By policy, the standard procedure for original cataloging at UC Berkeley is to enter a new bibliographic record directly in OCLC and then export the record to Millennium, overlaying any existing Millennium record (such as an order record or a migrated “p-level” record) for the resource. However, there are cases where a resource that lacks a record in OCLC has a record in Millennium containing extensive data that you would like to re-use without going through the tedious, error-prone exercise of copying-and-pasting or re-keying the data. In these exceptional cases, you may use Millennium’s Export Record feature to export the record and import it into the OCLC Connexion client for further editing and updating.
Step 1. Export the record from Millennium
The first time you export in each Millennium session, you will be prompted to set up an export file and export destination. The export file can be automatically deleted when the import into OCLC is complete, so it may be easiest to export to your Desktop.
In the bibliographic view of the record you wish to export:
Click on Tools –> Export Record (or press Ctrl-Shift-X)
Name the file and select where it will output to:
Click on Browse
When you click Browse, the default directory is My Documents. Navigate one level up to select Desktop
Under File Name type the file name: oclc
After saving, you are taken back to the Initial Export box with the file and pathname in place. Click on either Append or Replaceto complete the setup.
An icon labeled “oclc.exp” now appears on your Desktop. All subsequent exports for that session will go to the same file.
Repeat the export command (Click on Tools –> Export Record (or press Ctrl-Shift-X)) for any additional records you wish to export during this session.
Step 2. Import into OCLC
Open OCLC Connexion
Click on File –> Import Records
Find the file location on your Desktop by clicking on Browse. After doing this once, the location will be remembered.
For the Destination, select Import to Local Save File (or select Import to Online Save File if you need to share the record with others).
A dialog box will appear with the question “Do you want to delete your original import file?” Select Yes. Otherwise, the next time you import, you will get the same record plus any new records you have exported.
Step 3. Open and edit the record in OCLC
Click on Cataloging –> Search –> Local Save File
Either enter a search term (e.g., title word), or just click OK to see everything that is in your local save file.
NOTE: If you saved the exported record(s) to the Online Save File, you must search by title to retrieve the record(s) the first time. OCLC assigns a save file number to each record, but there is no way to know what that number is until after you retrieve the record the first time.
Open the record (double click on your record to open it; or, if there is only one record in the Save File, it will open automatically).
The record status will be “NEW” until you produce the record and add it to OCLC.
Before producing the record, several fields generated by the export need to be edited or deleted.
Fields that will need editing/deleting in OCLC:
ELvl: imports as “5” (preliminary). Change to appropriate level (i.e., “I” or “K”)
040: edit to read CUY |c CUY (e.g., change “CU-BANC |c CU-BANC” to “CUY |c CUY”)
090: edit or delete as necessary
907: The imported record will include a 907 with the Millennium bibliographic record number. This field is necessary to overlay the Millennium record with the OCLC record. It will not remain in the master record.
Perform any additional edits or cataloging necessary to complete the record in OCLC.
Update Holdings (F8) and Export Record (F5) as usual to overlay the existing Millennium record.
Edit the Millennium record to remove any duplicated (e.g., 655, 752, 856) fields.
This procedure requires Millennium authorization 273 (Export MARC records).
Author: Matthew Prutsman
Approval Group: Cataloging and Metadata Council
Update Group: Cataloging & Metadata Council
Last updated date: 04/11/16