Import/Merge of OCLC Worldcat records with Voyager IBC records
Guidelines for Library of Congress Catalogers
An IBC record exists in Voyager for an electronic resource for which
LC has purchased access and a more "complete" record is created/exists
in OCLC (or another remote database). The OCLC record may be imported;
however, it must be done in such a manner that the imported record
merges with the existing IBC record in order to retain the appropriate
links in the acquisitions module. Additionally, an exceptional step
must be taken to preserve the "date entered on file" (008/00-06) of
the IBC record (CDS will reject the record unless this step is taken).
- Search and identify the IBC record (i.e., note the LCCN used
on the IBC record, it will be used as the "match point" for the
- Search and identify the more "complete" record in OCLC.
- a. Select: Record, Import, From Remote Database
- b. Select "OCLC Bibliographic Database" from list
of Z39.50 remote locations and click on the "Connect" button.
- c. The resulting search dialogue window should be
familiar although the indexes available for searching on the
"Non-Keyword" and "Builder" tabs will be significantly different
from those available in the LC production database. Note that
the "footer" bar of the Voyager window identifies that you
are in a remote connection to OCLC (should you get confused
as to which database you are actually in. Hint: use "Local
control number" on "Non-Keyword" tab to search the OCLC control
number (if known) for easiest access.
- d. Identify the OCLC record you would like to import
and supply the LCCN match point in field
010 $a of the imported record such that the LCCN of the imported
record will exactly match the LCCN of the existing IBC record.
Hint: you must have identified the LCCNadd or LCCNmerge
"Bibliographic Import/Replace Profile" in your cataloging
module preferences for the merge to work.
- e. After adding the LCCN to the record being imported,
"boat" the record (you may need to deal with any MARC validation
problems at this point, usually requires the deletion of certain
OCLC-specific fields (e.g., 994). Hint: you may also use
the Preprocessor program to modify the incoming record-- see
BWTD 12 Supplement 1 for precise instructions.
- f. If you have properly set up the merge, upon boating
the imported record, you should see a new window, called "Bibliographic
This window should identify the bibliographic record for
the IBC that you intend to merge with -- you can use the
"Retrieve" button to confirm that the correct record has
been identified if there is not enough information given
on the screen to determine that the correct record has been
- g. Once you have confirmed that the correct record
has been identified, use the "Replace/Merge using profile:"
button to activate the merge function.
CAUTION: If the "Bibliographic Dedupe
Screen" does not appear after you boat the imported record,
the imported record will be added to the database as a duplicate
because the merge fields were not accurately staged. If
this occurs, immediately delete the imported record and
begin again, taking care to assure that the LCCN added to
the imported record matches the existing IBC record.
You will receive a confirmation that the merge was successful:
- h. After clicking "OK" on the merge confirmation,
IMMEDIATELY CLOSE the existing merged record,
even though you will more than likely want to make additional
changes to the bibliographic record now retrieved into Voyager.
After closing the record, retrieve it again (either by BIBID
or LCCN) and make any additional changes you desire (pay particular
attention to field order- the 906, 925, 955 fields ordinarily
found at the head of the record may have shifted position
during the merge and may need to be blocked and moved back
to the top- all three fields can be moved at once). Failure
to close the record before making any edits will cause CDS
to reject the record and all subsequent iterations of the
- Adjust any bibliographic/holdings/item information as needed.