Uploading Records to the Union Databases

Our provincial Resource Sharing system relies on the integrity and accuracy of our tools. Libraries should upload record submissions to the union catalogues regularly, to maintain the integrity and accuracy of the union databases. Lack of regular record submissions may result in increasing interlibrary loan request errors that are directly related to out-dated records and irregular uploads to the union databases.

 

BEST PRACTICES FOR UNION DATABASE RECORD UPLOADS

  • OutLook OnLine: Libraries should perform a full strip and reload of their union database records at least once a year, or more frequently if desired. From the vendor’s perspective, there is no limit to how often a library can perform full strip and reloads. In addition to the minimum once-a-year full strip and reload, libraries should also perform monthly updates of additions, deletions, and/or changes.
    • When considering which records to export, most sites base their decisions on discoverability. ie. Which of your bibliographic records do you want to be found in OutLook OnLine?
    • Do you want OutLook OnLine to contain all your records and act as a "backup catalogue" or do you wish to only load records for items that you ILL?
    • Many sites exclude records for items such as Musical Instruments, Computer Equipment, eBooks and any other items that are not available for ILL.
  • BC ELN Serials: Detailed information on the Best Practices/FAQs for Serials Submissions page for partner libraries submitting records to the ELN Serials provincial union database.
  • BC ELN Media: Best practices for uploading records to the ELN Media database will be available soon.

 

ShareFILE (formerly FTP) PROCEDURES FOR UPLOADING RECORDS

 

DIAGNOSTIC TOOLS AND FIXING RECORD ERRORS

Information on the diagnostic tools, what they are checking for, and how to fix records is available on the Diagnostic Tools for Uploaded Records page. Please also contact the OLOL Administrative Centre for additional assistance.

 

UNION DATABASE SUBMISSION LOGS

Check the Union Database Submission Logs page for more information.

 

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