Many of these books will have a record in OCLC that can be overlaid onto the provisional record. If so follow the procedures in either no. 1 or no. 2. If there is no record in OCLC, follow the procedures in no. 3.
1. Smartport Option (This option is cost effective if you can search more than one book at a time. Searching several books at a time will incur the same OCLC charges as searching a single book using this procedure.)
Click on the lightning rod wizard on the wizard toolbar. Select OCLC-DIV from the menu and then click on the lightning rod on the toolbar of the Z39.50 window. Click on the "search" box in the pop-up window. Scroll down the menu at the top of the page to STANDARD NUMBER. Type in the ISBN or OCLC#. Multiple ISBN's or OCLC# from additional books can be added by a space, the word, or, and a space. Example of 2 ISBN's plus an OCLC#:
373962569X or 38456392 or 4560273502
Click on button box labeled Submit Search. A list of records will appear. Select one at a time by clicking on the magnifying glass to the left of the title. The OCLC number in the 001 field (labeled key) must be transferred to the Acorn record in the title control #. For each record as selected, return to the Control window of the Acorn record and add the eight digit OCLC number preceded by the small letter o in the title contol # box. It there are only six or seven numbers in the OCLC number, supply additional zeros preceding the OCLC#. Examples:
Click on OK
Return to Smartport and click the camera (capture) on the toolbar. A Load Bibliographic Options window appears. Be sure that the "Match and load" option is pre-selected and DIVINITY is the choice for the library. Click on OK. There will be a pop-up message that warns you that a record will be overlaid. Click OK. (Warning: if you do not get this message, something has gone wrong and a new record will be created rather than overlaying the provisional record. Do not click on OK if this is the case.) If the overlay is successful and you have clicked on OK, only the image of the record is on the screen until you press enter or click on OK an additional time at the bottom of the record. Return to Smartport to update holdings. Scroll down to the bottom of the OCLC record in Smartport to determine if Vanderbilt has had the holdings updated. If no, click on the last icon on the toolbar (post holdings). A pop-up box appears "Holding has been posted". Click OK. Put a u on the inside back cover of the book to indicate it has been updated in OCLC. Close out the window and select the next record to repeat the process. When all of the selected records have been smartported, finish the editing process in Acorn following the procedures appropriate for each record (Books with LC Copy or Member Library Cataloging).
2. OCLC Export Option (This option does not allow immediate access
to the record in Acorn. The record will be overlaid usually within an hour.)
Search for the book in the OCLC database using the search strategies on the OCLC Searching webpage. Verify that the record matches the book paying particular attention to the 260 field that contains the publisher and the copyright date. Copy and paste the OCLC # (appears at the top of the fixed field area) into the title control # in the Acorn record using the format illustrated in the Smartport Option above. Return to the OCLC record and use the F4 function key to get to the end of the record. Add a field at the home postition by using a decimal number added to the last line number. Example: 12 becomes 12.2. Begin a text string in the home position while still on the last screen of the record as follows:
12.2 949 |h DIV [press F11]
Note: one space between the line number and the 949 ;
five spaces between the 949 and the delimiter h ;
the delimiter h is constructed by holding down the control key and pressing the letter d ;
one space between the delimiter h and DIV ;
press the function key F11
reformat by pressing F2
press F4 to the end of the record to verify that the line has been added correctly
(12.2 will have been replaced by 13)
at the home position type xpo [F11]
Message appears that the record has been exported
Update by typing a u in the home position and press F11
Place a u on the inside back cover of the book to indicate it
has been updated in OCLC
The OCLC record will not appear in Acorn until Systems loads the records (every hour).
3. Verify that the bib information in the author, title, and series fields are correct and the call number has an AUTO generated number. Set the book aside for searching at a later date.