5.8. Auto-overlay On-order Cataloging Items

For libraries that DO NOT use the acquisitions module, Bibliographic Catalogers may automatically update holdings details in batch for on-order items as shipments arrive. This process requires records with correctly formatted 852 fields.

The item attributes and holding details that may be updated through this process include:

• Barcode
• Call number
• Circulation modifier
• Price
• Shelving location
• Copy status

How to Overlay

Before a cataloger can overlay a record, they must ensure that two things are true about every record in a file to be uploaded:

• The items they will be overlaying are in a status of On Order
• The owning branch listed in the new reocrd matches the owning branch set on the original item record

If the original item records are in any other status, or if the owning branches do not match, the importer will create a duplicate copy. 

To overlay On Order Records, navigate to the MARC Batch Import/Export Interface and click on the tab to Import for Cataloging.

In the Left Panel:

1. Select Cardinal Match set.
2. Select Evergreen 852 profile.
3. Select Match Only Merge.
   
   

In the Right Panel

1. Check the box to Import Non-Matching Records.
2. Check the Box for Merge Best Match.
3. Check the box to Auto-overlay On-order Cataloging Items.

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 the Full Bib Record

The standard On Order Overlay process will only overlay the item and volume records for on order holdings. Catalogers may occasionally need to overlay the full record as well. In this case, follow the instructions listed in the Overlaying Records via Import page.

In addition to the instructions listed on that page, check the box to Auto-overlay On-order Cataloging Items.

If conducting a full overlay, make sure all records in the file are appropriate choices for the full overlay. If any of the existing bibliographic records to be overlaid are complete, shared records, do not conduct a full overlay on them. Since catalogers cannot choose which record in a file should be fully overlaid, any that should not must be removed from the .MRC file and uploaded seperately, following the instructions for a merge with Auto-overlay On-order Cataloging Items, as described earlier in this page.