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Bibliographic Services > SmartPort Procedures

SmartPort Procedures



SmartPort Procedures










Created: 2001/06/12
Prepared by: Doug Adams, Heather A. Fraser, Nancy
Hall and Carol Ohlers
Updated: 2005/02/17 Questions and comments to:
hfraser@yorku.ca or
dadams@yorku.ca
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Table of Contents



  1. Description

  2. Preparation for Using SmartPort

  3. Using SmartPort

  4. Searching

  5. Hit List Window

  6. Using WinCATSS

  7. Procedure for "Match and Load"
    without a Provisional Record

  8. Procedure for "Replacing Current
    Record"

  9. Importing a New Authority Record

  10. Overlaying an Existing Authority Record

  11. Disconnecting from a Database

  12. Definitions

  13. Endnotes




Description


SmartPort is specialized SIRSI software. It uses an interactive
Z39.50 connection to access remote databases and library
catalogues in order to capture and download records directly into the Yorkline
database. The records are indexed immediately and are accessible by author,
title, keyword, control number, etc.


Currently, York has connections set up for several databases and library
catalogues:



Preparation for Using SmartPort


Search Yorkline for the item in hand before starting SmartPort



A. Provisional record or Existing bibliographic
record


Pull up the provisional record or existing bibliographic record to be
replaced.
NOTE: It is very important that the existing record be displayed
(Display 1 Item)


B. No Provisional record or existing
bibliographic record


If there is no provisional record or existing bibliographic record leave
Yorkline at the browse index (you can be on any screen)

"Cataloging" Box


Click on "Preference" on the menu bar


Click on "Cataloging"

SRC="/images/Biblio/smartportsetpref.jpg" ALT="SmartPort Set Prefs" WIDTH="500" HEIGHT="336">

A "Cataloging" dialogue box then pops up.


Illustration for Cataloging Preferences



SRC="/images/Biblio/smartportcatprefs.jpg" ALT="SmartPort Cat Prefs" WIDTH="494" HEIGHT="460">


Check that the following is set in the "Bibliographic Record Load
Option"
area and make changes as appropriate



  • "Verify options" is checked

  • Select radio button "Match and load" if there is no
    provisional record

  • Select radio button "Replace current record" if a
    provisional or bibliographic record is to be replaced

  • Match points set to m

  • Call sources set to: AUTO, 949,,N

  • Library set to: YORK

Click on "OK" to save any changes you have made. NOTE: When the
button is set for either "Replace current record" or "Match
and load"
this becomes the default. It does not need to be changed
each time. However, you can change the option in the "Load
Bibliographic Record Options"
box if necessary when you are
about to actually load the record




Check that the following is set in the "Authority Record Load
Option"
area and make changes as appropriate



  • "Verify options" is checked

  • Select radio button "Match and load" if you are importing
    a new authority record

  • Select radio button "Replace current record" if you are
    replacing an exisiting authority record

  • Match points set to n

Click on "OK" to save any changes you have made. NOTE: When the
button is set for either "Replace current record" or "Match
and load"
this becomes the default. It does not need to be changed
each time. However, you can change the option in the "Load
Bibliographic Record Options"
box if necessary when you are
about to actually load the record



Using SmartPort


Log into SmartPort by clicking on the "spotlight Z" button on the
control pad:

SRC="/images/Biblio/startsmartport.jpg" ALT="Start SmartPort" WIDTH="500" HEIGHT="336">



The SmartPort screen with the connection window will then open:


SmartPort Icons


There are many icons on the SmartPort screen. Moving your mouse across the
icons will reveal the function of the icon. Here is a list of the icons and the
function associated with each one:






















































































































ICONS DOWN THE SIDE OF THE SCREEN NAME FUNCTION

Destinations Calls up the window containing the databases to which you can connect
Search Calls up the search window if you are connected to a database(s)
Saved files Work with saved records
History A list of the search statements used in the current session displays. The
search number, the search type, and the search term are displayed. If the
search was issued from a browse screen, it is indicated in the history. Sirsi
Corporation
Strategies Displays a window into which you can enter and save search strategies
Re-Arrange Windows Puts SmartPort Windows back in natural order if they have been moved around
Help Displays the HELP screen
Return Return to other SIRSI applications
Exit Closes the SmartPort Session
ICONS IN THE HIT LIST WINDOW NAME FUNCTION
Forward and Back Move forward/backward in a selected hit list
Jump Jump to a new position in the selected hit list
View View a record from the selected hit list
Sort Sort the selected hit list
Cross References Display cross reference/thesaurus for the selected hit list
Print Print records from the selected hit list
Save Save records from the selected hit list
Mail Mail records from the selected hit list
ICONS IN THE Z39.50 WINDOW NAME FUNCTION
Connect Connect to the highlighted server
Disconnect Disconnect the highlighted server
View View Summary Information of the Highlighted Server
ICONS IN THE SEARCH WINDOW NAME FUNCTION
Clear Erase or clear contents of the search field
Operator Add operator to the search field at current cursor position
Search Field Name Limit your search by inserting a search field at current cursor position


