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Home > Minerva > Cataloging > Millennium > Importing Records

Importing Records from Other Databases

Starting with basics | Opening | Checking settings | Prepare item record templates | Searching for biblio records | Attaching holdings | View a record in public catalog | Deleting records | Importing records | Adding original record | Creating new biblio record | Miscellaneous

Databases of a variety of libraries and consortiums denoted as Z39.50 are available to Minerva catalogers when you cannot find a match for the material you are cataloging. (Note: Reminder: Do not limit your search to ISBN only. Before looking for a Z39.50 record, search Millennium by both author and title.)

Searching for a Remote record

  1. Click on the word Remote located next to the search box.
  2. A window will open displaying a list of libraries and consortiums. Select the libraries to be searched and click OK.
    Select libraries to be searched
  3. The window with the choices will disappear and a screen with [Z39.50 Broadcast search] at the very top will open. Notice that instead of Remote there is now a box with Local to the right of the search box.
  4. Before searching select the correct category, such as title or ISBN, from the drop down menu and enter new information as needed. Select Search or key Enter.
  5. A window will appear showing the search in process. When all the databases selected have been searched, a box with Close at the bottom will appear. Click Close and the results of the search will display.
    Results of searching remote databases
  6. To search a different set databases click on Select Remote Databases on the left above the search display and create a new list.
    Choose Select Remote Databases to search more databases
  7. When a record is selected, New BIBLIOGRAPHIC and the source of the record will display at the top of the record where the bib number usually appears.
    Source of record displays

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Editing a Remote record

Add a new record to Minerva as outlined below.

  1. Highlight the “zzzzzz” in the LOCATION box and type in the library’s three letter location code or double click on the word LOCATION; delete the zzzzzz location and add the code.
  2. Enter the library’s single character code in INITIALS and INPUT LIBR. A hyphen will automatically display in these areas. Libraries assigned a specific code should be sure that it is inserted. Double click on the area to display codes. If a library does not have a code on this list leave the hyphen in place and enter a 929 field with your library’s 3 letter location code.
  3. Delete all fields beginning with 09, e.g., 092 and 099 fields.
  4. Delete all 9XX fields with red field tags with the exception of the 929 field you may have added.
    (Note: Blue fields preceded by “Z” in the record are automatically deleted when the record is saved.)
    Red field tags to be deleted
  5. Verify headings in the record by clicking on the Verify icon at the top of the screen. Various letters and symbols will appear to the left of the fields. For a guide to the meaning of these symbols go to Tools and select Explain Verification Codes.
  6. Red indicates errors in tags, indicators and subfield codes that should be corrected.
    Red indicates errors
  7. Save all changes. A bib record number will be added to the record at this time.
  8. Go to the Summary screen and add your item record.
  9. Go to View and select Public Display to see the record in the public catalog.

Replacing an Existing Minerva Record with a Z39.50 Record

An existing bibliographic record in Minerva may be replaced by overlaying the original Minerva record with a better one retrieved from a remote Z39.50 location. To overlay a record:

  1. Select the Minerva record to be overlaid and minimize it. Click on Remote to the right of the search window and search as outlined in "Searching for a Remote record".
  2. To tile the existing Minerva bib record and the new Z39.50 bib record go to Window at the top of the screen; select Cascade All and Tile Vertically. The records will display side-by-side. Edited the Z39.50 record as previously outlined but do not save.
  3. Enter your library’s symbol in the INPUT LIBR and INITIALS areas and a 929 field with your library's 3 letter code if necessary.
  4. Be sure the Material type matches the item being overlaid.
  5. Copy unique headings or notes from the original record to the Z39.50 record before overlaying.
  6. Click on the word Edit at the top right of the Z39.50 record. Select Overlay and the bib number of the record to be overlaid. Check your work carefully as this process cannot be reversed.
    Select overlay and the bib number of the record
  7. Complete any other editing that is necessary and Save.
  8. To return to the original Minerva screen click Local.

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Next: Adding original record