How do I use an import profile to add electronic government documents?

Answer

  1. Create a local electronic collection
  2. Create a file export for OCLC Connexion Client
  3. Create an import profile
  4. Export OCLC bib records to a local file
  5. Import the file for Government Documents Using the Import Profile

 

Create a Local Electronic Collection:

  1. Go to Resources>Create Inventory>Add Local Electronic Collection
    • Public Name: Government Documents (or some variation)
    • Collection: Selective Package
    • Service Type: Full Text
    • Library: [select library]
  2. Click Save and Continue
  3. Electronic Service Editor opens 
    • Activation Tab
      • Service Activation Status: Available
      • Active from date: [select today's date]
      • Service temporarily unavailable message: No
    • Linking Tab
      • Service is free: Not free
      • Proxy enabled: No
  4. Click Save

 

Create a File Export For OCLC Connexion Client

  1. Logon to the OCLC Connexion Client
  2. Click Tools>Options
  3. Click on the Export tab
  4. Click Create
  5. New Export Destination screen
    • Export Destination: [select file]
    • Click Ok
  6. Export File Name screen
    • Select path (or leave current path) 
    • File name: [type in the file name you want to use]
    • Click Open
    • Edit the path name: optional
    • Click Ok
    • Do you want to be prompted for a file name each time you first perform an export: 
      • No - if you want to reuse the same file
      • Yes if you want to create a new file each time (or you can reuse the same name)

 

Create an Import Profile

  1. Go to Resources>Import>Manage Import Profiles
  2. Click Add New Import Profile
  3. Click on Repository
  4. Choose Profile Type:
    1. Select New Order if you want to create a POL
    2. Select Repository if you do not plan to use a POL
  5. Click Next
  6. Import Profile Details screen opens (omitted fields leave blank or default)
    • Use Network Zone: uncheck this
    • Profile Name: Electronic Government Docs Import (something identifiable)
    • Originating system: Other
    • File name patterns: .mrc
    • Import protocol: Upload file(s)
    • Physical format: Binary
    • Encoding format: UTF-8
    • Source format: MARC21 bibliographic
    • Status: Active
  7. Click Next
  8. Page 3 of the Import Profile Details screen
    • Filter: [leave blank]
    • Normalization: [can use a local and modified version of SUNY's norm rule. It needs to allow the 856]
    • Handle invalid data using: MarcXML bib metadata editing on save
  9. Click Next
  10. Page 4 of the Import Profile Details screen
    • Match Profile section
      • Match by serial/non serial: Yes
      • Serial Match Method: Unique OCLC Identifier Match Method
      • Non Serial Match Method: Unique OCLC Identifier Match Method
    • Match Actions section
      • Handling method: Automatic
      • Upon match: Merge
      • Single match - match only record with the same inventory type: [check this box]
      • Merge method: SUNY Overlay All But Local Fields
    • Automatic Multi-Match Handling section
      • Prefer record with the same inventory type: [check this box]
    • Merge Records and Combine Inventory for Multi-Match section
      • Merge and combine: Manually
      • Preferred record: Record with the highest brief level
      • Secondary record: Delete
      • Merge method: SUNY Overlay All But Local Fields
    • Handle Record Redirection section
      • Merge method: SUNY Overlay All But Local Fields
    • No Match section
      • Import
  11. Click Next
  12. Page 5 of the Import Profile Details screen
    • Set Management tags for all the records being imported using this profile
      • Leave as is unless publishing e-resources
  13. Click Next
  14. Page 6 of the Import Profile Details screen
    • Inventory Operations section
      • Click on the Electronic radio button
    • E-book mapping
      • Portfolio type: Part of an electronic collection
      • Electronic Collection: Search for and select the local electronic collection for Government Documents
      • Single Portfolio: Selected
      • Create inventory for only new bibliographic records: Click on the check box
      • Extract access URL from field: 856
      • Subfield: u
      • Default Library: [select the ordering library]
      • Activate resource: click on the check box
  15. Click Next if you're using POL. If not, click Save and complete the profile set up.
  16. Page 7 of the Import Profile Details screen
    • EOD General Parameters section
      • Electronic PO Line Type: Electronic Book - One Time
      • Vendor: [select the government documents vendor]
        • Create a gov docs vendor is you do not have one
      • Vendor account: [select the vendor account associate with gov docs]
      • Acquisitions method: Technical
    • EOD Mapping section
      • Default PO Line Owner: [select the ordering library]
      • Default Reporting Code: [select if used for gov docs]
      • Default Secondary Reporting Code: [select if used for gov docs]
      • Default Tertiary Reporting Code: [select if used for gov docs]
      • Do not create electronic activation task: [check this box]
  17. Click Save

 

Export OCLC Bib Records to a Local File:

All bib records will be saved to the same file as long as you are logged in. Once you are logged in the file will be overwritten. 

  1. Logon to OCLC Connexion Client
  2. Click Tool>Options
  3. Click on the Export tab
    • Click on the file export for gov docs
    • Click Apply
    • Click Close
  4. Perform a search for the electronic gov doc bib record using SUDOC number or other search parameters
  5. Export the bib record
  6. Perform searches and export records as desired during the session you are logged in
  7. Go to your file manager and change the OCLC File Extension from .dat to .mrc because that's the format that Alma needs for the upload

 

Import the file for Government Documents Using the Import Profile:

  1. Go to Resources>Import>Manage Import Profiles
  2. Click Run from the ellipses of the Electronic Government Documents import profile
  3. Click Select File
  4. Click on the file icon to select the file to be imported
  5. Click Add
  6. Click Submit
  7. To view the completed job go to Resources>Import>Manage Import Profiles
  8. Click History from the ellipses of the Electronic Government Documents import profile
  9. Click Report from the ellipses of the job you want to review
    • View the imported records here if you desire or select Import Records instead of Report from the ellipses
  10. View the records in the electronic collection:
    • Perform a repository search for: Electronic Collection: Electronic Collection Name: [the local gov docs collection name]
    • Click Portfolio List to see the titles


See also: How do I manually manage electronic government documents in Alma?

  • Last Updated Jul 25, 2023
  • Views 365
  • Answered By Margaret McGee

FAQ Actions

Was this helpful? 1 0