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Import and export MARC 21 records

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Learn how to import and export your MARC 21 records in the Wise staff client.

Import MARC 21 records 

MARC 21 title records can be imported in bulk in the staff client. Files are added via the File manager.

To import MARC 21 records:

  1. Go to Branch management > File management.
  2. Click the plus sign (+) to expand the folder marc21.
  3. Right-click on the generic folder and select Upload file.
  4. Select the file(s) you want to upload from your local computer. Multiple files can be selected by holding the ctrl key. 

     Note: Accepted file formats are .mrc, .mrk, .json, .dat, .txt, and .xml. 

Files are picked up every five minutes. Processing time may vary based on the file size. 

To see if your file(s) were successfully processed:

  • In the File Management screen, navigate to marc21 > generic and check the processed and error folders, nested below the generic folder. A file that loads successfully will move to the processed folder. Files that failed will move to the error folder. If the File management window was not closed after uploading the files, the files may not appear in the folders. To refresh the folder, right-click and choose Refresh folder content. 
  • In the Wise configuration manager, go to systemWise > Dashboard > Dashboard > Reports and open the Load MARC files report. A BIRT report is produced which shows the results of the import if it was successful.

Import brief order files 

  1. Go to Titles > Order requests. The Order request screen opens.
  2. Select Management > Import MARC data. 
  3. Browse to and select the file to import. 
  4. Click Open. A Read offer window opens.
    1. (Optional) Enter a PO number.
    2. (Optional) Enter an explanation about the order.
    3. (Optional) Select a vendor from the drop-down list.
    4. Select a series option. These will vary by library.
  5. Click Import. 

The file is added and appears on the Order files tab of the Order requests screen.

Update order/offer titles from 'See also' to 'See' titles

Identical ISBNs can yield a 'See' or 'See also' title. Wise will fill the second window with the appropriate title based on the order details found in the order/offer title.

  1. Navigate to Titles/Order tab.
  2. Highlight the order/offer title that is marked with 'See also' in the catalog column.
  3. Click on Title detail to compare information found in windows one and two.

 Note: You can highlight the window and navigate to Options > Catalog to see detailed information about each title.

  1. To change the second window from a 'See also' title to a 'See' title, highlight window one and navigate to Title > Toggle second window. This will change the Cat. mode view from 'Not to catalog' to the default, 'replaces title'.
  2. If you do not want to use the default, 'replace' title Cat. mode, then you can navigate to Title > Cat.mode toggle to change the title to 'Combine titles' or 'New' title.
  3. Click on Titles/Order to move on to the next order/offer title.
  4. Navigate to Options > Refresh to see the order/offer title record updated to a 'See" title.
  5. Highlight the updated order/offer title that you want to order.
  6. Order materials.

Watch a Video

See/See Also in MARC Order Files

Run time: 5:25

This video will show the See/See Also option when importing MARC order files into the Wise Staff Client.

 

Catalog codes 

Please see the definitions below for each catalog code.

 Note: The catalog code type, Not to catalog, is not currently in use in the U.S.

'See' title catalog codes 

The following codes can only be used when the second window is listed as 'See'.

Replaces title

The ISBN is identical in the order/offer title and the catalog title, but the order/offer title contains more recent data.

If this code is chosen, then the catalog title will keep the title ID, but all metadata is overwritten with the newer description found in the order/offer title.

Only replaces information in the catalog title record, if it exists in the new title record. Information that exists in the catalog title, but not the order/offer title, will be retained.

Add to title

The ISBN number is identical in the order/offer title and the catalog title, but the order/offer title contains the same or older data than the catalog title.

If this code is chosen, then the catalog title will keep the title ID, but only new information from the order/offer title is added to the catalog title record.

Information that exists on the catalog title will be retained even if different information for the same field exists in the order/offer title.

New title

The title description is not in the catalog.

If this code is chosen, then a new title will be created.

Not to catalog

The title no longer has to go to the front catalog because it is already in the catalog title.

The code is not currently available for use in the U.S. A new title is always created.

'See also' title catalog codes 

The following codes can only be used when the second window is listed as 'See also'.

New title

The title description is not in the catalog.

If this code is chosen, then a new title will be created.

Not to catalog

The title no longer has to go to the front catalog because it is already in the catalog title.

The code is not currently available for use in the U.S. A new title is always created.

Import enriched data files 

  1. Navigate to Titles > Order requests. The Order request screen opens.
  2. Select Management > Import enriched title data.
  3. Browse to and select the file you want to import. 

     Note: The file type must be .mrc.

  4. Click Open. The file is processed to extract the 959 data and apply it to on-order items.
  5. The file is moved to the MARC 21 folder where it follows the process to Import MARC 21 records.

Rules for shelf-ready processing in Wise

The following rules apply to shelf-ready processing in Wise: 

Order process Rules
Orders placed in Wise via EDI The shelf-ready file must contain 959 tags with as much detail as the vendor and library have agreed on. The placement branch (959 $c) is required for matching. 
Orders placed in Wise, not via EDI  The shelf-ready file must contain the 959 tags with as much detail as the vendor and library have agreed on, as well as tag 981. Vendor order number (981 $n) is required for matching.
Orders placed outside of Wise

The shelf-ready file must contain the 959 tags with as much detail as the vendor and library have agreed on, but can not have a 981 tag. This means that notes can not be included. 

 Note: If the file is loaded through Import enriched title data, a message appears stating "Please import the file using Import MARC data." Follow these steps to load the file:

  1. Import the shelf-ready file following the instructions in Import brief order files.
  2. Create and submit a Vendor order list. 
  3. Update the catalog to add the ordered items. 
  4. Import the file again using the Import enriched data files process. 

 

Export MARC 21 records 

Title records can be selected and exported from the staff client as MARC 21 files via the Selections screen.

In the staff client, navigate to Statistics and selections to create a titles selection to include the titles you want to export and save the set.

To export the file:

Title sets can be exported to a MARC 21 formatted file with or without holdings information included.

  1. Right-click on the set you want to export and select Export this set > in MARC 21 format >
    • MARC 21 format with holdings - to include your library's holdings in the exported file
    • MARC 21 format without holdings - to include only title record information in the exported file
  2. Select the location and file export type from the drop-down list.
  3. Click OK. The MARC21 export files can be retrieved from Branch Management > File management > marc21 > export.

 

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