Search for MARC records from the Item window

Summary: For those of you who have updated to v 5.5.2 or later and purchased or updated to an "A" license, this week's tip will help you to better understand a new feature on the Items menu called MARC Search.

This new option allows users to search other libraries for MARC records right from the item window and the record they want to catalog. Once the program has searched and found some matches, the desired record can be saved. When the chosen record is saved, Alexandria puts the information into the appropriate fields in the Alexandria Item window. Then, a call number and copies can be added to complete the cataloging of the item.

Prior to using this feature the Address Book Preferences need to be set so that Alexandria knows which libraries to search. See the following step-by-step directions for how to modify these preferences and also how to use the MARC Search command option from the Item window.

To set the Z39.50 Address Book

Select Preferences from the Edit drop-down menu.

Set the first preference drop-down menu to Administration and the second to Global.

Click on the Address Books tab.

Highlight the Standard Z39.50 Address Book by clicking on it.

Double click on the address to open the Edit Address window.

Change the Availability drop-down menu to Available or Hide on Researcher, depending on whether you want it visible for a Z39.50 search on the Researcher or not.

Click OK

Once you have selected all of the desired addresses, click Save.

To set MARC Search Preferences:

Choose Preferences from the Edit drop-down menu.

Change the Library Information drop-down menu to MARC Search and leave the Local drop-down menu set to Local.

Set the Timeout and Max. Results drop-down menus as desired. Timeout indicates the amount of time allowed for searching. Max. Results allows users to set a limit on the number of results that will be shown.

Use the Search for... checkboxes to indicate whether to search for books, non-books, or both when doing searches.

Click Save to save any changes made.

To do a MARC Search:

Type in the title or ISBN of the item you are searching for.

Select MARC Search from the Item menu.

Choose the desired record from the results list by clicking once.

Click Save.

Add desired call number in the Call Number field.

Click Save.

Add copies and save.

We hope you will find this a timesaving feature as you catalog new items or update existing brief records.

Thank you,

The Alexandria Staff Librarians