Import title records

Teachers and students rely on your library for up-to-date resources and information, so you need to be able to add new materials to your catalog quickly and efficiently. Destiny Library Manager has an easy-to-use title import function for when your vendor gives you an importable file of MARC records for new titles or copies.

1. Select Catalog > Import Titles > Add/Update sub-tab.
2. In the Title Matching section, select the checkbox for how you want Library Manager to compare the incoming records for a match in your catalog: .
   • Strict: Follett recommends strict title matching, which requires a match on the LCCN, ISBN, or ISSN, plus the title and material type. If the author and publication dates are present, they are also compared. However, you can choose Remove the author requirement from the strict matching rules. If an incoming record contains a 13-digit ISBN and your district collection record has the 10-digit form of that ISBN – or the reverse – Library Manager considers them the same ISBN.
   • Relaxed: You can choose to have Library Manager match title records based on title, material type, author, and publication date if a standard number is not found. If you don't mind that a title has different publication dates and standard numbers, you can also choose Remove the standard number and publication date requirements from the relaxed matching rules.

3. Select how you want Library Manager to handle incoming records if its MARC record data matches existing records in your catalog.

   Note: Follett recommends you replace your existing title records with the import records if they have more information. By default, Library Manager replaces the existing records, but preserves and merges local tags or fields of information that apply specifically to your library.

   

4. If you are importing at the district level, in the This import file contains section, select if the import file is for titles and copies for more than one site, only one site, or if it is for non-Follett eBooks and audiobooks for the district or a site type.
   
   

5. In the Copy Matching section, select how you want Library Manager to handle any copy records where an incoming barcode matches a barcode already in your catalog.

   Notes: Follett recommends you skip the duplicate incoming copy. If you choose to skip an incoming copy when the barcode matches an existing copy’s, the report generated at the end of the import will identify any skipped copies. You will need to add these copies manually. If importing at the district level, and the import file is for more than one library, the Always add the incoming copy record and assign it the next available barcode option is not available.

   

6. In the Assign Copy Information section, click Update. Complete any of the following fields.

   

   Field	Definition
   Circulation Type	Assigns all the copies in the import file to a specific circulation type. Note: Selecting this option will assign every item in the import file to the selected circulation type. Follett does not recommend selecting this option if the import file contains materials with various circulation types.
   Based on Call Number	Assigns the copies in the import file to different circulation types. Note: To review or update the library’s circulation type/call number associations, click Update.
   Copy Categories	Assigns all the copies in the import file to one or more copy category that was created prior to the import. Note: To select the appropriate category descriptions, click Assign, and then click OK.
   Sublocation	Assigns the copies in the import file to a specific location/genre/subject. Note: To add a location/genre/subject, click Other.
   Vendor	Assigns copies in the import file to a vendor. Select the appropriate vendor from the Vendor drop-down. Note: To add a new vendor, click Other.
   Funding Source	Assigns the copies in the import file to a particular funding source. Note: To add a new funding source, click Other.
   Status	Assigns a status to copies being added during an import.

7. In the Import File section, click Choose File, and browse to the location of your import file.

   Note: If you are importing title and copy records from a vendor website, you must first download the records to a folder or your desktop.

8. Choose from the following options:
   1. To add the incoming titles to a previously created Resource List, select Add the titles in the import file to and choose a Resource List from the drop-down.
   2. If your import file contains eBook records that belong only to your school, select This file contains eBook records for only this site. This prevents other sites in your district from being able to view and access the eBooks.
   3. To limit the details in your import report to errors and warnings, select Limit the Job Summary details to errors and warnings.

      Note: Deselecting this checkbox will create a record of every title and detail in the import file on the import report.

   4. To list possible duplicate titles in the report summary after the import, select List possible duplicate titles in the Job Summary after import.
9. To have Library Manager compare incoming records with existing records, and generate a Job Summary without actually importing the records, click Preview.

   Note: Follett recommends that you check the results before importing the records so that you can review the report and decide whether the import settings need adjustment before you import.

10. If you are happy with the preview, click Import to begin the import. The Job Manager opens, and your report displays as In Progress at the top of the list.
11. When the status is Completed, click View.

    Note: If any copies show as “skipped” on the report, you must add them manually.

Updates to the import titles process

The only change to the importing titles process is if you are merging records where the incoming record matches an existing record, and the best title is not in your preferred MARC cataloging form.

• If the incoming record is not deemed the better record, the existing record remains as is.
• If the incoming record is deemed the better record and the incoming record is in your preferred MARC cataloging form, the incoming record is merged with the existing record as usual.
• If the incoming record is deemed the better record, but the incoming record is not in your preferred MARC cataloging format, the incoming record is converted to the preferred MARC cataloging form and merged with the existing record.
• If your preferred form is RDA and the incoming record is AACR2, the changes to the record are those described in the Converting an Existing Record to RDA section above.
• If your preferred form is AACR2 and the incoming record is RDA, the changes to the record are as follows:
  • Position 18 of the Leader, Cataloging Form, position 18, changes from i = ISBD punctuation included to a = AACR2.
  • Any 040_e rda subfields are removed.
  • If it is in the existing record, a 245_h tag is moved to the incoming record.
  • A 260 tag is added to the incoming record, containing information from the 264.
  • The 264, 336, 337 (if existing), and 338 tags remain.
  • Any other tags, such as subjects and added entries, are merged in as usual.
  • Any copies are moved to the incoming record, as usual.
  • The unchosen record is then deleted, as usual.

If the incoming record is not a match, it is added to the database as is, regardless of the preferred cataloging form.