OVERLAYING

When exporting an OCLC record into Aleph, the system will look for a record in Aleph that has the exact same OCLC# and the system will replace that record with the one you just exported.

If there is no record in Aleph with that OCLC #, the system simply adds the new OCLC record to the Aleph database, not overlaying anything.

Every time you export, OCLC informs you either

1) that it simply added the exported record to the database, or 2) that it ''merged with” (i.e., overlaid) an existing record, and the bib system no. is given.

It is useful to pay attention to this results box.

To overlay, change the existing Aleph record so that it has only one OCLC # - the OCLC # of the record you wish to use. Use one of formats displayed below. After changing to the desired OCLC #, save it to the server! Then export the OCLC record and it will overlay.

Until you bring up the newly overlaid record, however, the old, unwanted record will be on your screen. The fastest way to get the newly overlaid record on your screen is to copy the bib system number from the box in which OCLC informs you that the record has “merged” with an existing record, and paste that number into the topmost box on the left side of the Aleph, under the word View”. (Other options are to simply search by OCLC#, etc., but the system is slow to index new names, titles, subjects, etc. so the most certain way of getting to the record is by system number.)

Format for inputting OCLC number into an Aleph record:

035 a(OCoLC)ocm12345678 (When OCLC# has 8 digits)

Or

035 a(OCoLC)ocm00123456 (when OCLC# has fewer than 8 digits)

Or

035 a(OCoLC)ocn123456789 (When OCLC# has 9 digits) (Use ocn for 9-digit OCLC#s)

overlaying_instructions.txt · Last modified: 2014/05/28 16:30 by mbanach
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