Help Page for Manage My Collection
Overview
Manage My Collection is a powerful comparative tool that matches your school or library’s Machine Readable Cataloging data against Perma-Bound’s entire product inventory. You can use this to eliminate unwanted duplicate titles when placing orders and developing custom lists, or as a means of analyzing your collection.
How it works
To use Manage My Collection, export your collection’s MARC records from your software circulation system (see Exporting instructions below), then upload them via Perma-Bound.com’s web interface. Perma-Bound will analyze and match your records overnight. The results will then be applied to your user profile, and a set of three icons will appear to the right of the Title Results area of all lists and search results as follows:
| Icon | Match | Criteria |
 |
Exact | Identical ISBNs |
|
Exact | Title + Author/Illustrator + Copyright Date |
|
Exact | Reading Program Quiz Number |
 |
Possible | Title + Author/Illustrator |
|
Possible | Title + Publisher + Copyright Date |
|
Possible | Title + Author’s last name |
 |
No | None of the above |
Maintaining Accuracy
Manage My Collection uses your school or library’s records to generate title matches and is therefore dependent on the quality and accuracy of your data. This means you should update your Perma-Bound.com collection profile periodically and after receiving any substantial orders. The better your data is, the more accurate your results will be.
Exporting MARC Records
Before uploading your MARC records for analysis, you must first export them from your software circulation system in a readable file format. If you are not familiar with the export process, please refer to the following instructions as needed for your software system. Perma-Bound recommends exporting files using filenames you will remember later, to familiar locations such as your desktop or “My Documents” folder.
NOTE: Instructions may differ slightly between versions of circulation systems. If you are unable to export your records using these instructions, please refer to your circulation system’s Help section, your System Administrator, or call Perma-Bound toll free at +1 800 637-6581.
Atriuum
- Click Catalog\Export MARC Records from Atriuum’s top menu bar to open the Export MARC Records form.
- Enter the barcodes of the items you want to export.
- If you want to edit rules for this export, click Edit Export Rules for Material Types.
- Once you’ve entered all item barcodes and checked your export rules, click Export Queued Records. To clear the queue and start over, click Clear Queue.
- After you click Export Queued Records, a pop-up dialog box will ask you if you want to Save or Cancel. Click Save to save the exported items file.
- Clicking Save opens the Save As dialog box. Browse your computer to find where you want to save the exported file. Click Save.
- Now that you’ve saved the file to your local machine, you can upload it.
Alexandria Mac Format
- Go to the Cataloging application to export your MARC records
- Click on File
- Choose Utilities
- Choose export item
- Choose format (MARC)
- Run
Alexandria, Windows v5.3 or Higher
- Go to the Cataloging application to export your MARC records
- Go to the Main Menu
- Choose System
- Choose Utilities
- Choose MARC
- Select item #4 and select with copies
- Hit the printer button
It will build a report. This takes some time. The report of MARC records goes to the Reports subdirectory in the Oasis folder. Copy this report to your desktop if desired.
Alexandria V
- Go to the Cataloging application to export your MARC records
- Click on File
- Choose Utilities or Export
- Choose Export Item. Sort by copy call#, character set Marc 8, and operation MARC
- Select All - choose format (MARC) and save to desktop
- Run
Athena
- Go to the Cataloging application to export your MARC records
- Choose Export/Extract MARC records
- Select “No order”
- Do not limit the export
- Export to file - choose the location of the file where you want the export to be saved (such as your desktop)
- Click on “Export as a single MARC record”
- Click on “Export”
CASPR/Library World
- Go to the List Window
- Select the records you want to export using the check boxes in the List Window; to select all records in the current list, hold down the option (Mac) or Alt (Windows) key
- Click on the Export command under the file menu
- Select the MARC submenu command
- Name the file and select a location to store the file; click on the Save button
- Choose Translate or No Translate - Library World will allow you to translate fields on export as well as import
- If you selected Translate then you are given a chance to pick the Translation Table; select the appropriate Translation Table (if you selected NoTrans, skip to step 8)
- Select the All Copies Selection option and click on the OK button. The All option is selected by default. This option will export all the copies for each record you are exporting. If a record has five copies attached to it, all five copies will be exported.
