Help - About the Record Import Service

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About the Record Import Service

The Record Import Service (RIS) allows you to upload batches of records created in your local library system to the Australian National Bibliographic Database via the Internet.

The Record Import Service is free to registered Libraries Australia users.

Files can be uploaded in MARC8 or UTF8 encoding. An encoding flag is permanently set for each library. If the encoding in your library changes, you must advise the Libraries Australia Help Desk before sending a file in the new encoding.

How do I upload records?

You can upload records to the ANBD either by using the internet file transfer protocol (FTP) at  ftp://ftp.librariesaustralia.nla.gov.au/import or by uploading from the RIS website via HTTP. Following delivery to the Record Import Service, the data is loaded to the ANBD at regular intervals.

To upload records from the RIS website, click on the Upload File button on the RIS home page.

What reports are made available?

A processing report is sent to your nominated email account after each file load. The report will describe the file that was processed and when loading was completed.

Rejected records and error reports will be placed on the Libraries Australia FTP server for retrieval, correction and resubmission. They can also be downloaded from this website – click on the Load Reports button. Reject files are available in three formats:

Contributors receive notification of these reject files via an email message. Rejected record files will be automatically deleted from the Libraries Australia FTP server after 90 days.

Information on the Record Import Service home page

The Recent Batches table provides information on files that you have recently uploaded to the Australian National Bibliographic Database either via the Libraries Australia Administration website http://librariesaustralia.nla.gov.au/apps/laadmin  using HTTP or via the Libraries Australia server ftp.librariesaustralia.nla.gov.au/import using FTP.

From the Home page click in the Received column to check details of a particular batch.

Click in the Last Run column to check run details. You can view error files in your browser in brief or full display with error and warning messages or as a file of MARC records.

The Reception Profiles table provides information on the reception profiles which have been created for your library, together with their associated run profiles.

Where can I find out more about RIS?

Visit Batch Uploading Services on the Libraries Australia website http://www.nla.gov.au/librariesaustralia/batchload.html or contact the Libraries Australia Help Desk on 1800 026 155 (librariesaustralia@nla.gov.au).

Record Import Service Load Reports

On the Load Reports page you can view detailed statistics on the results of loading your organisation’s files to the Australian National Bibliographic Database, regardless of whether the files were sent via FTP or via HTTP.

You can view the results of loading over a specified date range by entering dates in the From and To boxes, or to view statistics for a particular file enter its name in the File name box. Then click on List.

Records rejected during loading can be viewed or downloaded to your PC for correction and resubmission. Rejected record files are available in three formats:

Rejected record files will be automatically deleted from the Libraries Australia FTP server after 90 days.

Uploading Files

Select an appropriate reception profile for your file from the Reception Profile list.  Reception profiles will vary depending on what has been set up for your library. Only HTTP reception profiles are available from the Libraries Australia Administration website. Select the reception profile which is suitable for the format of the file you are uploading. Files may be submitted in full MARC, abbreviated MARC, non MARC or Inmagic format.

Note that the maximum size of files which can be uploaded via this web page is 10 MB

Select the file to be uploaded to the Record Import Service server by browsing in your PC. 

You may add a comment in the comment box if you wish.

Click on the Upload button to send your file to the Australian National Bibliographic Database.

The system will respond with:

Upload file - please wait

Your file ‘…' was successfully received.

Upload file - file now received

You must click here now to finalise the upload processing

Click to complete the upload process.