FAQs

Bibliographic records can be exported in batch from OCLC to Alma using an export file (OCLC) and an import profile (Alma). The direct batch export from OCLC requires users to click close each time a bib record is exported successfully into Alma.

Steps to export bib records in batch from OCLC Connexion Client to Alma:

1. Create a text (.txt) file with OCLC numbers 
2. Upload the text file to OCLC
3. Batch load the MARC records to a local save file in OCLC
4. Export the MARC records from OCLC to a file
5. Change exported file from .dat to .mrc
6. Import the records to Alma using an import profile

Create a text (.txt) file with OCLC numbers:

1. Open a text editor, such as Notepad or Notepad++
2. Paste the OCLC numbers into the text editor
   • Remove the (OCoLC) prefix
   • Should only contain the number
3. Click File>Save
   • Select the path where the file will be saved
   • Name the file
      

Upload the text file to OCLC:

1. Open Connexion Client
2. Click Batch>Enter Bibliographic Search Keys
3. Click Import
4. Select the .txt file
5. Click "No" when the pop-up screen appears and asks "Do you want to delete your original import profile"
6. Click Save
7. Click Close

Batch load the MARC records to a local save file in OCLC:

1. Click Batch>Process Batch
2. Check the box next to the default bib file path (or to custom path if configured)
3. Check the box next to Online Searches under Process
4. Click Ok
5. Files will upload to the save file
6. Batch Search Report will display when the upload is complete
7. Click the "X" to close the Batch Search Report:
   

Export the MARC records from OCLC to a file:

1. Go to Tools>Options
2. Click on the Export tab
3. Click on the file export being used
   • Create a file export if one does not already exist
4. Click Apply
5. Click Close
6. Click Cataloging>Search>Local Save File (F3)
7. Use the default file path unless the user selected a customized save file to batch upload
8. Click OK
9. The MARC records will display
10. Click the Export icon (Actions>Export F5)

Change exported file from .dat to .mrc:

1. Open the file manager on your computer
2. Go to the path where the file was created based on the file export in OCLC
3. Right-click on the file 
4. Click Rename
5. Change .dat to .mrc
   • Optional: change the whole name as well as the file extension 

Import the records to Alma using an import profile:

1. Create a Repository Import Profile in Alma (only needs to be created once)
2. Import the file using the Repository Import Profile

Create a Repository Import Profile in Alma:

The import profile below is configured for SUNY's Network Zone (NZ), but can be applied to Institutions for Institution Zone (IZ) only records. SUNY uses MARC 035 as the match method for the NZ and the IZs.

1. Go to Resources>Import>Manage Import Profiles
2. Click Add New Profile
3. Select Repository profile type
4. Click Next
5. Import Profile Details page 2:
   • Name: [Name the set - mandatory]
   • Description: [Add a description - optional]
   • Originating System: [Select WorldCat]
   • File Name Patterns: [Type .mrc]
   • Import Protocol: [Select Upload file/s]
   • Physical Source Format: [Select Binary]
   • Encoding Format: [Select UTF-8]
   • Source Format: [Keep MARC21 Bibliographic]
   • Target Format: [Keep MARC21 Bibliographic]
   • Status: [Keep Active]
   • Click Next
6. Import Profile Details page 3:
   • Filter Out Data Using: [Optional - leave blank if you want all records from the OCLC export file to be imported in Alma]
   • Correct Data Using: [Select the norm rule used for OCLC imports - SUNY uses SUNY OCLC Norm Rule]
   • Handle Invalid Dats Using: [Keep MarcXML Bib Import]
   • Click Next
7. Import Profile Details page 4:
   • Match by Serial/Non Serial: [Select Yes]
   • Serial Match Method: [Select 035 (Other System Identifier) Method]
   • System Identifier Prefix: [Type (OCoLC)]
   • Non Serial Match Method: 
   • Select 035 (Other System Identifier) Method]
   • System Identifier Prefix: [Type (OCoLC)]
   • Handling Method: [Select Automatic]
   • Upon Match: [Select Overlay] 
   • Merge Method: [Select the Merge rule - SUNY uses the SUNY Overlay All But Local merge rule]
   • Automatic Multi-Match Handling: [Check the box next to "Prefer record with the same inventory type (electronic/physical)]
   • Merge and Combine: [Select Manually]
   • Preferred Record: [Select Record with the Highest Brief Level - selected because the other option requires the records to have items. The NZ does not have items]
   • Secondary Record: [Select Delete]
   • Merge [Select the Merge rule - SUNY uses the SUNY Overlay All But Local merge rule]
   • Upon No Match: [Select Import]
   • Click Next
8. Import Profile Details page 5:
   • Synchronize with OCLC: [Select - "Do Not Publish"]
     • For IZ only import profiles for institutions using Publishing Profiles for OCLC, select "Publish Bibliographic Records"
   • Condition: [Select Unconditionally]
     • For IZ only import profiles for institutions using Publishing Profiles for OCLC, select either "New Record Only" or "Unconditionally" depending on the institution's needs
   • Click Next
9. Import Profile Details page 6:
   • Inventory Options: [Select None]
   • Click Save

NOTE: I suggest testing importing one MARC record using the new import profile to test the import profile works as expected.

Import the file using the Repository Import Profile:

1. Go to Resources>Import>Manage Import Profiles
2. Select Run from the ellipses of the import profile created to import OCLC batch files
3. Click Select File
4. Click on the file icon to select the .mrc file
5. Click Add
6. Click Submit
7. The job will run
8. Review the job report after the job is complete