Concourse
- Go to the Cataloging application to export your MARC records
- Go to the Main Menu.
- Click Catalog
- From the Catalog menu, select MARC records, then “Export Marc records” from the drop down menu
- From the popup window, the “Export to” Drive needs to be “C”; the description should be changed to the name of the school; the location and note field can remain blank
- Select all records and click OK.
- In the next popup window select the location and filename and click OK.
Destiny
- Go to the Cataloging application to export your MARC records
- Click the Catalog tab to export titles; in order to access this functionality, the “Export titles/copies” option must be enabled in the Manage Catalog section of the user’s access level
- Click on the Export Titles option.
- Click on Export; you may continue to use Destiny while the export is being processed (the creation of the file can be monitored through the Job Manager); while the export is in progress, the number of “records written” will be updated each time the Job Manager page is refreshed
- When the export has completed, click on View; the job summary will state how many records were written to the export file; the export contains all titles and copies belonging to a site; any titles without copies that are associated with the site will also be included in the export file.
- Click the Export File link to download the file.
- Click on Save.
- Enter the location where the file should be saved. Enter a file name, or accept the default name.
- Click Save.
Destiny 7.0
- Open Export Titles in the Catalog.
- If you are a district library materials manager, select the district or an individual site from the From list. Please note that, if you choose the district, you cannot use a barcode file or choose to delete the records after export.
- To export all the titles in your collection, select All.
- Choose whether to export All records.
- Include the copy information with the exported title information.
- DO NOT delete the titles and copies after export.
- Select the character set, UTF-8 to be used for the export file.
- Once you have made your selections, click Export.
- When it is finished, open the Job Manager in the Back Office to view the job summary. It provides a link allowing you to download the export file.
- Click on Save.
- Enter the location where the file should be saved. Enter a file name, or accept the default name.
- Click Save.
Dynix and Sirsi, General System Export
Please contact your System Administrator to export the MARC records from your circulation system. When you export your records, be sure to apply the following criteria:
- Export all records as a complete export with 852 Holding Tag; do not do a brief or backup export
- Include copy information 3. Name your export file and choose a location
If your export file is over 50MB or for district wide reports, please call Perma-Bound toll free at +1 800 637-6581.
Follett Circulation Plus
- Go to the Cataloging application to export your MARC records
- At the top of the screen, click the File drop-down menu
- In File drop-down menu, go to “Export MARC 21/852 Holdings Format”
- Choose the “No Range” export method from the submenu
- In the Export MARC 21/852 Holdings Format dialog box, check the “All Records” and “Include Copy Information” selections
- Click the “Export” button to begin the export.
A standard Save As dialog will appear, where you will specify where the file should be saved and the filename. After you enter the information, the export begins and a dialog box appears, showing the progress. You can interrupt the export by clicking Cancel.
Library Pro 2.2
- Before doing your export perform any necessary cleanup of your catalog records; perform a backup of your catalog records and perform a Re-index of the Catalog Module
- Make sure you are working in the Catalog Module of Library Pro
- Select SORT from the right-hand toolbar; in the “Pick an index to sort by…” window that appears, select None and click OK.
- Take note of the information in the Message window below the catalog window; the message should read, “Viewing records 1 through 8 of XXXX, sorted by None”
- Copy down the number (XXXX) displayed in your Message window for later use
- Hold down the Option or Alt key, and click on the first “Selected” box at the top of the catalog window. All of the remaining Selected boxes will now contain a red check mark, and the Message window will read, “Viewing records 1 through 8 of XXXX, sorted by None. There are XXXX records selected”
- Pull down the File menu and select Export / MARC.
