Methods for Adding New Records

You can add bibliographic and authority records to the Polaris catalog database by manually entering original records using the MARC Editor, importing records from other sources, and copying records from remote databases. In most libraries, original cataloging is done infrequently. Instead, catalog records are usually converted from other library automation systems, produced by library vendors and conversion services, imported, or copied from other sources.

Polaris also provides multiple methods for creating item records. You can quickly create multiple items for copies of the same title by entering information common to all the items, and then entering the branch and collection for each copy. If you are creating a single item record, you can enter the information on the Item Record workform. In either case, whether you are creating a single or multiple item records, you can use an item record template. In addition, item records can be created automatically by importing bibliographic records with embedded holdings.

See also:

Original Cataloging

Polaris has several tools to make original cataloging faster and easier. With the MARC Editor, you can select data from lists, check the MARC format, enter international characters, and use macros to automatically enter standard information. In addition, you can use templates that have default cataloging data already filled in. For more information, see Creating MARC Records.

Importing Records

Importing is the process of moving multiple MARC 21-formatted records into the Polaris database from an outside source. You can import bibliographic and authority records, and item records can be created from embedded holdings data in 852 tags (or other locally-defined tags, such as the 949 tag) in the imported bibliographic records. For more information, see Setting Up Import Profiles and Importing Records.

Copying MARC Records from Other Sources

You can modify an existing record in Polaris, or you can display and copy bibliographic and authority records from other sources. Such sources may be other libraries, suppliers, or cataloging services that make their catalog records available at no cost or for a fee. If you subscribe to ZMARC, you can search for and save bibliographic or authority records from the ZMARC database. See Copying MARC records.

Creating Preliminary Bib Records in Acquisitions

You can create brief bibliographic records by typing the bibliographic information in a purchase order line item, or by pulling in title information from a supplier’s database using Titles to Go. See Ordering .

Creating Multiple Items for a Single Title

You can create multiple item records linked to the same bibliographic record using the New Item Record Options dialog box where you specify the distribution information for each item. See Create multiple item records for a single title.

Automatic Remote Authority Control

If your library has a subscription to a remote database of authority records, the remote database is automatically searched when no matching authority record is found. The new authority record is saved in the database and linked to the new bibliographic records. For more information, see Managing Authority Control.

Creating Digital-Collection Bibliographic Records in Polaris Fusion

Records created in Polaris Fusion are automatically saved as bibliographic records in the Polaris database with a type of material of digital collection. For more information, see Polaris Fusion online Help.