Record—If no records were found, this option adds the new record to the database.
      If multiple records were found, this displays the list of matching records in a browse display. See Choosing a Record to Overlay for more information.
    • Cancel—Return to the new record window.
  4. When you or the system has identified an existing record for overlay by the new record, the new record displays in edit mode, allowing you to make changes if necessary. See Maintaining Records for more information about editing records.
  5. When you are finished making any changes, Save the overlaid record.

Overlaying a Recently Edited Record

When you edit a record and then search for a record of the same record type using a remote Z39.50 search, without closing the original record, the system displays the record number for the open record in the Overlay submenu, providing easy access to the record for overlay. To overlay a recently edited record, do the following:

  1. Select the record in the browse display and choose Select.
  2. In the new bibliographic or authority record display, choose Edit |Overlay | <record number>.
  3. The system overlays the specified record with the new record and displays the new record in edit mode, allowing you to make changes if necessary.

    See Maintaining Records for more information about editing records.
  4. When you are finished making any changes, Save the overlaid record.

Changing the Authority Type in an Authority Record

When you view an authority record retrieved from a remote Z39.50 search, the authority type displays in the record title bar. You can change the authority type for the record when you download the record or use it to overlay an existing authority record in your database. To change an authority type, do the following:

  1. Retrieve a record using a remote Z39.50 search.
  2. Select a record from the browse list of records found in the search and choose Select.
  3. To change the authority record, choose Edit.

    See Maintaining Records for more information about editing records.
  4. Choose Save.
  5. The dialog box indicates the current authority type.
  6. Indicate the type of authority record you want to save by selecting one of the following and then choosing OK:
    • Author
    • Subject
    • Title

After you save the authority record to your database, it becomes a local authority record.

Updating OCLC Holdings

If your database is set up appropriately, you can update OCLC holdings data for bibliographic records you download from a remote Z39.50 search. When you choose to update OCLC holdings, the system sends a transaction request to the appropriate OCLC server, which then typically updates the database in an overnight process to indicate that your library owns the material indicated by the request.

OCLC Updating

To update OCLC holdings information, you must specify OCLC for the Type of Updating option in your Z39.50 server file.

To update your OCLC holdings information, do the following:

  1. Retrieve a record using a remote Z39.50 search.
  2. Select a record from the browse list of records found in the search and choose Select.
  3. Choose Tools | Update Holdings.

    The system displays a message indicating that your request was sent to the appropriate OCLC server.
    NOTE

    This message confirms that the request was transmitted. It does not confirm receipt of the request by the OCLC server.

See also:
Verifying Record Headings
Verifying Headings Using INN-View Authority Validation
Validating MARC Tag Information