Cataloging Procedures Manual
Appendix 33: Procedures for Downloading Records Using SmartPort
Contents:
I. Overview
II. Set-up
III. Using SmartPort
IV. Problem-Solving
I. Overview
SmartPort uses an interactive Z39.50 connection to remote databases to capture records to UNICORN InfoVIEW (SIRSI) catalog database. Currently the Library has connections to the following sites: Library of Congress (LC) databases (LC, LCAUTH and LCBIB), OCLC/WorldCat for SmartPort (OCLC), RLG/Zephyr (RLIN) and some others (Melvyl, NetFirst)
SmartPort downloads records in real time. The records are immediately accessible by keyword and control number. Bibliographic records are accessed by the control number sequence as setup in the "Match points" area (See Sec. II. 1. A. 3) below) and authority records by browsing authority headings.
1. Bibliographic Record
A. Loading a brand new record:
Before starting with SmartPort, change default settings to meet the need of task at hand:
1) In UNICORN InfoVIEW, click on "Preference" on the menu bar, then click on "Cataloging".
2) In the "Cataloging" dialog box, set the following:
-click on "Verify option" so that a check mark appears
3) Go down to "Bibliographic Record Load Option" dialog box, set the following: (See graphics above)
-click on the "Match and load" radio button
*set "Match points" to lior or oilr
(i=ISBN, l=lccn, m=MARCIVE, o=OCLC#, r=RLIN#, s=ISSN, etc.)
*set "Call sources" to LC,90,,N/LC,50,,N
*set "Library" to the SIRSI library corresponding to the item in hand:
ALDERMAN
BIO-PSYCH
CHEMISTRY
CLEMONS
DARDEN
EDUCATION
FINE-ARTS
MATH-ASTRO
MUSIC
PHYSICS
SCI-ENG
SPEC-COLL
4) Click on <OK> to save changes on settings. Note: Check settings each time before transporting records through SmartPort.
B. Overlaying an existing bibliographic record
1) Pull up the bib record to be replaced in UNICORN InfoVIEW
2) Click on "Preference" on the menu bar, then click on "Cataloging"
3) In the "Cataloging" dialog box, set the following:
-
-click on "Verify option" so that a check mark appears
4) Go down to "Bibliographic Record Load Option" dialog box, set the following:
-
-click on the "Replace current record" radio button
5) Click on <OK> to save changes on settings. Note: Check settings each time before transporting records through SmartPort.
2. Authority Record
-
A. Loading a brand new record:
1) In UNICORN InfoVIEW, click on "Preference" on the menu bar, then click on "Cataloging".
2) In the "Cataloging" dialog box, set the following:
-click on "Verify option" so that a check mark appears
3) Go down to "Authority Record Load Option" dialog box, set the following: (See graphics above)
-click on the "Match and load" radio button
*set "Match points" to cn
4) Click on OK to save changes on settings. Note: Check settings each time before transporting records through SmartPort.
B. Overlaying an existing authority record
1) Pull up the authority record to be replaced in UNICORN InfoVIEW
2) Click on "Preference" on the menu bar, then click on "Cataloging"
3) In the "Cataloging" dialog box, set the following:
-
-click on "Verify option" so that a check mark appears
4) Go down to "Authority Record Load Option" dialog box, set the following:
-
-click on the "Replace current record" radio button
5) Click on <OK> to save changes on settings. Note: Check settings each time before transporting records through SmartPort.
Currently, there are various setups for search fields for different databases. Searching can be conducted using ICON or LABELED fields (click on the icon of "two horseshoes" on menu bar to change search preference):
| Databases | Search fields, labeled (USMARC fields) |
| LC
LCBIB
|
ISBN (020) AUTHOR (100, 400, 600, 700, 800) TITLE CORPORATE LCCN (010) ISSN |
|
OCLC
RLIN
|
DOC-ID (010, 011, 015, 017, 018, 020, 022, 023, 024, 025, 027, 028, 030, 035, 037) BIB-ID TITLE AUTHOR FORMAT YEAR PUBLISHER |
| LCAUTH: | AUTHOR (100, 400, 600, 700, 800) CORPORATE LCCN TITLE KEYWORD
|
A. Log into SmartPort by issuing the search-source command, or by clicking on the "spotlight Z" button on the remote control pad on right. The SmartPort window will open (title bar: Z39.50 by SIRSI)
B. In the "Z39.50 Servers" dialog box, select and click on a gray box next to LC, LCAUTH, LCBIB, OCLC or RLIN and then click on the lightening-bolt button to connect.
C. Once connected, the "Question" dialog box comes up, click on <Search> box or press <ENTER>.
Click on image for full view
D. The cursor appears in the "Search Window" at the top of the screen. Type the search term, and press <ENTER> if in "Labelled Field," or click the appropriate <ICON> if icons appear on right.
-
(PS: The "Select Fields to Search" box appears when press <ENTER> using
<ICON>, click on the appropriate search field and click <OK>)
OR
Arrow down to the search field, tab once and press <ENTER>.
F. Hits will appear in the "Hit List Window". To retrieve, click
on the view button (paper/magnifying glass).
G. The record appears in an window. Verify that the record matches.
H. To download, click on the capture button (camera). The "Load Bibliographic Record Options" box will open. Verify the settings for the title at hand:
1. To overlay the record (make sure the record to be replaced
appears in UNICORN InfoVIEW screen), click on "replace current record"
2. To change the Library, type the appropriate name in the "Library"
box, click <GO> or press <Enter> to send the record. Wait. Message: "Checking
existence".
I. The system will move from SmartPort to the new record in the
UNICORN InfoVIEW catalog. Verify the Library (last chance to change the Library
if necessary).
J. Click <GO> or press <ENTER> to create the record in
UNICORN InfoVIEW. A red message, "Copy does not exist"
will appear at the bottom of the screen, go ahead and create copies as needed.
K. Press <Alt> <Tab> to return to SmartPort for the next record.
A. When disconnected, to reconnect:
-
-click on the first button on the tool bar on left (once the cursor is on top
of the icon of "three computers", it says "Destination")
-click on a gray box of the desired database (LC, OCLC, RLIN, etc.)
-click on the lightening bolt
B. When no item found with one search field, try another type
of search.
C. When a matching record is present in UNICORN InfoVIEW, a "Warning"
box will open, with a message, such as "Matching record found on LCCN - 95045798".
Click OK to remove the Warning box, then click on the BACK button on the boomerang
to cancel the new record. **DO NOT CLICK <GO>
OR PRESS <ENTER>. THIS WILL CREATE A DUPLICATE.**
Created June 12, 1997 (Last modified:
Monday, 02-Jun-2008 14:55:32 EDT
js)
by SmartPort Trio:
Alice Henley: Email: awh@virginia.edu
Phone: 804.924.1430
Jackie Shieh: Email: shieh@virginia.edu
Phone: 804.924.3206
Bud Woodward: Email:bswed@virgnia.edu
Phone: 804.243.8865
Cataloging Services Dept./ Alderman Library /
University of Virginia / Charlottesville, Virginia / 22903
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fax: 434.982.4579