Importing/overlaying bib records in FOLIO

Summary: Instructions for catalogers overlaying bib records using either Data Import or the single-record import command in Inventory. Includes a breakdown of the 949 codes used to create or update values in instance/holdings/item records when using Data Import.

Import & overlay options

	Data Import (preferred)	Single-record import in Inventory	Push from Connexion (not recommended)
Carries over local Connexion edits?		Only imports the OCLC master record.
Allows overlay?
Auto-generates holdings/items?	Can be fully customized for different types of cataloging.	Yes, but generic; must be edited after. Use macros, copy/paste text strings, etc., instead of typing in values to reduce errors.
Multiple records at once?
Process	Prepare the MARC file Perform usual cataloging in Connexion, including Local edits to records Addition of 949 string Update holdings Save to save file Select records from save file that you wish to export Select export command Locate your export file on your desktop; change the file extension from .dat to .mrc The first time you export in your Connexion session, you'll be asked to choose a file location; subsequent exports continue to use this same location instead of asking you. Additionally, if you do not change the file extension after each export, Connexion will add records to that same .dat file instead of creating a new one. For best results, just delete your .mrc file after each import! Import into FOLIO Open Data Import app Drag and drop or upload your .mrc file Choose desired job profile from the menu Actions → Run → Run	In Connexion For any edits appropriate for the master record, replace and update Remember that local edits can also be made later in QuickMarc Copy the OCLC number In Inventory To create a new instance, with or without generic holdings/item records Actions → Import Choose your unit, and then your desired "target" from the dropdown menu Paste OCLC record number Click "Import" To overlay on an existing instance Open the instance record you intend to overlay Click the blue Actions button in the top right of the instance record pane Choose Overlay on source bibliographic record Choose your unit, and then your desired "target" from the dropdown menu Paste OCLC number Click "Import"	In Connexion Ensure this export option is the default (Tools→ Options → Export) Create/edit your record as usual Update holdings and export In Inventory Locate new instance Create new holdings record with appropriate values Create new item record with appropriate values
Notes	This method can be used both to import new or overlay on existing instance records, regardless of whether they are source MARC or FOLIO. Set up on your desktop and in Connexion Open Windows File Explorer and check View tab; make sure "File name extension" is checked Set up export to file in OCLC Connexion Tools → Options → Export tab Select "File: (Prompt for filename)" and click "Apply Create 949 constant data in Connexion, using template below	The list of target job profiles you can select from accommodate the following scenarios: Overlaying on an uncataloged instance and keeping it uncataloged Overlaying on an uncataloged source MARC or FOLIO instance, and generating a generic holdings/item Overlaying on a cataloged instance only, with no updates to existing holdings/item	Set up in Connexion Tools → Options → Export Create → OCLC Gateway Export Host name = https://michstate-lm.folio.ebsco.com/ Port = 8443 Timeout = 90 Retries = 3 Delay = 10 Logon ID = can be shared upon request – contact Joshua Barton or other CMTF members Send Local System Log On ... → make sure this is checked After you click OK, name it something useful for you Double click your new FOLIO export option in the list and click Apply

949 field mapping

Using a 949 field in an imported MARC to populate values in FOLIO is only an option when using Data Import.

This configuration is a change from the initial practice of using 947, 948, and 949 fields for instance / holdings / item data respectively. As of the Poppy release installed in March 2024, Data Import cannot accommodate multiple 9XX fields related to one singe instance. (The Poppy release included new functionality to create multiple holdings/items – but data for each one must have its own 9XX field.)

949 subfield	FOLIO record / field	Must be included?	Default for optional fields
$a	Instance HRID	If overlaying
$b	Instance OCLC number	Not an option as of March 2024; reserving this for expected updates to functionality.
$c	Order POL number	For Acquisitions workflows only
$d	Order vendor reference number	For Acquisitions workflows only
$e	Holdings permanent location	See Location chart for codes
$f	Item material type	Optional	Printed material
$g	Item copy number	Optional	1
$h	Item volume info	Optional
$i	Item loan type	See this list for loan type text strings
$j	Item temporary location	Optional
$k	Item status	Optional	Available
$l	Item call number type	Optional	LC
$m	Item workstat	See this list for loan type text strings

949 string template for copy/paste

$a HRID $b OCLC# $c POL# $d VRN $e holdings perm loc $f item mat type $g item copy # $h item vol info $i item loan type $k item status $l item call # type $m workstat

This template is also available in our Connexion online save file for constant data, titled 949 template March 2024.

Contact	Autumn Faulkner
Team	CMS
Updated	March 2024
Created	March 2024