Overlaying Bibliographic Records

An essential database clean-up function is overlaying existing records in PINES with current records from OCLC. While the most likely reason to overlay is to improve a poor quality record, you will also want to overlay an existing record that does not have an OCLC based TCN or that may have improved subject or name headings in its current form in OCLC. Overlaying also is performed in conjunction with merging duplicate records (Merging Bibliographic Records).

When you have identified a PINES record needing a current OCLC record, you will need to mark it for overlay. In the Mark for menu at the upper right hand of the record display, choose Overlay Target:

Mark for Overlay Target

The Mark for menu will update with the Database ID of the marked record.

Overlay Target set

Reset Record Marks clears all marked records.

Leave the record open and navigate to the Z39.50 portal. A new tab to search OCLC in the Z39.50 gateway will open. You will see information about the record you have marked for overlay and will be able to search for a replacement record using the Search Query form.

Do not add any prefixes if you search by TCN.

When you have entered your details in the Search Query form, select “Submit.”

Overview of the Z39.50 interface

At this point you will be able to select the record you wish to overlay over your marked record. If your search has resulted in multiple options, you can view your records side by side. When ready you can import or edit then import. For more details on these options, see the Z39.50 interface section.

Currently there is no notification if the overlay is successful. However, the system will return you to your record and you should be able to see the updated TCN as well as your name in the “last edited by” section and an updated “last edited on” date.

While the marked record will be cleared at overlay, if you leave the Z39.50 interface open in a tab, subsequently marking another record for overlay will not update the open tab. Best practice is to close the tab after overlay or to immediately refresh the Z39.50 tab before you search OCLC. Refreshing after you search will clear any search and you will need to recreate it.