Table of contents
Getting There (is half the
fun)
Transferring to XT
New Records
Overlaying existing
records
Getting Records into NOTIS
There are two methods of transferring records from OCLC into the NOTIS system. The first method sends the records to the hard drive of your workstation. From there you use the CLARR Cataloger's Toolkit program to bring the record into the system. This has become the preferred method of transfer, and is fully explained on that page.
The other method of transfer sends the records from OCLC to NOTIS via a dedicated machine running GTO (Generic Text and Overlay). From the GTO documentation:
The user (i.e. YOU!) initiates data transfer at a utility terminal (i.e. from the OCLC program) in the library. The terminal passes the data to a dedicated "gateway" microcomputer (i.e. our machine) which, in turn, automatically passes it to NOTIS ... software on the mainframe. GTO mainframe programs convert the capture data to NOTIS MARC format and then add the records to your database. GTO Users Guide (Release 5.1.2) p. 1You'll learn the commands to use in OCLC on that page. We're going to concentrate on what to do in NOTIS once you transfer the record.
If you recall from your earlier training XT is a special processing unit. It is a non-public test database that we use here at the Music Library for importing records.
The first thing you need to do to transfer a record is to make sure that your computer is set to transfer to XT. Records come from the GTO to your computer via a printer port. To select the XT port:
Now all the records you export from OCLC will go to XT.Click on the
Start button in Windows95
New Records
When we speak of "new" records we are referring to records that
have not occurred in the database before. They are new to our
processing unit.
Once you have transferred the record to XT you will need to search for your record in the XT processing unit using the search methods you learned earlier. You can search by author or OCLC number, it's up to you.
Remember to use XT in your search string. For
example: "ltxt fi jx ... etc.
When you pull up your record you'll be looking at either the holdings screen or the bibliographic (or bib) screen. Check the record to make sure that you are looking at the correct record! To do this you will need to look at the bib record. If you are already there, fine. If you are at the holding screen you will need to press F6 to toggle to the bib screen. F5 will take you back to the holding screen. Once you are sure you have the right record you can proceed to the next step.
From the bib screen press Enter once. You should see something that resembles this screen:
LTXT HLDG AAJ0568 XU RECORD NOT MODIFIED NOTIS 6.0 COPYRIGHT NOTIS SYSTEMS,INCUsing your arrow keys, move over two places and replace the "xt" with the proper processing unit code (in most cases BM). Then replace "HLDG" with the command "BIBL" and finally, move to the end of the NOTIS number (AAJ0568) and add ,xt. Your screen should look like this:
LTbm bibl AAJ0568,xt RECORD NOT MODIFIED NOTIS 6.0 COPYRIGHT NOTIS SYSTEMS,INCThen you press Enter resulting in a screen that looks like this:
LTBM MORE AAJ0568 XT
NOTIS CATALOGING BL31
XU FMT M RT c BL m T/C DT 08/21/90 R/DT none STAT nm E/L 8 DCF a D/S D
SRC PLACE enk LANG MOD T/AUD REPRO D/CODE m DT/1 1989 DT/2 9999
F/COMP mu SCORE m A/MAT hi L/TEXT n
010: : |a 88752133 /M
020/1: : |a 0193240017 (ser. 2, v. 15) : |c $153.00
035/1: : |a (OCoLC)18013631
040: : |a DLC |c DLC
041:0 : |g eng
047: : |a co |a sn
050/1:0 : |a M3 |b .B103 1989
100:10: |a Bach, Carl Philipp Emanuel, |d 1714-1788.
240:10: |a Works. |f 1989
245:10: |a Carl Philipp Emanuel Bach edition / |c general editor, Rachel
W. Wade ; co-ordinating editor, E. Eugene Helm.
Notice the upper right hand corner. The record is not in the BM
processing unit yet, it's still in XT. We need to do one final command
to complete the process, the "derive" command.
Your cursor will be flashing over the M in MORE. Type deri over the word MORE and press Enter twice. Now your record is in the proper processing unit!
Let's recap the steps for bringing a new record into the BM processing unit via GTO and XT:
(Table of contents)
Overlaying existing records
The majority of the work you'll be doing with records will consist of overlaying records that are already in the database with new records. To do this you will use the BOVL command (pronounced Beau-vul). This command has become an adjective, and the process has come to be called "Bovelling." So when you are told to bovel a record this is what we mean!
"Bovelling" has several steps in common with the New record process. You will export a record from OCLC to the XT processing unit. You will need to search it in XT and verify the record and you will press enter from the bib screen. But then things get interesting!
From this screen:
LTXT HLDG AAJ0568 XU RECORD NOT MODIFIED NOTIS 6.0 COPYRIGHT NOTIS SYSTEMS,INCyou will replace the "XT" with your processing unit (i.e. BM) and replace HLDG with the command BOVL (at this point you need to press the Insert button on the computer keyboard). After the word BOVL you need to type in the NOTIS number of the pre-existing record you want to overlay (your target record). Then you will use your arrow keys to move to the end of the XT NOTIS number (your source record) and add ",xt" Your screen should look something like this:
LTbm bovl aac0974 AJ0568,xt RECORD NOT MODIFIED NOTIS 6.0 COPYRIGHT NOTIS SYSTEMS,INC
After you have pressed enter you are done, and can recall the record to proceed with cataloging.Before you press Enter to carry out the bovl command CHECK to make sure you have the correct NOTIS number for the TARGET record! The importance of this step cannot be overemphasised.
Let's recap the step to overlay an existing record.
