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Find Digital Archive Records

Search for digital archive records

Choose database

Search the Digital Archive to: Search the Digital Archive save file to:
  • Discover resources of interest.
  • Determine whether a record exists for a resource.
  • Retrieve partially edited records from previous sessions that have been temporarily stored in the Digital Archive save file.

Search the Digital Archive

The search indexes listed in the drop-down lists search preservation metadata fields in digital archive records.

  Action
1

Click the Digital Archive tab.

The Search Digital Archive screen appears.

2 (Optional)
Include records marked for delete. Check this box to include records marked for delete in your search results. Uncheck the box to exclude them from your search results.
Retain search. Check this box to preserve terms you typed in the text boxes and retain specified qualifier values. If Retain Search is not selected (the default setting), the system clears the text boxes and resets qualifiers to default values. Index lists always retain the last index you selected.
3 Construct a search to specify the records you want to retrieve.
  • Type search term(s) in 1 or more boxes in the form. For each term, select the index to search from the list to the right of the box in which you enter the term. Open the list and then click the index you want to use.
  • To search for 2 or more terms in the same index, type the terms in 1 text box and select an index. Spaces between words are treated as and operators; you can also combine terms with or and/or exclude terms with not.
  • To search for 2 or more terms in different indexes, type each term in a separate text box and select the index to search for each term. Select the Boolean operator with which to combine the term(s). Use the list of operators at the left end of the box in which you enter the second term. Open the list and then click the operator you want to use.
  • Use truncation to expand a term to include variant endings. Or use truncation when you know only the first part of a term. Type the first characters of the term (include at least 3 characters); then type an asterisk (*). Examples:librar*, comput*, catalog*
  • Use character masking (wildcards) to expand a term to include variant spellings or when you are unsure of the correct spelling for part of a term. Type a question mark (?) or a number sign (#) in place of the character(s) you want to mask. Use the question mark to retrieve variants of 0 or more characters. Examples:col?r retrieves color or colour; int?net retrieves internet or intranet. Use the number sign to retrieve variants of exactly 1 character. Example:wom#n retrieves both woman and women.
4 When finished constructing the search, click Search.

Boolean operators

Operator Retrieves Example

AND

(default)

 Records that contain both of the combined terms in the field(s) specified for each term java* [all fields] and python [all fields] retrieves records with both java* in any field and python in any field
OR Records that contain at least 1 of the combined terms in the field(s) specified for that term; records can contain either term or both terms java* [all fields] or python [all fields] retrieves records with java* in any field, records with python in any field, and records with both java* and python in any field
NOT Records that do not contain the term that follows NOT. java* [all fields] and python [all fields] not coffee [all fields] not reptile [all fields] retrieves records with both java* in any field and python in any field that contain neither coffee in any field nor reptile in any field

Truncated searches: troubleshooting

  • The system limits results returned for truncated search terms (for example, ice*) to maintain system performance.
  • If a truncated term matches too many records, the system stops searching. The search returns no results.
  • To avoid problems, include as much of a truncated term as you can before the asterisk.

Search history: view and use previous searches

  • Use the Search History window to
    • View your previous 10 Digital Archive searches.
    • Repeat a previous search.
    • Revise a previous search.
  • Previous searches are associated with your authorization number and are retained between Connexion sessions. The search history is not cleared when you log off.
Search History function How to use

Open Search History window

At the Search Digital Archive screen,

  • Click Search History or press <Alt><=>.

List of previous searches

For each listed search, the window shows

  • Search type: Digital Archive.
  • Timestamp: date and time the search was performed.
  • Search criteria: terms, indexes, and operators.

Repeat a previous search
  • Click Repeat.

Connexion immediately performs the selected search.

Revise a previous search
  • Click Revise.

Results

  • Connexion displays the Search Digital Archive screen. The selected search is ready for revision.

Clear search history
  • Click Clear History (at the top of the Search History window).

Close the Search History window
  • Click Close (at the top of the Search History window).

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Show digital archive save file records by status

Show save file records by status

  • Use to see if your harvest is finished.
  • Retrieve records with a specific status.
  Action
1

On the Digital Archive tab, click Show.

The system displays the Status List screen for your institution.

2

Under Show DA Save File, select the check box(es) for the status categories of the records you want to retrieve.

Multiple status criteria combined with OR

You can select multiple values for each type of status.

The system treats multiple status categories as search terms combined with Boolean OR operators. That is, retrieved records must have at least one of the specified statuses, but need not match more than one of the criteria.

3

Click Show Records.

The system displays a list of records in your institution's save file with any of the specified status.


Statuses for digital archive records: overview

Status values stored in save file records only.

  • Values for all types of record status are stored with the working copy of a record in the Digital Archive save file. They are not retained in the master record.
  • Record statuses exist only to assist you in managing and processing records before you ingest them into the Digital Archive.

User statuses

User statuses are assigned by users based on local practice.

Note: System statuses overwrite user-assigned statuses so you always know harvest or ingest status of your records.

