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WorldCat support Documentation OCLC Authorities User Guide Comments? Abstract & revision notesAbout this Guide 1 Introduction 2 Accessing the OCLC Authority File 3 Authority Record Displays 4 Phrase Searching 5 Numeric Searching 6 Keyword and Command Line Searching in OCLC Connexion 7 Derived Search Key Searching 8 Viewing Search Results 9 Editing Authority Records 10 Using Save Files 11 Creating and Using Constant Data

12 Exporting Authority Records

12.1 Introduction 12.2 Exporting from Connexion Browser 12.3 Exporting from CatME 12.4 Exporting from Passport 12.5 Exporting from Connexion Client 13 Creating and Updating OCLC Authority File Records (NACO Only) A Passport Commands B Types of Records and Displays C OCLC Authority Record Format D Indexed Fields and Subfields E Change Requests Authorities Glossary

12 Exporting Authority Records

Chapter overview

This chapter describes downloading authority records from the OCLC® Authority File to your local system or file. You can download authority file records using the interfaces as indicated below:

Interface	Yes	No
OCLC ConnexionTM browser
OCLC ConnexionTM client
OCLC Cataloging Micro Enhancer® (CatME)
OCLC Passport software (Passport)

12.1 Introduction

Exporting a record is the process of transferring or downloading an authority record from OCLC's system to a local system or file. All three OCLC® interfaces allow you to export records.

Export format

You export authority records in MARC format only.

Exporting privileges

All authorization levels can export unmodified authority records for local use. All authorization levels except Agent (AGT) and Search (SCH) can edit and export authority records for local use.

Master records

When you export an authority record, the system exports the record as it appears on your screen.

• If you have just accessed a record, the system exports a copy of the full record.
• If you have edited a record, the system exports a copy of the edited record, including all local fields (9xx).

The system does not export the master record itself.

Lists

You cannot export a Root Index, an Expanded Index, or a quickview, truncated, or brief list.

Workforms

You cannot export blank or modified workforms.

Destinations

Each OCLC interface has a separate set of possible export destinations.

Connexion™ browser
	file on your workstation
	TCP/IP
Connexion™ client
	file on your workstation
	LPT port
	asynchronous or TCP/IP
	OCLC gateway
CatME™
	local file(s)
	LPT port
	serial, network, or TCP/IP
Passport
	local file (default)
	LPT port
	TCP/IP

More information

Consult Help for your interface for destination setup instructions and specifications.

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12.2 Exporting from Connexion Browser

In Connexion browser you can export:

• An individual record while viewing it
• An individual record while editing it
• One or more flagged records from the Connexion Authority File or the authority save file

Select destination

You export to a local library workstation by downloading via your browser (default method), or directly to your system via an established TCP/IP connection.

Export single record

You can export a single authority record in Connexion browser from either a display view or an edit view. On the Action lists click Export Record.

Export multiple records

To export multiple records, you must flag the records to be exported, then use the Export Flagged Records option from the Action/Sort list.

More information

For more information about exporting authority records from Connexion browser, see Connexion browser Help.

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12.3 Exporting from CatME

CatME provides a number of options for exporting authority records. You can export:

• A record immediately or in batch mode
• An individual record while viewing it
• One or more records from a local list

Immediate vs batch

To select the current mode for authority record export:

	Action
1	On the Tools menu click Options.
2	Click the Batch Processing tab.
3	Under Local Batch Options/Perform in Batch Mode check boxes. To export records in batch mode, select the Export check box. To export records immediately, clear the Export check box. Result: If you select Immediate export: CatME exports record(s) using the destination you specified and changes Export status to c (completed) or * (failed). Batch export: CatME marks record(s) for batch exporting by changing Export status to r (ready).
4	Click OK to close the Options dialog box.

Select destination

To select a destination for the exported file(s):

	Action
1	On the Tools menu click Options.
2	Click the Export tab.
3	In the Select an Export Destination list, click the destination you want.
4	Click OK to close the Options dialog box. Result: CatME exports records to the selected destination until you change this option.

Export record(s)

Export displayed record immediately.

	Action
1	Display an authority record from a local file or an online file.
2	On the Action menu click Export. Or Click on the toolbar. Or Press < F5 >. Result: CatME exports the record immediately. The record's Export status changes to c (completed) or * (failed).

Export records from list immediately.  You can export from a local list only. If you want to export records from an online list, you must display each record and export it individually.

	Action
1	Retrieve a local file list that contains the record(s) to export.
2	Highlight the entries you want to export. Adjacent entries: Click to highlight the first entry. Press and hold < Shift > and click the last entry. Or Press < > or < > to highlight the first entry. Press < Shift >< > or < Shift >< > to highlight other entries. Non-adjacent entries: Click to highlight the first entry. Press < Ctrl > and click to highlight each additional entry.
3	On the Action menu click Export. Or Click on the toolbar. Or Press < F5 >. Result: CatME exports the records in the order as they appear in the list. The records' Export status changes to c (completed) or * (failed).

More information

For more information about exporting authority records from CatME, see CatME Help.

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12.4 Exporting from Passport

In Passport you export an individual authority record while viewing it. You cannot export multiple records with a single command.

• You can export a record displayed as a result of a search or a record retrieved from the save file.

• You can edit a record before you export it.
• If the record has multiple screens, you can begin the export process from any screen. Passport exports the full MARC record.

Select destination

To select a destination for exported record(s).

	Action
1	In the menu bar click Session, then click Settings from the resulting drop-down menu. Result: The Settings for: <Session name> window appears.
2	In the Settings for: window, click the Export/Transfer tab.
3	In the Select an Export Destination list, click the desired destination. Result: The destination becomes highlighted.
4	Click OK. Result: The Settings for: <Session name> window closes

Export record

To export an authority record:

	Action
1	Retrieve the record you want to export.
2	At the Home position, enter xpo and press < F11 >. Result: The message line displays: Record exported in USMARC.

Note: If you are establishing a file as an export destination, you are asked to supply a name for the file. Once this file exists, additional exported records are added to the file. Previously exported authority records are not overwritten.

Validating data.  When you export a record, the system automatically validates the data. If the system detects an error, it displays an error message. You must correct the error to replace the record. If there are multiple error messages:

To view...	You enter...
The next message	for < F11 > (or press < F9 >)
The previous message	bac < F11 > (or press < Shift >< F9 >)

Modified records.  If you edited an authority record before you exported it, you must clear the record from the main display before you can perform another search.

• To clear the record, enter Unedit (ue) at the Home position immediately after you have executed the Export (xpo) command. When the message line displays Record unedited, you can perform your next search.

• If you enter a search without clearing the record, the system displays the modified record prompts:

  

  Position the cursor over the Remove prompt and press < F10 > to clear the modified record.

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12.5 Exporting from Connexion Client

In Connexion client you export an individual record while viewing it.

Select destination

To select a destination for the exported file(s):

	Action
1	On the Tools menu: Click Options. Or Press < Alt >< T >< O >.
2	Click the Export tab.
3	In the Select an Export Destination list, click the destination you want.
4	Click OK to close the Options dialog box. Result: Connexion client exports records to the selected destination until you change this option.

Export record

To export a record:

	Action
1	Display an authority record.
2	On the Action menu click Export. Or Click on the toolbar. Or Press < F5 >. Result: Connexion client exports the record. The record's Export status (Export- on the status bar) changes to C (completed) or F (failed).

More information

For more information about exporting authority records from Connexion client, see Connexion client Help.

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