Home → Cataloging Bibliographic Records → Overlaying Records → Overlaying Records via Import

7.2. Overlaying Records via Import

Last Updated 03/06/2026

Editing Records and Overlaying the Originals

On This Page

Catalogers may choose to edit poor records using an external software like MARC Edit, then upload the records back into Evergreen through a Full Overlay process. This function should be used cautiously to avoid replacing complete records with potentially lower-quality vendor records. Certain fields (901c, 520, 856, 902, 903, 904) will remain intact during this process. Catalogers must assess existing records before overlaying and follow specific steps in the MARC Batch Import/Export Interface to complete the overlay, ensuring a matching ISBN for successful merging and confirming records through the Inspect Queue tab. 

In some cases, a bibliographic cataloger may prefer to make edits to a poor or incomplete record themselves rather than overlay it with a record discovered via Z39.50. In situations where a large number of records require the same edits, they may prefer to make those edits using an external software such as MARC Edit. In these cases, the edited records may be uploaded back into Evergreen using a full overlay process. However, the Full Overlay profile 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).

Catalogers may export records to edit prior to overlaying following the instructions found in the Import/Export chapter of this book.

When overlaying, the following fields will not be replaced, and will retain the content in the original record:

• 901c
• 520
• 856
• 902
• 903
• 904

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.

Overlay Process

Navigate to the MARC Batch Import/Export Interfaceandclick on the tab to Import for Cataloging.

In the Left Panel:

1. Select Cardinal Match set.
2. Select Evergreen 852 profile.
3. Select Full Overlay - PreserveOld 856.
   
   

In the Right Panel

1. Check the Box for Merge On Exact Match (901c).
2. Do NOT check the box to Import Non-Matching Records.
3. Check an Auto-Overlay Box if needed. 

Note: The uploaded record MUST contain a matching ISBN or the record will fail to merge.

In the Bottom Panel

1. Create a Queue.
2. Choose the .MRC file to be uploaded.
3. Click Upload.

Inspect Queue

After the upload completes, click into the Inspect Queue tab to check on the outcome.

Overlaying Records in a Bucket

If the records to be overlaid were selected from a bucket, catalogers can further ensure that the correct records are overlaid by selectibng the bucket in the Limit Matches to Bucket field at the top of the right panel.