Prepare the data


Inventory

Perform and inventory of the collection. See the manual for the local automation system for instructions on performing the inventory.
After completing the inventory, delete the lost and missing items from the collection. It is important that these items are deleted. If they are not deleted, they will appear in the SOAR catalog as available.

Update brief MARC records

During the migration brief MARC records will be upgraded to full MARC records and supplemented with extra content including book jackets, summaries, author biographies, reviews, and lexile information. This process cannot be performed if the records do not include an ISBN and a title. If possible, identify records without this critical information and add it.

Provide barcode samples

In order to ensure that the barcodes in your library are converted correctly, it is neccessary to provide barcode samples. School libraries converting from Winnebago Spectrum should contact the Department of Libraries to schedule a barcode remediation visit.

Gather samples

Locate 10 items of each type of barcode from your library. A type of barcode is a barcode of unique length or with a unique type of check-digit. The various types include:

The school librarian should manage the process, but the software is so easy to use that school staff or volunteers can assist in the process so that it proceeds more quickly.
  • The eye-readable label is 1 digit in length: 4
  • The eye-readable label is 2 digits in length: 98
  • The eye-readable label is 3 digits in length: 124
  • The eye-readable label is 4 digits in length: 0156
  • The eye-readable label is 5 digits in length: 00249
  • The eye-readable label is 6 digits in length: 100372
  • The eye-readable label is 7 digits in length: 3006822
  • The eye-readable label is 8 digits in length: 60034792
  • The eye-readable label is 14 digits in length: 32251098000045
  • The eye-readable label begins with a T: T 6263 or T0045673
  • The eye-readable label ends with a symbol: 3642000036079/ or 3642000036267$
  • The eye-readable label is 13 digits in length because the last digit is a space: 3642000036336

Submit samples

Complete this spreadsheet with the information from the gathered samples. In the first column type the title of the item. In the second column scan the barcode with the barcode scanner. In the third column type the barcode as it is eye-viewable on the barcode label. Be sure to include the make and model of your barcode scanner and the automation system that you are currently using. Save the spreadsheet to your computer and email to Joseph Horning at the Department of Literacy: Libraries Team.
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Export data

Remember that once you export your data, any changes made in your current automation system will not be reflected in the new SOAR catalog.

  1. Export MARC records using the instructions below for the relevant automation system.
  2. Save the MARC records to the local computer, naming the file with the school name, e.g. chicagoes_090327.001. (The extension will be determined by the automation system and may differ from the example.)
  3. Record the total number of titles and items using the instructions below for the relevant automation system.
  4. Email the MARC record export as an attachment to Joseph Horning at the Department of Literacy: Libraries Team, including the number of titles and items in the body of the email.

Instructions for exporting MARC records


Alexandria

  1. Open Alexandria Utilities.
  2. Select Export Items from the pull-down menu Utility Type.
  3. Select MicroLIF from the pull-down menu Operation.
  4. Select Call number from the pull-down menu Sort By.
  5. Select All Items from the pull-down menu Select By.
  6. Click “Run”.
  7. Run a report called Item Analysis from the Reports module. Under Report Name select Item Analysis and Select by: All Items. Record the number of titles and items included in that report which can be used to confirm that the transmission of data to TLC is correct.

Athena

  1. Open Athena.
  2. From Athena's Cataloging menu, select Export MARC Records. You will see the Export MARC Records screen.
  3. If the Athena collection that you want to submit is not active, select the Change Collection tab. Then select the desired collection. Note: TLC wants MARC records from all of your library’s collections.
  4. In the Export to File box, enter a name for the export file.
  5. Under For Titles with Multiple Copies, select the Export as a single MARC record option.
  6. Select Export.
  7. Run a report called System Statistics from the System Administration Menu > Display System Statistics. Record the number of titles and items included in that report which can be used to confirm that the transmission of data to TLC is correct.

Follett Circ/Cat Plus

  1. Open the Cataloging application.
  2. In Cataloging, clear the search for line, then select title.
  3. Select File from the File menu.
  4. Select Export MARC 21/852 Holdings Format from the File menu.
  5. Choose the No Range export method from the submenu.
  6. In the Export MARC 21/852 Holdings Format dialog box, verify that All Records and Include Copy Information are selected.
  7. Select Export.
  8. A standard Save As dialog will appear. Specify the filename and save location.
  9. Open Reports and select Help. From the About Reports screen, record the number of titles and copies. Email the number of titles and copies with the MARC record export.

Follett Destiny

  1. Open Destiny and Login as an Administrator.
  2. Select Catalog on the tabbed navigation.
  3. Select Export Titles from the sidebar navigation.
  4. On the Export Titles Page select the following:
    1. Select: All
    2. Include: All records
    3. Options: Include copy information
    4. IMPORTANT: Be sure that Delete titles/copies after export is NOT selected.
    5. Export File Format: ALA
  5. Select Export.
  6. After the export is completed, click in the View link to the right of the Export job in the Job Manager window.
  7. Click on the Export File link to download the export to your computer.
  8. A standard Save As dialog will appear. Specify the filename and save location.
  9. Run a report called Library Statistics from Reports > Information. Record the number of titles and items included in that report which can be used to confirm that the transmission of data to TLC is correct.

Spectrum

  1. Open Spectrum.
  2. Select Materials from the File menu and then select Export in the submenu.
  3. At the Materials Export dialog box, select All Materials (in MARC File Order) from the Export menu.
  4. Select the Format USMARC/852 Holdings Data.
  5. In the Output file field, enter the name of the file to be created.
  6. Select Export.
  7. Run a report called System Information from the Reports > System reports menu. Record the number of titles and copies (items) in the collection which can be used to confirm that the transmission of data to TLC is correct.