SmartMARC v5 Preferences
By Wally Johnson
Created on 5/13/2002
Technical Note Summary:
This document was created to assist librarians with the set up of SmartMARC Preferences.
Single Search Preferences
To set preferences in SmartMARC; click on Edit and then Preferences. The Single Search preference window will appear. Please refer to Image 1.
Image 1
The first setting you can modify is Default Maximum Search Hits. This setting determines the maximum amount of records displayed in the SmartMARC Results window. Please refer to Image 2. If more results are found, the results that are higher on the list will be displayed. The default sorting is by SmartMARC Score, though you can sort by Title or by Source.
Image 2
The next setting is ‘Munge’ results with search data. This setting is used to combine data entered for searching. The data will not replace information in the MARC record; instead it is used to fill in holes. For example, if you enter in the ISBN number, Title, Author, and LCCN number and the record you find does not have an LCCN number, when saved, the record will automatically be updated to include the LCCN number that you included in your search.
The next preference, Save Records To, deals with how you save your records. There are three options: you can save to a MicroLIF file; MARC file; or you can import the records directly into Alexandria. If you choose to save your records to a file, whether it is in MicroLIF or MARC format, the files will be created in the SmartMARC v5 folder. On a PC, the default location of this folder is on the C: drive under Program Files. On a Macintosh, the folder is on the hard drive. You can view and modify records prior to import. Records that are saved in MARC format will be in a file called SmartMARC MARC.TXT; records that are in the MicroLIF format will be saved in a file called SmartMARC MLIF.TXT. Please refer to Image 3.
Image 3
The last option, save to an Alexandria v5 Data File at IP Address, allows you to save records directly to Alexandria, saving you the extra step of importing a file. If you choose this option, you must input the valid IP Address of an Alexandria Data Station. Alexandria must be running on the Data Station whenever you wish to save records with this option selected. SmartMARC may be installed on a machine other than the Data Station for your convenience.
Under General Import Options you will see two preferences: Matching Options and Failed Search Options. Matching Options determine what Alexandria should do if it finds records. There are three options: Automatically use the best match, which will use the best match based on score; Ask me unless there is only one match, which will automatically save the record should there only be one found, otherwise it will present you with a list to choose from; and Ask me always to confirm matches, which will preset you with the SmartMARC results window after every successful search and allow you to select a record, or reject them all and create your own record. Ask me always to confirm matches is the safest option.
The Failed Search Action preference governs how SmartMARC will handle a failed search. Ask before saving record allows you to decide whether to search again or catalog the record yourself.
The bottom two settings only apply if you are saving directly to Alexandria, and consequently will only be available if you have that option enabled. Under Conflicting Barcode Action you have three options: Ask whether to Add or Update; Automatically add a new record; and Automatically update the existing record. The first option is the safest; it will allow you the choice of adding a record or updating an existing record should the barcode already exist. If you are cataloging all new records then you may want to choose Automatically add a new record. If you are completing records that are already in Alexandria, you may want to choose Automatically update the existing record.
Now that you have your Single Search preferences complete, you can move on to fill out your other preferences. At the top of the screen you will see the words Single Search click on that drop-down menu and select your next preference set. For the sake of consistency, this document will deal with each preference set in the order they appear on the drop-down menu list.
Auto Match Preferences
Prior to explaining the Auto Matching Preferences, it is important to explain what Auto Match is and how it works. Please refer to Image 4.
If you have a file containing incomplete MARC records you can use SmartMARC to complete those records using the best match that it can find. Files can come from a vendor, an Alexandria export or any other source. Inside SmartMARC you click on the SmartMARC menu and select match import file. A window will open with which you can browse to locate the import file. SmartMARC will then open the file and match the record against the databases you have selected. Should SmartMARC find a match it will place that record in a file in the SmartMARC folder called SmartMARC MLIF.TXT or SmartMARC MARC.TXT depending on which format you have selected in your Auto Match Preferences. Should the search fail for that particular item, SmartMARC will place the incomplete record in a file called Unmatched MLIF.TXT or Unmatched MARC.TXT, depending on the format selected. You can then take the file containing incomplete records and run it against another database that will hopefully have more matching records in it. Once you have finished matching the records, you can take the complete file and import it into Alexandria.
NOTE: PLEASE BE AWARE THAT RECORDS FOUND BY SMARTMARC MAY NOT BE CATALOGED CORRECTLY OR MAY NOT MATCH WITH THE RECORD PROVIDED. SMARTMARC SELECTS THE CLOSEST MATCH THAT IT CAN, HOWEVER THOSE RECORDS MAY NOT BE ACCURATE. IT IS RECOMMENDED THAT IF YOU USE THE AUTO MATCH FEATURE, YOU CHECK THROUGH EACH RECORD IN THE FILE AND VERIFY THAT IT IS ACCEPTABLE PRIOR TO IMPORT.