- Upon release of the mouse button, a new dialog window will appear asking you to identify the storage location for your new export file. Click the Desktop button, and then click the New Folder button. Enter the following name: “(space)PBOUND EXPORT” for the new folder, which will be located on your Desktop when the process is finished; click Create
- With the PBOUND EXPORT folder created, the window is now waiting for you to enter the name of the actual Export file; enter the file name in the field labeled: “Export MARC Records to:” Name the file: LPROEXP, then click Save
- When the dialog window appears asking if you should “Translate tags when exporting?”, click the “No Trans” button in the lower right corner
- The Copies Selection dialog box will appear; leave the default setting as (All) and click OK
- The Export Process will now begin - the thermometer bar indicates your progress; do not pause or cancel the process once begun.
- The Export file has now been placed on your Desktop in the PBOUND EXPORT folder
A final message will appear indicating the total number of records exported during the process. This number should match the number shown in the Message window, described in step number 5, above. If the numbers do not match, repeat steps 2 through 12 again.
Mandarin
Please contact your System Administrator to export the MARC records from your circulation system. When you export your records be sure to apply the following criteria:
- Go to Mandarin - Catalog. Go to Edit, then Search, then Holdings
- Under Subject, Or Anywhere, and And Anywhere, type *
- Click Search
- Go to Edit, then Holding; select “All Records”
- Go to File, then Export, then Standard Export; click OK.
- Name the file and save to Desktop; click Save.
OPALS
- Select Items > Export from OPALS main menu.
- You have the choice to select records by a date range, Record ID range, or the entire database. If using the date range, you can click on calendar icons for the "From" and "To" dates.
- Click Export.
- Once the export is completed, you can download the file created by clicking it and saving it to your hard drive or desktop. Make sure to name the file something you will easily be able to find in the future.
- Now that you've saved the file to your local machine, you can upload it.
Sagebrush - Infocenter
- From the Cataloging tab, click Export.
- The Export MARC Records screen appears.
- In the Select and Sort by section of the screen, open the list and choose a range type.
- Then use the Range from and To boxes to specify the range. InfoCentre exports only those records that fall within the specified range.
- In the Limit To section of the screen, specify any limits. InfoCentre limits the export so that it includes only records with the values you specify.
- In the Limit To section of the screen, specify any limits. InfoCentre limits the export so that it includes only records with the values you specify.
- In the Export File box, enter the full path and name of the export file. (This is the file that will contain the exported records.) Alternatively, click Browse to navigate to the desired location, and then enter a file name.
- Click Export. InfoCentre starts the export and displays a message warning you that exporting can take a significant amount of time.
- Do not shut down InfoCentre on this computer until the export is complete.
Sirsi Unicorn Ecole
- Go to the Cataloging application to export your MARC records
- Click Reports, then Schedule New Reports
- Click OK
- Click on the Bibliographic tab; select the second “Extract Keys for Marc Export” - prepmarcexp
- Click on the Selection Criteria tab; click on the button to the right of the Library field and choose your library code
- Click on “Wizards” on the menu bar at top of window, then click on “All Wizards”
- Press M on the keyboard to choose “MARCEXPORT”, then click OK; when the next window comes up, click OK again
- Click “Yes Export Records”
- In the next window that appears, enter a number here that is larger than the number of records you are exporting; do not use a comma
- On the next screen, select “vol001”; click the box next to “Include 999 holdings tag” and the box next to “Marc” in Format of the exported file
- Click OK; if an error message appears, ignore it - it will not affect your export
- In the next window, choose where to save your file and click OK
- When the next screen appears, click Done
Surpass Central
- Go to the Cataloging application to export your MARC records
- Select which records to export by leaving the conditions blank; this will export all records
- Click the Save Records button
- Designate the file to be saved on the desktop of your computer with a name you will remember.
Winnebago/Spectrum
- Go to the Cataloging application to export your MARC records
- Within the Winnebago application, click on the “Winnebago” drop down menu at the top of the window
- Select “Materials” from the drop-down menu and then select “Export” in the submenu
- When the Materials Export dialog box comes up, select “All Materials (in MARC File Order)” from the Export pull down menu
- Select the Format: “USMARC/852 Holdings Data”
- In the Output file field, enter the name of the file to be created
- Click the “Export; button
Uploading Your Collection
Once you have exported your MARC records as a single file, you can upload that file to Manage My Collection.
