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2 Accessing the OCLC Authority File

Chapter overview

This chapter describes OCLC® authorization modes, and how to access the OCLC Authority File from these OCLC interfaces:

  • OCLC ConnexionTM browser
  • OCLC ConnexionTM client
  • OCLC Cataloging Micro Enhancer® (CatME)
  • OCLC Passport software (Passport)

2.1 Authorization

To access the OCLC® Authority File you need an OCLC-assigned valid authorization number and password. You can request additional authorizations and passwords through an OCLC regional service provider.

Authorization modes

OCLC assigns a default mode to each authorization. Your authorization mode determines which functions are available to you.

Defaults. For the Interlibrary Loan and Union List systems, the default is SCH (Search) mode. This mode allows you to search the WorldCat® and the OCLC Authority File, and to export authority records. The Cataloging system modes allow you a broader range of activities, including editing records and workforms.

Authorization hierarchy (CatME and Passport only). Authorization modes are hierarchical. If you are authorized in a higher mode, you can change to a lower mode. You can also change from a lower mode to a higher mode, if authorized. However, once you are in Search mode, you cannot change modes.

The following table describes the range of activity for each Cataloging authorization mode for tasks pertinent to the OCLC Authority File. Authorizations are hierarchical, from broadest (NACO National) to most restricted (Search).

  Authorization Mode
Activity N
A
N 		N
A
R 		E
N
N 		E
N
H 		C
O
N 		C
O
R 		R
C
O
N		 F
U
L 		L
T
D 		A
G
T 		S
C
H

Search the WorldCat database

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Search the OCLC Authority File

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Create and use authority constant data records

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No No

Retrieve and edit authority workforms1

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No No

Edit existing authority records for local export

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No No

Lock and edit existing authority records1

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No No

Save authority records for local review

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No No

Submit authority records for national review

Yes

Yes

Yes No Yes No No No No No No

Respond to submitted authority records

Yes

No Yes No Yes No No No No No No

Add authority records to the OCLC Authority file

Yes

Yes

Yes No Yes No No No No No No

Replace authority records in the OCLC Authority File

Yes

Yes

Yes No Yes No No No No No No

Export unmodified authority records for local use

Yes

Yes

Yes Yes Yes Yes Yes Yes Yes Yes Yes

1 Cataloging users (Limited mode and higher) at NACO institutions can begin the editing process on authority workforms and records. Completing such records requires NACO authorization.

KEY
NAN
NAR
ENN
ENH
CON
COR
RCON
FUL
LTD
AGT
SCH
NACO National
NACO Regular
Enhance National
Enhance Regular
CONSER National
CONSER Regular
Retrospective Conversion
Full
Limited
Agent
Search

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2.2 Access from OCLC Connexion, CatME or Passport

Connexion browser

You access the OCLC Authority File via the Authorities tab. OCLC Connexion™ allows you to search the database in either Search or Browse mode. Searching is explained in chapters 3, 4 and 5.

To access the OCLC Authority File from Connexion browser:

  Action
1 Click the Authorities tab.
2

If you want to search the Authority File:

Click Search or press < Alt >< 1 >.

Result: The Search screen opens.

3

If you want to browse the Authority File:

Click Browse or press < Alt >< 2 >.

Result: The Browse screen opens.


Connexion client

To access the OCLC Authority File, you must first log on to the OCLC system. Once logged on, OCLC Connexion allows you to search the database in either Search or Browse mode. Searching is explained in chapters 3, 4 and 5.

To access the OCLC Authority File from Connexion client:

  Action
1

On the File menu, click Logon.

Or

On on the toolbar click CatME Logon button

Or

Press < Ctrl >< F1 >.

Or

Click any one of these buttons in the toolbar:

  • CatalogingSearchWorldCat Connexion Client CatalogingSearchWorldCat button (or press < F2 >)

  • CatalogingBrowseWorldCat Connexion Client CatalogingBrowseWorldCat button (or press < Ctrl >< F2 >)

  • CatalogingSearchOnlineSaveFile Connexion Client CatalogingSearchOnlineSafeFile button (or press < Ctrl >< F3 >)

  • AuthoritiesSearchAuthorityFile Connexion Client AuthoritiesSearchAuthorityFile button (or press < Shift >< F2 >)

  • AuthoritiesBrowseAuthorityFile Connexion Client AuthoritiesBrowseAuthorityFile button (or press < Alt >< F2 >)

Result: The Logon OCLC Connexion dialog box opens.

2

Enter your authorization and password, then click OK.

Result: The Message of the Day window appears.

3 In the Message of the Day window, click Close or press < Enter >.
4

If you want to search the Authority File:

  • On the Authorities menu, click Search, then click Authority File.

    Or

  • On the toolbar, click Connexion Client Search Authority File button

    Or

  • Press < Shift >< F2 >.

Result: The Search Authority File dialog box opens.

5

If you want to browse the Authority File:

  • On the Authorities menu, click Browse, then click Authority File.

    Or

  • On the toolbar, click Connexion Client Browse Authority File button

    Or

  • Press < Alt >< F2 >.

Result: The Browse Authority File dialog box opens.


