SmartPort : Adding or Replacing Titles

Choose a server by clicking on it.
Click on the Connect button. It is the first button on the toolbar and has a lightning bolt icon.
A dialog box should appear indicating if the connection was a success or failure. If your connection was successful, you will be given a choice of searching the server or connecting to another server. If you choose to connect to another server, repeat the previous two steps.

An example of a successful connection:

Successful Connection Dialog Box

Step 3: Searching the server

Enter your search terms into the appropriate fields of the Search Window and submit your search. The results will display in the Hit List Window.

There are two different types of Search Window: icon and labeled. You can toggle between them by clicking on the Search Format button (linked chain or two horseshoes icon).

For more detailed information on searching, see: Searching in SmartPORT

The labeled search format window:

Labeled Search Format Window

The icon search format window:

Icon Search Format Window

Step 4: Choosing a record

The results of your search will display in the Hit List Window if any records were found. The Hit List Window will display the first eight records. You can navigate back and forth in the list by clicking the left or right arrow buttons on the toolbar. The button with the crooked arrow allows you to jump to a record in the list. It will ask you for a number. You can also sort the list by clicking on the button with a chart or histogram.

Next to each title is a view button. Click on this to bring up the Viewing Window.

The Hit List Window, displaying the results of a search:

Hit List Window

Step 5: Capturing a record

Click on the Capture button from the Viewing Window toolbar. This button will have a camera icon on it.
A Load Options Window will now appear.
Notes:
- You can also navigate in the same manner as the Hit List Window by clicking on the left and right arrow buttons
- By unchecking the Formatted box, you can see the field numbers

For viewing different records in an RLIN cluster, see: RLIN clusters in SmartPORT

Step 6: Specifying load options

Choose either to replace the current record or match and load for loading in a new record. If you choose to replace a record, make certain that the last record you did anything with is the record you want to replace. If you accidentally replace the wrong record, you will not be able to undo the replace.
Fill in the match points (REQUIRED):
- If loading a record from LIAS: g/g
- If loading a record from other sources and replacing a LIAS record in Unicorn: lsi
- If loading a record from other sources and not replacing a LIAS record in Unicorn: lsi/lsi
Fill in the call number sources (REQUIRED):
- If loading a record from LIAS (first 090): LC,90,,N
- If loading a record from LIAS (last 090): LC,90,,Y
- If loading a record from other sources: LC,50,,N/LC,90,,N
Fill in the library this is being cataloged for (OPTIONAL). Since there isn't a drop-down box here, you can leave it blank, but make sure you input it in the Loading Bib Record Window in Workflows.
Click OK.

Instead of typing match points and call number sources over and over, you can set up default values. See: Setting SmartPORT Settings

For a detailed overview of match points and call number sources, see: Match Points and Call Number Sources

Step 7: Loading the bib record into the catalog

No match is found

Match is found

SmartPORT will capture the record, transfer control to Workflows, and load the record into a Loading Bib Record Window.
At this point, make any necessary changes to the bib record. Make sure you have chosen a library.
After you are satisfied that the record is fit to load into the catalog, click OK.
The record is now in the catalog. The Loading Bib Record Window will appear slightly different then before as Workflows will strip unnecessary fields and display extra information about the record. Click Close if you are done, or continue editing as necessary and then click OK. You can choose to change the Date Cataloged at this point. When you are finished, the window will still remain. Click Close to close it.

If a match is found, note on which match point the match occurred and click OK. The record will be loaded into a Loading Bib Record Window. We may have a possible duplicate record, but we must check by searching the catalog to see if this is the case.
After searching the catalog, if you determine that the incoming record is a duplicate, click Close. Now that you know there is already a record in the catalog, all you need to do is either add a call number, volume, or copy to it.
Important: If you click OK, you will replace the record the incoming record matched on. You may decide to do this to upgrade the record, but keep in mind, any local information in the bib record will not be retained.
If the incoming record is not a duplicate, you will need to adjust your match points to prevent a match from occurring.
Important: CLICK CLOSE! If you click OK, you will replace the record that the match point matched on and will not be able to recover it.
Go back to SmartPORT and recapture the record, then remove the match point that the match previously occurred on. For example, if it matched on "l" for LCCN, change lsi/lsi to si/si. If a match occurs again, repeat this procedure again. It is highly improbable that you will need to remove a third one. If this happens, refer to a specialist.
Because a match occurred for non-duplicating titles, some corrections may be needed to the LCCN (010), ISBN (020), or title control number (such as moving an 010a to an 010z, etc.). Refer to a specialist if you haven't been trained to work with these fields.

It may appear that we are now finished, but we still need to add the barcode. The bib record is in the catalog, but has no copies attached to it. Proceed to Step 8.

The Loading Bib Record Window:

Loading Bib Record Window

Step 8: Add a copy to the newly loaded record

Open the Add Copy Wizard and perform a search on Current Title.
The Add New Copy Window is now open. Add your barcode, change your home location, and check/uncheck the circulate box as necessary.

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