Exporting Bibliographic, Patron and Authority Records
This section explains how to export records from the M3 system. All M3 records are in MARC format; they can be mapped to export in their current format or you can specify a different format by mapping the information into different fields prior to performing the export.
To export MARC records:
1. Verify that you are working with the correct database. For instructions, see “Selecting a Database” on page 4-2.
2. Perform a search to isolate the records you want to export. To do so:
A. On the Edit menu, click Search. This displays the Search dialog box (Figure 4.46).
B. In the Search For list, select the type of records you are exporting.
C. Type your search query into the appropriate boxes. To select a different MARC field or Boolean operator, click the arrow next to the appropriate list, and then select the preferred field or operator.
D. Click Search. This displays a list of records matching your search query (Figure 4.6).
3. Select the check box by each record you want to export. Or, to export all records in the list, on the Edit menu, select the type of record you want to export, and then click Select All Records.
4. On the File menu, click Export. This displays the Select Method of Export dialog box (Figure 4.66).
FIGURE 4.66
Tip: To see the field entries in other records selected for export, click the navigation buttons in the lower left of the M3 Data Export dialog box. From left to right, these buttons access the first record selected for export, the previous record, the next record, and the last record.
5. Select a method of export, then click OK.
• Standard Export – This method exports the records “as is,” maintaining the current MARC field structure.
• Enhanced Export – This method allows you to revise the MARC field structure during the export process. Fields can be remapped or excluded during the export procedure. This method of export takes longer as all records are scanned prior to allowing any changes.
6. If you selected Standard Export in step 5, continue with step 7. If you selected Enhanced Export, skip to the next section, “Completing the Enhanced Export,” for instructions.
7. In the Export Records dialog box, select the path and type the file name for the records you are exporting, and then click Save. This exports the records.
8. When the export is finished, a confirmation prompt appears. Click OK.
Completing the Enhanced Export
The Enhanced Export method allows you to revise the MARC field structure during the export process. To do so:
1. Complete steps 1 through 5 in “Exporting Bibliographic, Holding, Patron, and Authority Records” beginning on page 4-76, selecting Enhanced Export in step 5.
2. In the M3 Data Export dialog box (Figure 4.67), select the field mapping structure you want the records to conform to once they are exported. By default, the dialog box is set to export the field mapping configuration cur- rently used by the records being exported.
NOTE: When the M3 Data Export dialog box displays, you see the field entries for the first record in the range of records you plan to export. In addition, you see the comprehensive list of fields and subfields used by the entire range of records selected for export. Because this first record may not have entries in every field used by the range of records, you are likely to see **Field not in current record** throughout the Field Data column.
FIGURE 4.67
Your options in this dialog box are:
• Accept the default field mapping configuration and continue the export process. To do so, click Finish, then skip to step 5 on page 4-80. (This is equivalent to selecting Standard Export.)
• Accept the default field mapping configuration and save it for future exporting sessions before continuing. To do so:
A. In the Field Mapping Configuration list, select Save As. This displays the Save Field Mapping As dialog box.
B. Type a descriptive name for the new configuration, then click OK. C. After the M3 Data Export dialog box refreshes, click Finish, and then skip to step 5 on page 4-80.
• Use a field mapping configuration that was previously saved. To do so: A. In the Field Mapping Configuration list, select Load. This displays the Load Field Mapping Configuration dialog box.
B. Select the desired configuration, then click OK.
C. After the M3 Data Export dialog box refreshes, click Finish, and then skip to step 5 on page 4-80.
• Create a new field mapping configuration by modifying the default configuration. To do so, skip to step 3.
