Building the Union Catalog for Pharos^TM
Directions for Extraction of Bibliographic Records from CSU Library Systems

A new Extraction Load Table is available now on CSU Innovative Systems. This new extraction load table places the INNOPAC internal control number in the 933 sub field "a" as well as BCODE3 in the 933 sub field "b".

The INNOPAC system uses BCODE3  to suppress the display of certain kinds of records. By mapping your library's Innovative BCODE3 to the MARC 933 field Ameritech will be able to automatically exclude certain records based on the value of the BCODE3. Please compare your BCODE3 profile with the the list below to determine if the BCODE3 that your library is using can be used to rid the union catalog of records that your library does not want  loaded. Please send an E-mail to Marvin Pollard  with the codes that indicate which bibliographic records your library does not want loaded into the Pharos union catalog.

BCODE3
With the exception of the value 'c', BCODE3 is also open for local definition. Value 'c' is used by INNOPAC to suppress display of the Order record in the public catalog. BCODE3 may also be used to mark items for later deletion. Some examples are:
n SUPPRESS
d DELETE
c SUPPRESS
ORD (suppress display of Order record information in the OPAC - do not use this value for any other purpose.

The directions below were developed by Gina Roth at Cal Poly Pomona. They are offered here to assist you in the process of extracting records from your Innovative system.

If you want to weed out your local records before you output your database to Ameritech you will need to do a Boolean search using the create lists function and create lists of approx. 60,000 records for most libraries: **

M> Management

L> Create Lists - bib records only

Create search to weed out local records

Enter a range by record no. (limit to approx. 60,000)**

Hit start and name file

Write down last bib record # in list

If you are going to send your entire database without weeding then you do not need to do a list but go directly to this point first:

A> Additional System Functions

M> Read/Write Marc Records

M> Output Marc records to another system using IFTS

C> Create disk file of unblocked MARC records (May have to call III to set

up/adjust software)

B> Output records - choose from a Boolean review file if you weeded or you may want to choose "by a range of record numbers" ** Choose bibliographic records and starting and ending record #. Again, do files in a range of 60,000 records and keep a record of the last record number used. Start sending records (they should scroll down the screen)

Return to Output Marc Records screen

V> View a Marc file - check if file ok - fields etc.

S> Send a Marc file to another system using IFTS

E> Enter a host: (130.150.151.67)

User name: XXXXX (please call to get it)

Password: XXXXX (please call to get it)

M> Mode change to ASCII PROMPT

T> Transfer file:

When asked to "Enter name of remote file" input: /uias/campusname/filename

PAC will tell you if the file transferred correctly

Repeat steps starting with the last record number in your Boolean list or range.

Make sure you keep the last record number that you have output in case you need to send an update file.

**It is important that each Library check with III to determine their maximum file load. We have 100 million maximum bytes. At an average of 1000 bytes per record we can theoretically store 100,000 records. In reality that amounted to 60,000 records that could be safely stored at a time. According to III other sites may have less than we do and most likely not more. You will only know that your system does not have enough space after you "C> create disk file of unblocked MARC records" and, after waiting for 45 minutes to an hour as the titles scroll by, when, all of a sudden, you can get a message that; "the file is too big and cannot be created." You then have to start the process over again, this time choosing a smaller number of records.

You must delete the previous MARC file before you create the next one because the system cannot store too much data.

Innovative Interfaces recommends extracting records in batches that are no larger than 60,000 records. From the experience gained at Cal Poly Pomona we can confirm that this is good advice. Extracting records in batches of 60,000 requires meticulous record keeping of the record number of the last record in the previous batch. Completing the extraction of bibliographic records in the shortest elapsed time period requires being available at the conclusion of each of the 60,000 record extraction periods so that the next extraction process can be started immediately after the prior run is complete.  Bibliographic Record Extraction Documents