  • Icon search

  • Labelled Search fields
Toggle between icon and label based searching
Close Closes the window


SRC="/images/Biblio/smartportconnectwindow.jpg" ALT="SmartPort Connect Window" WIDTH="500" HEIGHT="277">



In the "Z39.50 Servers "dialogue box, choose a database or
catalogue to which you wish to connect by clicking on the box beside the name so
that a red check mark appears and then click on the lightening bolt to establish
the connection

SRC="/images/Biblio/smartportconnect.jpg" ALT="SmartPort Connect" WIDTH="500" HEIGHT="288">



Once connected, the "Question" dialogue box appears,
click on
Search or press Enter or Another Server (if you wish to
be connected to more than one database at once)

SRC="/images/Biblio/smartportconnectquestion.jpg" ALT="SmartPort Connect Question" WIDTH="500" HEIGHT="373">



Active database connections are identified by the yellow lightening bolt
between the red check mark and the name of the database.



SRC="/images/Biblio/smartportconnect2.jpg" WIDTH="500" HEIGHT="229">




Searching


Each of the Z39.50 databases and library catalogues have been set up so the
search fields are the same:





























NAME DESCRIPTION
1. AG-CANADA ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
2. Library of Congress (LC) ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
3. Melvyl ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
4. National Library of Canada (AMICUS) ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
5. OCLC ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
6. Laval ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
7. University of Toronto ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other
8. University of Alberta ISBN, LCCN, Title, ISSN, Author, Control#, General, Subject, Other

ICON SEARCH


Searches can be conducted using either icons or labelled fields. In the
Search Window, click on the icon of the two horseshoes to change the
search type


In an Icon Search, enter your search type in the space provided and then
click on the appropriate icon for the search you wish to perform.

SRC="/images/Biblio/smartporticonsearch.jpg" ALT="SmartPort Icon Search" WIDTH="500" HEIGHT="230">



LABELLED SEARCH


In a labelled search enter your search term(s) in the appropriate field and
then click on submit search.Make sure that the SEARCH button is the
active or highlighted button.

SRC="/images/Biblio/smartportlabelledsearch.jpg" ALT="SmartPort Labelled Search" WIDTH="500" HEIGHT="309">



Hit List Window


Once a search command has been sent, a hit list window appears indicating
whether or not the sites selected have found records.



EXAMPLE:


MELVYL found 0 records

AG-CANADA found 9 records

Not all hits from a site will display at one time. To view the rest of the
hitlist, make sure the title bar of the site you want to view is highlighted in
blue and click on the arrows
to go
forward or backward.


NOTE: SmartPort may get stuck going through the hitlist. An
hourglass or clock will appear. It may be necessary to end the task by going to
Task Manager.



Activate Task Manager by pressing the Control + Alt + Delete key
combination. From the Window that pops up, click on the Task Manager button. In
the task list look for Z39.50 by SIRSI — Running.Click on it and then
click on End Task.


Select a record from the hitlist by clicking on the view icon (magnifying
glass). A box with the record appears (example: "Viewing 5 of 6, from
NLC)


Click on the check mark beside "formatted" to display MARC tags

SRC="/images/Biblio/smartportviewicon.jpg" ALT="SmartPort View icon" WIDTH="500" HEIGHT="291">

Enlarge the view box and then check that the record matches the item in
hand. Decide whether or not the copy should be loaded


If the record is unsatisfactory, click on the box with the
red X to return to the hit list. Check other
records in the hitlist.


To load the record, click on the capture icon (camera).

SRC="/images/Biblio/smartportcaptureicon.jpg" WIDTH="403" HEIGHT="318">

A "Load Bibliographic Record Options" box appears:



Before proceeding to bring the record into Yorkline, there is another step
to perform using a program called WinCATSS.



Using WinCATSS


WinCATSS is a locally created program that is an enhancement to SmartPort.
It has many of the features contained in the old CATSS program and "cleans
up" the records we are loading by deleting unwanted tags before the record
is brought into the cataloue. This program also compiles statistics based on our
sources of copy via SmartPort. The instructions for using WinCATSS are a
document at the following URL:
Using
the winCATSS program



Procedure for "Match and Load" without a Provisional Record


Check that the button "Match and load" option has been
selected by looking for a black dot in the radio button beside the option


Click on "OK" The record will then be moved into a temporary
file in Yorkline


Take a printout of the record displayed in the view window (Bibliographic
Services Procedure — Monograph Acquisitions as required)


Click on "Unicorn Infoview" from the task bar to get back
to Yorkline

SRC="/images/Biblio/smartportm&ldefaults.jpg" WIDTH="311" HEIGHT="238">

YORKLINE

DO NOT CLICK ON "GO" at this point


Review the record and delete all inappropriate fields (i.e. 852 )


Now click on "GO" to actually load the record into
Yorkline


The record is then assigned a Yorkline record number and AUTO call number


Add local copy information


Create order (Monograph Acquisitions Procedure)



Procedure for "Replace Current Record"


Check that the button "Replace Current Record" option has
been selected by looking for a black dot in the radio button beside the option.
Click on OK.

