Importing and Overlaying Records

In the course of your work you will be transferring records (both bibliographic and authority records) from a bibliographic utility called OCLC into NOTIS. This page will tell you a bit about how the records get to NOTIS, and show you what to do with the records once you get them there!

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. 1
You'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.

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Transferring records into XT

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:

Click on the Start button in Windows95
Select "Settings"
Click on "Printers"
Double click on "GTO XT" to select the port
Minimize the GTO XT window and close the Printers box.
Now all the records you export from OCLC will go to XT.

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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,INC
Using 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,INC
Then 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:

Make sure workstation is set to export to XT
Export record from OCLC
Search record in XT
Verify record is correct
If correct, press Enter to call up NOTIS number
lt [ unit code] bibl [ number],xt Enter(twice)
ltbm deri Enter (twice)

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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,INC
you 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
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.
After you have pressed enter you are done, and can recall the record to proceed with cataloging.

Let's recap the step to overlay an existing record.

Make sure workstation is set to export to XT
Export record from OCLC
Search record in XT
Verify record is correct
If correct, press Enter to call up NOTIS number
lt [ unit code] bovl [ Target NOTIS number] [SourceNOTIS number],xt Enter

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