Cataloging Corner

1. Use the FAILRECORDS File to Improve Local and Access PA Catalogs
2. Reporting Cataloging Problems
3. Cataloging Corner: Finding a Matching Record
4. Access PA Catalog as Z39.50 Source

1. Use the FAILRECORDS File to Improve Local and Access PA Catalogs

How can you use the FAILRECORDS file to improve the quality of both your ILS and the Access PA SHAREit database?

If you enhance the records found in the FAILRECORDS file after your initial load into Access PA SHAREit, they should successfully load into Access PA the next time you submit your full collection. 

Review each record for one or more of these problems:

  • Does it lack a title (MARC tag 245)?
  • Does it lack a publisher (MARC tag 260, subfield “b” -OR-  MARC tag 264, subfield “b”)?
  • Does it contain fewer than six MARC fields in the entire record (not including fixed fields)?

Search for a more complete record from a Z39.50 source or from Access PA SHAREit then, depending on your system, overlay your record with the more complete record, or edit your current record to include the missing information. 

Instructions for downloading MARC records can be found at#10 on the SHAREit Documentation list. (If prompted for a password, please contact HSLC Support.)

2. Reporting Cataloging Problems

Please let us know when you encounter records with cataloging problems. We are most concerned about errors that impact searching and retrieving matches, such as:

  • Prepub records where title has changed
  • Diacritics displaying improperly
  • Record filtering or displaying as the wrong format

If you come across records with problems like these, please send an email to support@hslc.org. In your message, please include the title, the Control Number (the first line of the MARC Record display,) and a brief description of the problem.
Reporting Cataloging Problems

3. Cataloging Corner: Finding a Matching Record

Good MARC records improve the quality of the SHAREit catalog for interlibrary loan and for use as a copy cataloging source.

We have compiled some guidelines for selecting an exact match before you add your holdings to the record or select a record for download: Access PA Cat Admin: Finding a Matching Record. (If prompted for a password, please contact HSLC for the password.)

4. Access PA Catalog as Z39.50 Source

Access PA participants may now download MARC records from the Access PA Catalog using a Z39.50 client. Adding this functionality allows for a connection from your ILS to the Access PA Catalog which enables you to download MARC records from the Access PA Catalog to your ILS.

When you use the Z39.50 client to download records into your ILS, you will export the whole record, including local fields such as 8xx and 9xx fields. You may be able to configure your ILS to suppress those fields when bringing them into your system.

You may also download batches of MARC records by adding them to Your List in SHAREit, then downloading the MARC file(s) in the list to your computer. In this case the 800 or 900 fields are not exported, but the record(s) will need to be uploaded to your ILS.

Instructions for downloading MARC records [PDF]

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