How can I load records from BookWhere into my TLC Library.Solutions catalog?

Step 1 – Creating a MARC record export file

A record export file can be created directly from within the BookWhere Session window. You have two options for selecting a record(s) for inclusion in an export file.

Note: if you use BookWhere’s MARC-editing functionality and wish to create an export file from within it please skip to Step 2b.

You can right click on records in the Record list, or once highlighted you can select from the menu Actions>Export Records. For detailed steps, please consult the section entitled “Exporting Records” within your BookWhere software Help Topics.

Step 2a – Naming the file from BookWhere session window

From within the Export Records popup window, you will see a place to define your File name. After entering your name, please make sure to include the extension .mrc. (Example: myrecords.mrc). Also, please make sure that the Save as type option is set to MARC format. Skip to Step 3.

Step2b – Naming the file from BookWhere MARC editing window

Records sent from the BookWhere sessions window into the MARC editing program, MARC Notepad, are by default put into a MARC formatted file that can be imported into an ILS. However, in order to import into the TLC Library.Solutions database, you need to change the file extension through the menu File>Save As. From within the Save As popup window, you will see a place to define your File name. After entering your name, please make sure to include the extension .mrc. (Example: myrecords.mrc). Also, please make sure that the Save as type option is set to MARC format.

Step 3 – Importing file into Library.Solutions

Note: these steps are based on Library.Solutions version 4.2.

There are two different methods.

Method 1: For large files use Cataloging Utilities:
  1. In Cataloging Utilities, under the File tab select “Batch load bibliographic records”.
  2. In the box under “Source file” enter the export file. You can browse for that file by clicking on the browse box. Select the appropriate file so that it displays in the box. Note: it must have the “.mrc” extension in order to display.
  3. Decide whether you want the system to update authority records and check the appropriate boxes.
  4. Under Local Database Protection leave “Protect Existing Records” checked unless you want to overwrite existing records with the ones you are importing (note: customers indicate this is not usually recommended).
  5. Consider your choices under “Match criteria”. Change defaults if desired.
  6. Click OK and the records will load.
  7. Edit records as usual in Library.Solution cataloguing module.

Method 2: For smaller files you may prefer to open the file directly in the Library.Solution’s cataloguing module.
  1. In the cataloging module under the File tab select “Open”. Navigate to the export file.
  2. Be sure to configure the view from the LibrarySolutions cloud to show the directory for the saved records.
  3. From the search results screen select each MARC record in turn. Edit and save normally.

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