NOTE: The file-size limit for uploading to Manage My Collection is 30 MB. For larger files, call +1 877 277-0196 to arrange an alternative.
The Manage My Collection area of Perma-Bound.com, is located under the “Manage My Collection” heading on your “My Account” page, click on the “Analysis Overview” link. The first page to appear lists the number of records read, number of exact matches, number of partial matches, and the date your collection was last updated (Create Date). Click on the “Update” button under the “Manage My Collection” heading on your “My Account” page to begin uploading your collection.
Collection Management Page
Enter or update the following information to manage your collection:
- School Name - Automatically entered from your user profile.
- Grades - Select from Preschool to grade 12 in these drop-down boxes.
- Number of Students - Enter for enrollment or approximate number of patrons.
- Process - Select your file upload process here. The
first time you enter collection management information this field will
read, “Create a new collection”. For subsequent uploads
you will have two choices:
- “Append to your current collection” (default setting), the best choice for most upload scenarios.
- “Overwrite your current collection”, choose only if you want to re-upload your entire collection.
NOTE: If you receive updated MARC record files with an order, whether on diskette, CD-ROM, via email, or download, you can quickly add them to your collection profile. Simply select the updated file to append to your collection and upload it to Perma-Bound.
- Select file to upload - Click on “Browse” and find your exported MARC record file. Once selected, the file path will appear in the entry box. When you are finished, click on “Update” to submit your file or “Cancel” to return to the My Account page.
Selection Options
Upon creating a collection for online management, you will find additional selection options in the “Select Items” drop-down box for Search Results and List pages.
- Deselect all exact matches - removes all selected exact match items.
- Deselect all exact matches on this page - removes all selected exact match items on current page.
- Deselect all partial matches - removes all selected partial match items.
- Deselect all partial matches on this page - removes all selected partial match items on current page.
- Deselect all matches - removes all selected matches (exact and partial).
- Deselect all matches on this page - removes all selected matches (exact and partial) on current page.
Removing Duplicate Titles
- Conduct a search or open a list.
- In the “Select Items” drop-down box, click on “Select All Items”.
- In the “Select Items” drop-down box, click on “Deselect all (or exact or partial) matches”.
- Add the remaining items to a new or existing list (for search results); click on “Update” (for a list).
Adding AR Quizzes Quickly
- Use the above method to remove duplicate titles and create or modify a list.
- Open the newly created or modified list and click on “Select all Quizzes” in the “Select Quizzes” drop-down box.
- Click on “Update Changes”.
FAQS - Manage My Collection
What are the basic steps of using Manage My Collection?
- Export your MARC records from your software circulation system as a single file.
- Upload this file from your computer using the “Update” feature under the “Manage My Collection” heading on your “My Account” page.
- Perma-Bound will apply the results to your user profile overnight.
What do those icons mean?
Exact match - identical ISBNs from your MARC
records and Perma-Bound’s database for that title OR exact title,
author, and date.
Partial match - Perma-Bound’s database
matched the title and either the author or illustrator to your records
for that product. Publisher, publish date, AR quiz, and Reading Counts
quiz information is also used. You should check your collection for more
thorough verification.
No match - your collection does not appear to include
that title.
How long before my collection file is applied to my user profile?
Your updated collection will be matched to your user profile the morning after you submit your file (our program runs the analysis overnight).
I am not sure how to export my records - how should I proceed?
Check the export instruction procedures for your software circulation system here. If you do not see your system or are still having problems, please refer to your software’s Help section, your System Administrator, or call Perma-Bound toll free at +1 800 637-6581
How many files can I upload per day?
You can upload as many as you like. Just be sure you are choosing “append to your current collection” when adding files to an existing collection.
How do I remove duplicate titles from a list or search results?
- Conduct a search or open a list.
- In the “Select Items” drop-down box, click on “Select All Items”.
- In the “Select Items” drop-down box, click on “Deselect all (or exact or partial) matches”.
- Add the remaining items to a new or existing list (for search results); click on “Update” (for a list).