Support Portal Home → Cataloging → Adding and Deleting Bibliographic and Item Records → Batch Upload: Adding item records before upload (On Order Copies) Part 1
3.8. Batch Upload: Adding item records before upload (On Order Copies) Part 1
Why is this helpful?
- If your vendor provides MARC records for materials that you order, but the vendor does not include item record holdings in the batches they provide to you, you can create use Evergreen to add an "On Order" copy of the title during the import process.
- Acquisitions Module is not required with this method.
- Facilitates your patrons placing holds on the title before you have it in hand.
- Helps avoid the issue of empty Bib Records in SPARK which then display in every library catalog.
Step 1: Set up Vandelay/Batch Import Settings (One Time Setup)
❗Due to Permission Limitations Contact SPARK Support for help setting up any or all of these
You will need:
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First 5 digits of your library's unique item barcode range
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Default Call Number Prefix
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Default Circulation Modifier
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Default Shelving/Copy Location
Example Vandelay/Batch Import Settings:
Administration --> Local Administration --> Library Settings Editor
Step 2: Download and Install MARC Edit (One Time Setup)
You will need this to:
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Add an 852 line to your Vendor Records
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Split files containing more than 500 records (see instructions for that here)
Step 3: Determine a naming strategy for your vendor records
Example: xxxx_mm-dd-yyyy_File01 — Brodart_01-01-2021_File01
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xxxx — Vendor
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mm — Month
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dd — Day
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yyyy — Year
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File# — In case you split files containing more than 500 records
Step 4: Create your 852 line
❗Tip: Put this line of text in a word doc in the folder you store your vendor files.
Example: $bBC_ALT$zOn Order
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$b — Owning/Circulating Library Short Code
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$z — Status of item
Once these steps are completed you are ready for Part 2 of this process.
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