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Importing and Maintaining MARC Records in Your LMS

After exporting MARC records from ePlatform, import the downloaded file into your Library Management System (LMS) to make ePlatform titles discoverable in your existing library catalogue.

MARC records are static. Your library must also import records for new titles and remove or update records when titles are no longer available.

Before importing

Confirm that you have:

  • exported the required records from ePlatform;
  • selected the MARC format accepted by your LMS;
  • access to the record-import function in your LMS; and
  • permission to import catalogue records.

ePlatform MARC records can be exported in .mrc or .dat format. Confirm the required format with your LMS provider.

Before importing the complete collection, use a test file containing five to ten records.

Import MARC records into your LMS

The exact navigation and import options differ between Library Management Systems. Follow the MARC import instructions supplied by your LMS provider.

The general process is:

  1. Sign in to your Library Management System using an authorised account.
  2. Open its management or record-import area.
  3. Select MARC as the record or data type.
  4. Select the .mrc or .dat file exported from ePlatform.
  5. Complete the import using the instructions displayed by your LMS.
  6. Review the import result provided by your LMS.

Do not use instructions intended for a different Library Management System. Import settings and record-handling options vary by provider.

Check the imported records

After importing the test file, search your LMS catalogue for each imported title.

Confirm that the following information appears correctly:

  • title;
  • author;
  • ISBN;
  • eBook or Audiobook format;
  • cover image; and
  • the ePlatform discovery or borrowing link.

Test the link for each imported record:

  1. Open the title in your LMS catalogue.
  2. Select its ePlatform discovery or borrowing link.
  3. Confirm that the correct title opens in ePlatform.
  4. Repeat the test with the remaining records.

Complete the full import only after the test records display and function correctly.

Add records for new titles

A previous MARC export does not update automatically when titles are added to your ePlatform collection.

To add newly available titles:

  1. Sign in to ePlatform using an administrator account.
  2. Go to Admin area → Integration → MARC Export.
  3. Use the Date Range filter to display records added during the required period.
  4. Select Apply.
  5. Review the displayed records.
  6. Export the records in the format accepted by your LMS.
  7. Import the downloaded file into your LMS.
  8. Search for several imported titles and test their ePlatform links.

The existing repository guidance recommends performing a new-title export once a month to help keep the LMS catalogue current.

Remove unavailable titles

Your LMS does not automatically know when an ePlatform title is withdrawn or its licence expires.

Records for unavailable titles must be removed or updated manually in your Library Management System.

If an unavailable record remains in the LMS, students may find the title in search results but be unable to open it in ePlatform.

Follow your LMS provider’s instructions when removing or updating an imported MARC record.

Ongoing catalogue maintenance

Collection change Required MARC action
New title added Export the new record from ePlatform and import it into your LMS.
Existing title information changes Export the current record and update it according to your LMS provider’s instructions.
Title withdrawn Remove or update the corresponding record in your LMS.
Licence expires Remove or update the corresponding record in your LMS.

If your LMS supports the ePlatform live API, the configured resource sync can automate the addition of new titles and removal of records for expired licences.

Need help?

For help with the import settings inside your Library Management System, contact your LMS provider.

If the exported file or ePlatform links do not work as expected, submit a support request or email support@eplatform.co.

Include:

  • your ePlatform library name;
  • the name of your Library Management System;
  • the exported file format;
  • the number of records imported;
  • an example affected title or ISBN; and
  • the error message displayed, if any.