Polaris Import Setup Window- Bibliographic Records Tab

The Polaris Import Setup - Bibliographic Records tab contain the options for importing bibliographic records and automatic processing of the records upon import. See Set import options for bibliographic records for detailed steps.

 Use the Bibliographic Records tab to:

• Save records as final or provisional - Select one of the options. If the file being imported contains a mixture of authority records and bibliographic records and you want to save only the authority records, you can select Do not save any records.

• Specify the record owner - Select a record owner

• Set the PAC display - Select the Display in PAC check box to display the records; clear the check box to suppress the records from displaying.

• Protect the incoming records from being overlaid - To prevent incoming records from being overlaid in the future, select the Do not overlay box.

• Delete MARC tags from incoming records - Select the Delete MARC Tags on incoming record, and select one of the following options:

• System defined deletion tags - These tags are defined in Polaris Administration.

• Profile defined deletion tags - If you select this option, define the tags to delete from the incoming records. Click  (to add a tag), or select a tag in the tag list and click  (modify tag).

• Check the MARC 21 format - If you selected Save all records as final, you can select Perform MARC 21 Validation to check the MARC 21 format of the incoming records. To save the records as final even if the validation process detects errors, select Ignore errors; save as final.

• Perform authority control - If the option to Save all records as final is selected, you can perform authority control and specify how to incoming records for which no matching heading is found.

• Perform duplicate detection - If the option Save all records as finial is selected, you can select Perform Duplicate Detection, and specify how duplicates should be handled.

• Specify how duplicate records will be handled - If you selected Perform Duplicate Detection, indicate how you want Polaris to handle duplicate records by selecting one of the following options:

• Save incoming record as provisional - The incoming duplicate record is saved as provisional. Only the resident record with a status of final is indexed.

• Save incoming record as final; do not replace database record - The incoming duplicate record is saved as final but does not replace the database record. Two similar or identical bibliographic records are saved to the database and both are indexed and searchable.

• Save incoming record as final; replace database record - The incoming duplicate record overlays and replaces the database record.

Tip:
For information on how records get overlaid based on encoding levels, see Bibliographic Overlay Based on Encoding Level.

• Save record with highest encoding level. If encoding levels match:

• Save incoming record as final; replace database record

• Reject incoming record

• Save incoming record as provisional (ignore Keep MARC tags)

• Reject incoming record; add MARC retention tags to database record - If a duplicate is encountered, the imported duplicate is rejected, but any retention tags, defined by the system or the profile, are retained in the database record, and the database record is added to the record set.

• Specify tags to retain from overlaid records or rejected records - If the Keep MARC tags option is selected, select System defined overlay retention tags or Profile defined overlay retention tags. If you select Profile defined overlay retention tags, click  (to add a tag), or select a tag in the tag list and click  (modify tag). The Retain Tags dialog box appears. To add a tag, type the tag number. The indicator values in the Indicator 1 and Indicator 2 boxes are all highlighted. Click the indicator values to deselect them. Click OK to add the tag and indicators. To modify the tag, select or deselect indicators.

Tip:
When an existing bibliographic record is overlaid with a new bibliographic record, the links to the item records are maintained and the circulation counts remain. In addition, any holds attached to the old record are transferred to the new record. These requests maintain their position in the holds queue. See Working with Interlibrary Loans.