• Create a new field mapping configuration by modifying a configura- tion that was previously saved. To do so:
A. In the Field Mapping Configuration list, select Load. This displays the Load Field Mapping Configuration dialog box.
B. Select the desired configuration, then click OK.
C. After the M3 Data Export dialog box refreshes, make any desired changes as explained in the next step.
Tip: To map most but not all occurrences of a repeating field to the same destination field, you can still use the optional Unite procedure explained in step A, with one modification. After selecting the Unite check box and revising the Map To destina- tion as explained in step F on page 4-79, then clear the Unite check box. This sepa- rates the repeating field list- ings once again but maintains the Map To modification entered while the fields were united. You can then modify the mapping as explained in step F for those few listings that do not match the global change you entered while the fields were united.
3. To modify a field mapping configuration:
A. In the M3 Data Export dialog box, review the Field column for fields that repeat. If you plan to change the mapping of a repeating field, and if all occurrences of the repeating field are to be mapped to the same destination field, then you can save time and keystrokes by using the optional Unite check box feature. This collapses all the occurrences of the repeating field into one line, creating a single occurrence, thereby enabling you to simultaneously remap all occurrences of this field to the same field. (If the field repeats several times, this could save you considerable time. If you do not use this feature, you must revise the mapping for each occurrence individually.)
To use this time-saving option, select the Unite check box by the first occurrence of the repeating field. (This action collapses all the repeated field occurrences into a single listing.) Then continue to step B.
B. In the Include check box column, select the fields and subfields you want to export among those listed in the Field column. In the default configuration, all fields and subfields are selected based on the assumption you want to export all data contained in the records you are exporting. If you do not want to export a particular field or subfield, clear the field’s Include check box.
C. In the Field column, do nothing. The Field column provides a list of the fields and subfields used by the records to be exported. Some records may not have entries in each field and subfield in this list.
D. The Field Data column works with the Action column. By default, the Field Data column displays the actual field and subfield data for the first record in the range you plan to export. To view the data contained in other records, click the navigation buttons in the lower left of this dialog box.
E. In the Action column, select Keep or Replace for each field and subfield you plan to export. In the default mapping configuration, Keep is selected for each field and subfield.
• Select Keep if you want the data currently stored in that field to be kept during the export procedure.
• Select Replace if you want to change the current data in a field to a constant value (such as a library name, regional code, or field label) during the export procedure. This constant value over- writes all data contained in the field during the export process. If you select Replace, then in the Field Data column, type the infor- mation you want to appear in this field.
F. In the Map To column, select the destination MARC field or subfield for each field you plan to export. The default mapping configuration assumes you want to export to the same field locations; therefore, the Map To column displays the same field tag number and subfield code listed in the Field column.
To change the default mapping to a different destination field or subfield, click the Map To arrow and select the preferred destination field or subfield from the tree. (You can expand and collapse the field tree by clicking the field’s corresponding plus (+) and minus (–) signs.)
G. In the Occurrence Number (Occ.#) column, select the order in which you want any repeating fields to appear in the new records. (This is not applicable if the repeating field’s Unite check box is selected.) In the default mapping configuration, any repeating fields are numbered in sequential order in the Occ.# column. (To review the type of infor- mation in each occurrence of the field, look at the entries in the Field Data column.) For example, if subfield 020#a occurs twice, the first listing is assumed to be occurrence 1 and the second is occurrence 2. You can override this occurrence order by typing the preferred order numbers into this column.
If you revise the Map To column, the export utility assumes that the field or subfield you are remapping becomes the first occurrence of that field in the new records. You are prompted to either accept this first occurrence order or change to a preferred occurrence order. (If the new occurrence order leaves gaps between occurrence numbers, a GAP error message advises and allows you to revise the order.)
H. When finished:
• If you want to save the mapping configuration to use during another export session, select Save As in the Field Mapping Config- uration list. In the Save Field Mapping As dialog box, type a descriptive name for the new mapping configuration, and then click OK.
OR
• If you do not want to save the mapping configuration, proceed to the next step.
4. In the M3 Data Export dialog box, click Finish.
5. In the Export Records dialog box, select the path and type the file name for the records you are exporting, and then click Save. This exports the records.
6. When the export is finished, a confirmation prompt appears. Click OK. The export procedure is complete.
