Remote searching in Sierra

Summary: This page describes procedures for Acquisitions staff searching other libraries' catalogs from within Sierra, using the Z39.50 (REMOTE) feature.

• If SkyRiver cannot supply the needed record you can search other libraries' catalogs from within Sierra using the Z39.50 (REMOTE) feature.

  • Click ADMIN
  • Click SETTINGS
  • In the New Records tab, click to check-mark the order box at the bottom of the screen (“Records to attach to new bibliographic records”)

    If you want to attach an order record to the bib you’ll be exporting from one of the libraries searchable through the REMOTE feature:

• To search other libraries’ catalogs, from the main search screen in Sierra,
  • Select REMOTE from the drop-down box to the right of the search box
  • The "Select Databases" box will open
  • Click to put a check mark next to each library catalog you wish to search
  • Click OK
• Select search type from the drop-down menu and key in search term(s)
• Click SEARCH
• The Searching Remote Databases box appears and tracks search progress
• When search is complete click CLOSE
• Open desired record from the results display
• To bring the record into our database as a new bib (no overlay), click SAVE
• Add the z code in the suppression field (in the fixed field area) before saving
• If you have elected to attach an order record when exporting you will be prompted for order record details as appropriate to the template you’ve chosen to apply. If you have not specified a default template, you’ll first be asked to choose a template.
• Click LOCAL to exit the remote searching function.

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Editing guidelines

• In general you should delete or edit fields that include information specific to the remote library’s own catalog, such as local notes or locations, but fields that do not affect indexing or public display may remain without harm. Specific guidelines for some fields follow.

• Fields to delete

  • 001 (control number; this will probably be an OCLC number, but could be some other sort of control number)
  • 005 (date/time of last transaction)
  • 010 (LC control number)
  • 049 (delete this field)
  • 099 (this field contains another library’s local call number and this should not display to our users)
  • 59X (these fields represent another library’s local notes; these fields will display in red)
  • 856 (this field contains a URL for an electronic resource; the URL could include information specific to another library’s e-access process)
  • 9XX (these fields also represent another library’s local information; these fields may display in blue)
  • Any field that ends with a |5 subfield.

• Fields to add/edit

  • Cat date (in the fixed field area; highlight and delete the date)
  • Loc (in the fixed field area; change this value to none)
  • 020 or 022 (delete this field if it does not match the ISBN or ISSN for the title being ordered)
  • code z in the suppression fixed field

• Any fields coded Z39.50 (these codes may display in blue font) will not be retained in the exported record. There is no need to delete them prior to taking action (SAVE ).

• You can monitor the source of your record (i.e., which remote library supplied the record) by checking the Windows title bar across the top of your window. This is the dark blue band that displays across the top of the window. The index display for remote searches will also indicate the source of the record in the ORIGIN column.

• When you are viewing a record from an index display and you wish to exit from that record and view another record from the index list, do not click CLOSE. This will remove the index display and you will have to re-initiate your remote search. Click BROWSE instead.

• When you select a record to display from a remote search results screen, notice that there is no .b number assigned – instead of a .b number you’ll see the words NEW Bibliographic. This is evidence that you are viewing a copy of that library’s record, and any edits you make for exporting purposes will not be retained in the remote library’s catalog. Once you save your record and export it into our database, a new .b number will be automatically assigned by the system.

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