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Procedures for Uploading Records

Public & Post-secondary Libraries 

Public & Post-secondary libraries can transfer files and upload their library’s bibliographic records and holdings to the Illume Union Databases, using Auto-Graphics ShareFILE system. It’s completely web-based, works with any browser and uses HTTPS for all transfers to a Canadian (Ontario) storage location.

Highlighted Changes:

  • Full Strip & Reloads -- Submission files for the main shared "BC Union Catalogue" union database should now just include your SHAREit lender code in the filename. For example: bval.zip
  • Additions/Deletions -- Submission files that are NOT full strip & reloads should also include in the Filename whether they are "deletions" or "additions" instead. For example: bva_additions.zip
  • UDB Processing -- Auto-Graphics will process weekly record submissions (those submitted by Sunday) at --PM on Monday. New records will be searchable in Illume (SHAREit) after nightly re-indexing.
  • Contact Emails -- When submitting files please copy both Illume Support <support@illumebc.ca> and Auto-Graphics <alan.mask@soutron.com> on your emails, otherwise your library will not be notified when your records are processed.

ShareFILE Procedures for Illume

Once you have downloaded the MARC records from your ILS, complete the following steps:

1. File Format and Compressed Files - Ensure that your files are in MARC-8 format. You can submit your files as either .MRC or compressed as .ZIP files.
 

2. File Name - It is important that you identify the file(s) from your library and if the file is only additions or deletions. Please use your library’s Illume Library Code as part of the filename. Examples below:

  • Full Strip & Reload from Langara College for the "BC Union Catalogue" example, whould be named: bval.zip
  • Full Strip & Reload from Squamish Public Library for the "InterLINK Catalogue" example, would be named: bsq_interlink.mrc
  • Additions from Vancouver Public Library for the "BC Union Catalogue" example, would be named: bva_additions.mrc
  • Deletions from Greater Victoria Public Library for the "BC Union Catalogue" example, whould be named: bvi_deletions.zip
     

3. Uploading Files - Using a Web Browser (e.g., Internet Explorer, Google Chrome, Firefox)

  • Go directly to the ShareFILE HTTPS web page:  https://agcloud.auto-graphics.com/index.php/s/69NkvIDEse6UyMo
  • Enter the Password (contact us for the current password or check listserv emails).
  • Have the export file of MARC records ready on your desktop or open to the file location.
  • Drag and drop the export file from your computer’s folder to the ShareFILE location below the Folders (the REJECTS folder isfor A-G error reports only and files should not be dropped inside them; and the "sitka" folder should not be used either except by BC Coop).
  • OR you can also use the plus (+) button and and click the Upload link to explore for the file on your computer and upload to the top level of the ShareFILE.

  • If you have more than one export file to send, repeat the process. When done, close or exit the file share web page.
     

4. Notification - Once you have uploaded your export file to Auto-Graphics ShareFILE site, send an e-mail to Illume Support <support@illumebc.ca> and Alan Mask <Alan.Mask@soutron.com> with the following information (please note if you want to be notified when your records are process you must cc' Illume Support):

  • Library name
  • Illume Library Code
  • Library contact
  • Submission date
  • Submission method (ie. ShareFILE)
  • Addition/Deletion of records, or Full Strip & Reload?
  • File name(s)
  • Total number of bibliographic records submitted with each file
  • MARC tag in the records that contains the call number


Have any questions/concerns? Please contact us for assistance.

Procedures Updated July 2026