COMPANION CORPORATION WILL NOT BE HELD RESPOSIBLE FOR BAD RECORDS THAT YOU IMPORT INTO YOUR DATABASE. AS WITH ANY UTILITY OR UPDATE, IT IS RECOMMENDED THAT YOU BACK UP YOUR DATABASE PRIOR TO RUNNING THIS IMPORT.
The first Auto Match Preference is Save Records to file as. There are two options MLIF (MicroLIF) or MARC; this sets the format that the records will be saved in.
Image 4
The next preference is Use defaults during auto-match when no local info is provided. This setting is used for records that come from a source other than Alexandria. If this option is checked, SmartMARC will populate local holding fields with information that is set up in the Local Info Preferences of SmartMARC. Leave this box unchecked if you wish Alexandria to populate these fields on import rather than SmartMARC.
The Strict Medium Typing setting tells SmartMARC to check the 245_h field to ensure that the medium type of the search results matches that of the import file.
Find Exact Editions eliminates all search results that do not match the publisher and publication date.
Local Info
Local Info contains the majority of the information that is the 852 field. This information is copy specific. When filling out this information, consult your Alexandria preferences, particularly the Item Management and Circulation Preferences. Please refer to Image 5.
Image 5
Next Barcode, Collection Code, Location Code, Funding Source, Policy and Price can be set just once, or may be updated as often as necessary.
Check under Circulation Preferences in Alexandria to see if you are using Follett Interleave 2 of 5.
If you want Alexandria to assign barcodes, place a check in the last box. Checking this option will remove the barcode number from the records and allow Alexandria to assign barcode numbers on import.
Stop words are words that SmartMARC should ignore when searching by Title.
Set Database
The following settings determine which databases SmartMARC will search to find matches. Please refer to Image 6.
Image 6
If you have a Precision One subscription from Brodart, you can select the Use Precision One option to search Precision One CD’s which are in your CD-ROM drive or that have been copied to your hard drive. CD’s must be copied to disk or placed in the drive prior to launching SmartMARC. If you forgot to put the CD in before starting SmartMARC, go to the SmartMARC menu and choose Check for P1 CD’s. This option will only be available if SmartMARC detects one or more Precision One CD’s. For information on ordering a Precision One subscription, call Sales at 1-800-347-6439.
SmartMARC allows you to search two Z39.50 servers at a time. Click on Address Book to view a list of Z39.50 servers to choose from. Please refer to Image 7.
On the Address Book window, you will see a list of servers that have been pre-selected for your convenience. Highlight a desired server and click on Test. A dialog will appear stating the time it took for a query to reach the server and return a response to SmartMARC. If SmartMARC did not receive a response a message will appear stating Test did not receive a response from the server.
Image 7
Once you have found a server you like, place a check mark in the Show in Z39 Server List box, at the bottom of the screen.
If you wish to add a new server to the list, click on Add and fill out the information.
NOTE: A VARIETY OF PROBLEMS CAN PREVENT SMARTMARC FROM CONNECTING TO A Z39.50 SERVER. THE MOST COMMON PROBLEM IS A FIREWALL OR PROXY SERVER BLOCKING THE PORTS THAT THE SERVER COMMUNICATES ON. Z39.50 SERVERS ARE LIKE ANY OTHER INTERNET SERVER; PERIODICALLY THEY MAY BE UNAVAILABLE DUE TO TRAFFIC, SERVER ISSUES OR NETWORK PROBLEMS.
MOST Z39.50 SERVERS COMMUNICATE ON PORT 210, WHICH BY DEFAULT IS BLOCKED BY MOST FIREWALLS. IF YOU ARE HAVING PROBLEMS REACHING ANY SERVER, CONTACT YOUR NETWORK ADMINISTRATOR AND ASK HIM OR HER TO OPEN PORT 210.
Once you have completed your favorite list, you can select two of those servers by placing checkmarks in front of Use Z39.50 Database #1 and Use Z39.50 Database #2 and then selecting the servers from the list.
The last option, Use Alexandria Database, allows you to enter the IP Address of an Alexandria Data Station to search for records on.
Opposite each of the database selections is a Timeout (seconds) setting. This setting determines how long SmartMARC will query the database before moving on. Increasing the timeout allows SmartMARC to gather more responses from the databases, which is especially useful if you are searching a Z39.50 server that is returning results a little slower.
When selecting an appropriate Timeout setting, several factors come into play. If you are trying to reach a server that is slower when returning results, you may want to increase the Timeout to accommodate that server. A better option may be to find a server that returns results quicker. In general, if you do not receive results from a server within thirty seconds, then you may want to change servers.
Library Info
Library Info is similar to the Library Information Preferences found in Alexandria. The information on this screen should be filled out the first time you launch SmartMARC, and must be filled out prior to sending an email to Technical Support through SmartMARC. You may leave out the Library SMTP Server setting if you do not know your SMTP servers name or IP address. Please refer to Image 8.
Image 8
NOTE: IF YOU HAVE ANY QUESTIONS, PLEASE REFER TO THE SMARTMARC MANUAL, OR CONTACT TECHNICAL SUPPORT AT 1-800-347-4942.
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