SRC="/images/Biblio/smartportoverlaydefaults.jpg" WIDTH="313" HEIGHT="237">

The "Question" box then appears. Check carefully that
the title in the "Question" box matches the title of the
record displayed in the view window. WARNING! SmartPort will not stop you from
overlaying an existing Yorkline record with the wrong record.

SRC="/images/Biblio/smartportoverlayques.jpg" WIDTH="500" HEIGHT="409">

Click on "Replace". The record will then be moved into
Yorkline and overlay the provisional record or existing bibliographic record.
(If there is no provisional or bibliographic record in the Yorkline view window
and you click on "Replace" the following message will appear: "No
record available to replace
"


Take a printout of the record displayed in the view window (Bibliographic
Services Procedure — Monograph Acquisitions as required)


Click on "Unicorn Infoview" from the task bar to get
back to Yorkline



YORKLINE

DO NOT CLICK ON "GO" at this point


Review the record and delete all inappropriate fields (e.g. 852)


Now click on "GO" to actually load the record into
Yorkline


The new AUTO call number assigned will be a ".2" (example
XX(1488716.2) as if it were item 2


Edit the new call number back to XX(1488716.1)



Authorities Procedures


Currently there are only two sources from which we can import
authority records via SmartPort: AMICUS-AUTH for Canadiana authorities
(for Canadian corporate names) and AG-AUTH for LC Name and Subject
Authorities. At the moment use ONLY AMICUS-AUTH.
For the time being we will continue to use a alternate source for LC Name and
Subject Authorities from which we can batchload those authority records.


Search for an authority record using the appropriate search type, AUTHOR for
a name authority, TITLE for a series authority and SUBJECT for a subject
authority record.



Procedure for "Match and Load" to Import a New Authority


Check that the button "Match and load" option has been
selected by looking for a black dot in the radio button beside the option


Click on "OK" The record will then be moved into a temporary
file in Yorkline


Take a printout of the record displayed in the view window (Bibliographic
Services Procedure — Monograph Acquisitions as required)



YORKLINE

DO NOT CLICK ON "GO" at this point


Review the record and delete any inappropriate fields


Now click on "GO" to actually load the record into
Yorkline


The record is then assigned a Yorkline record number



Procedure for "Replace Current Record"


Check that the button "Replace Current Record" option has
been selected by looking for a black dot in the radio button beside the option.
Click on OK.


The "Question" box then appears. Check carefully that
the title in the "Question" box matches the title of the
record displayed in the view window. WARNING! SmartPort will not stop you from
overlaying an existing Yorkline authority record with the wrong record.


Click on "Replace". The record will then be moved into
Yorkline and overlay the provisional record or existing bibliographic record.
(If there is no provisional or bibliographic record in the Yorkline view window
and you click on "Replace" the following message will appear: "No
record available to replace
"


Click on "Unicorn Infoview" from the task bar to get
back to Yorkline



YORKLINE

DO NOT CLICK ON "GO" at this point


Review the record and delete any inappropriate fields


Now click on "GO" to actually load the record into
Yorkline



Disconnecting from a Database and Closing SmartPort


When you are ready to disconnect from a database(s) and close SmartPort,
click on the Destinations icon
from the
SmartPort screen


In the Z39.50 servers window, click to remove the red check mark beside the
servers from which you wish to disconnect and then click on the disconnect icon

SRC="/images/Biblio/smartportdisconnect.jpg" WIDTH="500" HEIGHT="365">

Once you have disconnected from all of the servers the SmartPort session may
be closed by right clicking on the icon for the Z39.50 session from the taskbar
and then choosing close. IT IS IMPORTANT to disconnect from all
databases before closing SmartPort as this properly severs the connection with
the remote database and does not leave a session suspended.



Definitions



Z39.50

Z39.50 is an American national standard for information retrieval. It is
formally known as ANSI/NISO Z39.50-1995 – Information
Retrieval (Z39.50): Application Service Definition and Protocol Specification.

It specifies a set of rules and procedures for the behaviour of two systems
communicating for the purposes of database searching and information retrieval.
This standard enables communication between systems that run on different
hardware and use different software. It was developed to overcome the problems
associated with multiple database searching such as having to know the unique
menus, command language, and search procedures of each system accessed. This
simplifies the search process by making it possible for a searcher to use the
familiar user interface of the local system to search both the local library
catalogue as well as any remote database or library catalogue that also support
the standard.
1



Endnotes



1.Turner. Fay. An
Overview of the Z39.50 Information Retrieval Standard. Ottawa : National Library
of Canada, 1997.



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