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4.5. Batch Import Bibliographic Records and Holdings

Last Updated 01/17/2025

How to Batch Import Bibliographic Records and Holdings

The cataloging module includes an enhanced MARC Batch Import interface for loading MARC (and MARCXML) records. This interface allows you to upload multiple title records at the same time, specify match points between incoming and existing records, and to specify MARC fields that should be overlaid or preserved. Records are added to a queue where you can apply filters that enable you to generate any errors that may have occurred during import. You can print, email or export your queue as a CSV file. 

Note: If you are importing e-resources DO NOT use this interface. Instead, please see the Retrieving E-Resource Advantage MARC Files from Overdrive and Uploading Electronic Resources with Secure File Transfer pages for further recommendations.

Getting Started

1. Download your import file from the vendor site or create your import file with software such as MarcEdit. Limit the number of MARC records within the import file to no more than a few hundred. If you have to, divide the file.
2. Name your imported or created file using a standardized naming convention. (For example, xxxxmmddyyyy, where xxxx = vendor name, mm=month, dd=day, yyyy=year.)

Setting up your upload

Log into Evergreen and select MARC Batch Import/Export from the Cataloging menu.

Note:  We recommend that you always open a fresh tab to import bib records, as there have been instances where reusing a 'stale' tab has caused problems for catalogers.

The upload form is split into two sections: MARC File Upload and This Upload. Within the MARC File Upload section, there are two panes. 

Setting up MARC File Upload: Left Side Pane

1. Select a Record Type from the drop down menu. The page defaults to Record Type = Bibliographic Records.
2. Select a Record Match Set from the drop down menu. Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.
3. Select a Holdings Import Profile if you want to import holdings that are attached to your records. Always choose Evergreen 852 profile unless a different profile has been created specifically for your library. 
4. Select a Merge Profile. Merge profiles enable you to specify which tags should be removed or preserved in incoming records. In almost all cases, Match-Only Merge is the appropriate profile. 
5. Skip Insufficient Quality Fall-Through Profile, Best/Single Match Minimum Quality Ratio, Optional Session Name, and Remove MARC Field Groups.

Setting up MARC File Upload: Right Side Pane

1. Select a Record Source: Choose a record source. System Local or OCLC are appropriate in almost all cases.
2. Skip "Limit Matches to Bucket."
3. Check the Import Non-Matching Records box (only if using the Match-Only Merge profile).
4. Check the Merge on Best Match box. 
5. Skip both "Auto-Overlay" options for a standard upload. (See below for explanations of these options.)
6. Skip "Use Org Unit Matching in Copy to Determine Best Match." 

Auto-Overlay Options

These options should only be used if all the criteria for their use are met. If you do not meet all the criteria, you will end up with duplicated holdings.

Auto-overlay In-process Acquisitions Copies allows you to overlay temporary copies that were created by the Acquisitions module. The system will attempt to overlay copies that:

What if you need to conduct a Full Overlay?

The Full Overlay profile (or any profile with the 901c in the Preserve Specifications field) should be used rarely and with caution, as it will overlay the existing record with the newly imported matching record, based on the Match Set used. It is important not to overlay a full and complete record that already exists in the NC Cardinal catalog with a vendor record of unknown quality without first evaluating the existing matching record(s).

If using Full Overlay, you should not check any import/merge boxes (instruction numbers 11, 12, 13, and 14) and should, instead, review all matching records using the upload queue (beginning at instruction number 20). The record retained should align with NC Cardinal best practices. It is also important to compare and evaluate if there are more than one matching records, as it may also be necessary to merge and/or edit those records outside of the batch import process.

Note: Before overlaying an existing record in the NC Cardinal catalog, a cataloger should always examine that record individually to ensure they are only overlaying brief records to avoid wiping away the additions and enhancements made to the record by previous catalogers.

If you selected Import Non-Matching Records, all new records and holdings should automatically be imported. Any records that duplicate existing records within NC Cardinal will be displayed in the import queue you created.

NOTE: The more records you have in your import file, the longer it will take to import.

Background Imports

If you are uploading a large file and want to navigate away from the upload interface while the file imports, you can check the box to Request Background Import. Enter your email address and proceed with the import process. You can navigate to another screen in Evergreen and you will be notified via email when your import is complete.

Inspecting the Queue

Inspect the Import Queue. If all records were imported, you are finished with the import procedure. If there were existing records with the same ISBN, those records will be listed in the import queue. If you selected Match Only Merge as the Merge/Overlay Profile and checked Merge on Best Match, then your holdings should already be attached to the records listed in the Imported As column. You can confirm that the records and/or holdings were imported by copying the value in the Imported As column, open a new tab and select Cataloging → Retrieve title by database ID from the top menu and paste in the database ID you copied. Alternatively, you can search the catalog to confirm that the record was imported. Do not import the record(s) again.

Uploading without Importing

If you prefer to review all records before import, you can upload the records to the queue and import them manually.

1. When setting up your MARC File Upload, select only Record Match Set and Holdings Import Profile.
2. Skip directly to the bottom of the page and set up your upload, following the same steps outlined for a combined upload/import as described above.
3. Click Upload.

You will see all three progress bars, but only two will fill. The third progress bar (Import Progress) will remain blank. The Go to Queue button will appear.

Within the Queue, you will be able to review the queued records.

1. Click the Matches link to view the matching records.
2. Review the records to determine if you wish to merge your holdings onto the matched records.
3. Check the box to select any records you wish to merge. If there are records with matches that you do not believe should be merged, do not check the box.
4. If there are any records with no matches, check those boxes to import your records and holdings.
5. Select the Import Selected Records link in the top right box. (If you will be importing or merging all records, you can select Import All Records and skip checking the boxes for individual records.)
   

You will be returned to the upload screen. From here, select the remaining options that were left blank during the initial upload. 

• Merge Profile: Match-Only Merge
• Import Non-Matching Records box checked
• Merge on Best Match box checked

Confirm that the upload is correct by checking that the queue is the same queue you checked and the number of records to be imported or merged is accurate in the This Upload section:

Click the Upload button to finish the import.

Note: If any items are imported with errors, choose the Export Non-Imported Records option to export a MARC file of records that failed to import. From there, you can manually edit the records as needed and import them separately. (Those records can be viewed by clicking the Limit to Non-Imported Records filter.)