SWIFT

PROCEDURE

OCLC records may be exported into CLIO. This document covers both the export of new records and the overlay of existing CLIO records.

1. CLIO does NOT have an acquisitions or preliminary record
   1. Search OCLC
      
      
   2. If cataloging copy is found, verify that Columbia does not already have the item. It should read: NO HOLDINGS IN ZCU - [x] OTHER HOLDING(S)
      1. Record Does NOT have ZCU:
         1. Delete any 035 fields if present  Go to instructions for deleting 035

         2. Click the button with the yellow numeral "1" on the OCLC Passport toolbar and then click "DONE" on the dialog box to export the record. The message "record exported in USMARC" should display at the head of the screen.
         
         
      2. Record DOES have ZCU: Search CLIO again to verify the item is not held by Columbia.
         1. Record found in CLIO: Compare holdings information with the T2 and take appropriate action.

         2. Record still not found in CLIO: Export the record as described above.

   3. In CLIO, retrieve record(s) and complete processing

2. CLIO DOES have an acquisitions or preliminary record:
   1. Search OCLC for the record to be exported

   2. Use macro or mouse to copy the eight digit OCLC ID number

   3. Return to CLIO leaving the OCLC session active

   4. Check the CLIO record for existing 035 fields
      1. Retain 035 fields with (CStRLIN)NYCG in the record

      2. Retain an OCLC 035 field if it matches the OCLC ID # to be exported

      3. Delete any other 035 fields if present

   5. Use a macro to paste an 035 field with the eight digit OCLC ID into the CLIO BIB record if not already present

      Example: 035::(OCoLC)ocm12345678

      NOTE:Each OCLC 035 has to have 8 digits. If an OCLC ID number has only 7 or 6 digits, insert the value "0" at the beginning of the OCLC ID number as necessary to make an 8 digit 035:

      Example: 035::(OCoLC)ocm00345678 if the OCLC ID is 345678

   6. Return to OCLC to export the record and overlay the old record in CLIO

   7. In CLIO, retrieve record(s) and complete processing the record

Quick Guide to OCLC Export/Overlay into CLIO
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