Status
Complete
Harvest-Reviewed
In-process
In-review
New
Ready-for-OCLC/SF#
Ready-to-Harvest
Ready-to-Ingest
Review-Harvest

System statuses

System statuses are assigned by the system to indicate the current condition of the record.

Note: System statuses overwrite user-assigned statuses so you always know the harvest or ingest status of your records.

Status
Disseminate-Complete
Disseminate-In-Process
Disseminate-Failed
Harvest-Cancelled
Harvest-Complete
Harvest-In-Process
Harvest-Incomplete
Harvest-Failed
Ingest-Failed
OCLC-record-number-added

Show active records

  Action
1

On the Digital Archive tab, under Show, click Active Records.

2

The system displays an Active Records screen that lists links to all records, from any system database, currently in edit mode.

  • Records in Cataloging
  • Records in Cataloging Save File
  • Records in Cataloging Constant Data
  • Records in Authorities
  • Records in Authorities Save File
  • Records in Authorities Constant Data
  • Digital Archive
  • Digital Archive Save File
  • Records in Pathfinders
  • Records in Pathfinders Save File
  • Records in Pathfinders Constant Data
  • Records in WebDewey User Notes
  • Records in Abridged WebDewey User Notes
  • Items in OCLC News

New records in any area are listed in order of creation as New 1, New 2, etc.

If you have no active records, none are listed. Records in display mode are not listed.

3

To access a record, click the record link.

Hyperlinks include identifying text from the record (such as a title, main entry, or constant data name), as well as the record number.


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View and use digital archive results

Number of records found and results display

Number of Records Found Results Display
No digital archive records found

The system displays the following message at the top of the Search screen:

No Records Found for your Search Please change or simplify your search and try again.

The search entry form retains the search term(s) you used.

1 digital archive record found The system displays the record without a results screen.
Up to 10 digital archive records

The system displays the message:

[number] records found searching for [search query] in Digital Archive [or Savefile]

The results screen lists brief entries for all retrieved records.

For Digital Archive Save File results, the Actions list lets you flag/unflag all records or sort results by date.

11-500 digital archive records

The system displays the message:

[number] records found searching for [search query] in Digital Archive. [or Savefile]

The results screen lists brief entries for the first 10 retrieved records.

The Jump To line provides links to groups of 10 records. Click a number to view the group that begins with that record number. For large result sets, not all links appear on the first results screen.

For Digital Archive Save File results, the Actions list lets you flag/unflag all records or re-sort results by author, title, or date.

501+ digital archive records

If your search retrieves more than 501 records, results are displayed as for 11-500 records, except

Sort options are not available on the Actions list for For Digital Archive Save File results.


Search query display

At the top of the first screen of search results, the system displays a message that includes the number of records retrieved and the query that produced the results. The message provides feedback that lets you see how the system interpreted your search criteria.The display shows:

Example: ((sy:(OCL))(al:swift al:jonathan) NOT al:travels

  • Your institution symbol as the first term in any query. Constant data database searches retrieve records for your library only. Example:((sy:(OCL))
  • Each term preceded by a 2-letter label identifying the index in which it was searched. Example: al:dublin
  • Term groups (terms entered in the same box on the search form and searched in the same index). Example:(al:swift al:jonathan)
  • Boolean operators specified to combine terms entered in different boxes on the search form. Example:NOT al:travels

Use this displayed query to

  • Diagnose causes for unsatisfactory search results.
  • Refine your search to improve results.

Move through list (View List and View Record jump bar)

  • The View List jump bar appears at the top and bottom of each screen of the results list.
  • The View Record jump bar appears at the top and bottom of each screen of the results list.
Action How to

Move forward 10 entries

Click the right arrow button (right of View List box).

Move back 10 entries

Click the left arrow button (left of View List box).

View 10 entries beginning with specific entry

Type an entry number in the View List box and press <Enter>.

View a specific record

Click the hyperlinked entry number for the record you want to view.

Or

Type an entry number in the View Record box and press <Enter>.


Move between records (View Record jump bar)

  • The View Record jump bar appears at the top and bottom of each record screen.
  • The record position indicator (Record _ of _) appears at the top and bottom of each record screen. As you move through the records, the indicator changes to reflect your current position in the results list.
Action How to

View next record in list

Click the right arrow button (right of View Record box).

View previous record in list

Click the left arrow button (left of View Record box).

View a specific record

Type an entry number in the View Record box and press <Enter>.

Return to search results

Click the Search Results button at the top or bottom of the record screen.

Or

On the Digital Archive tab, under Search Options, Digital Archive, Save File, or Constant Data, click Search Results.


View full bibliographic record

Action

View record in display mode. Click the hyperlinked entry number in front of the entry for the record you want to view.

View record in local edit mode. In display mode, on the Actions list, click Edit Record.


Print screens of digital archive results

  Action
1 If the results includes multiple screens, jump to the screen you want to print.
2 Click once in the frame that contains the results.
3 In your browser, on the File menu, click Print or on the toolbar click the Print button.
4 In the Print dialog box, click OK or press <Enter>.

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