CatME

To access the OCLC Authority File, you must first log on to the OCLC system. Once logged on, CatME™ allows you to search the database in Scan or Find mode.

To access the OCLC Authority File from CatME:

  Action
1

On the Search menu click Logon, or on the toolbar click CatME Logon button, or press < Shift >< F2 >.

Result: The Online Logon dialog box opens.

2

Check logon information. Change authorization, password, or mode if you want to use different settings for this interactive session.

Optional: You can require password entry for logon (Tools/Options/General tab).

3

Optional. By default, for interactive logon, CatME prompts you with the logon information from your default bibliographic local file. Click the button next to Default Authority Local File to switch to the logon information from you default authority local file (or vice versa to switch back).

Note: The setting you select remains in effect each time you open CatME, unless you change it.

4

In the Authorization Mode list, select an authorization mode.

Note: You cannot log on in a higher (that is, less restricted) mode than that assigned to your authorization. If you try to log on with a higher-level mode, you receive an error message.

5 Select the Default Authority Local File as the source of authorization information.
6

Click OK.

Results:

  1. CatME logs on to the OCLC Authority File. Logon messages appear in the Logging On dialog box.

  2. After successful logon, CatME displays the Message of the Day.

7 In the Message of the Day window, click Close or press < Enter >.
8 On the Search menu click OCLC Online, or on the toolbar click CatME Search OCLC Online button, or press < F2 >.

Result: The Search OCLC Online dialog box opens.

9

Optional. Specify a database other than WorldCat (OL:) (the default): Enter the database indicator at the beginning of the search in the Query box. Or

Click the arrow to open the Default Database list. Click the database you want to search.

Databases and their indicators are:

  • WorldCat: OL:

  • Authority File: AF: or [

  • Catalog Save File: CS: or /

  • PromptCat File: PC:

  • Bibliographic Record Notification FIle: BN:

  • Authority Responded Save File (NACO participants): RS:

  • OCLC System News

Passport

You access the OCLC Authority File by entering the Choose (cho) command with the af parameter at the Home position. Passport allows you to search the database using either the Scan (sca) or the Find (fin) command. The Scan command is explained in chapter 4, Phrase Searching; the Find command is explained in:

To access the OCLC Authority File from Passport:

Action Result
Enter cho af at the Home position and press < F11 >. The Database indicator in the upper right-hand corner of the screen changes to AF.

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2.3 Changing Authorization Mode (CatME and Passport)

In CatME and Passport you can change your authorization mode. If you are authorized in a higher mode, you can change to a lower mode. You can also change from a lower mode to a higher mode, if authorized. However, once you are in Search (SCH) mode, you cannot change modes.

CatME

To change authorization mode:

  Action
1

On the Search menu click Change Authorization Mode.

Result: The Change Authorization Mode dialog box opens.

2

Click the arrow next to the Authorization Mode box.

Note: The list includes all modes valid for the authorization you are using.

3 Click to select the mode you want to use.
4 Click OK.

Passport

To change authorization mode, use the Temporary Change (tem) command and an authorization abbreviation.

Action Result

At the Home position, enter tem [abbreviation] and press < F11 >.

Example:tem ltd <F11>

 The message line displays: Authorization mode changed.

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2.4 Online Help

Information about the OCLC Authority File is included in the OCLC Online System Help via Passport and also in Help for OCLC Connexion and CatME.

Connexion browser

To access Help in OCLC Connexion:

Action Result

Click Help in the header bar.

Or

Press < Alt >< H >.

 The OCLC Connexion - Help window opens.

Exiting Help.

Action Result

To close the Help window, click X in the upper right-hand corner of the window.

Note: You may also click anywhere outside the Help window to bring the Connexion browser window to the foreground and leave the Help window open in the background.

  • The OCLC Connexion - Help window closes.

  • The Connexion Client Help dialog box opens with the Index tab or the Contents tab on top..


Connexion client

To access Help in Connexion client:

Action Result

On the Help menu click Client Help.

Or

Click CatME Help Contents button on the toolbar.

Or

Press < F1 >

 The Connexion Client Help window opens with navigation tabs in the left pane and Help content in the right pane.

CatME

To access Help in CatME:

Help menu.

Action Result

On the Help menu click Index or Contents.

Or

Click CatME Help Contents button on the toolbar.

The CatME Help Topics dialog box opens with the Index tab or the Contents tab on top..

Context-specific help.

Action Result

Click a Help button in a dialog box, or press < Shift >

Or

  1. On the toolbar click CatME Context Help button or press < Shift >< F1 > (turns the cursor into a Help pointer).

  2. Use the Help pointer to click a menu command, toolbar button, or area of the main CatME interface.

 A Help topic explaining the object you clicked opens.

Passport

To access Help in Passport:

  Action
1

At the Home position of any screen enter hlp.

Note: You cannot enter search commands while in Help. You must exit. You must also send any untransmitted edit lines before exiting or you will lose the edits.

2 To select an item from the Help menu, enter a Help menu number at the Home position and press < F11 >.
3

To access context-sensitive help, either:

  • Enter hlp at the Home position and press < F11 >.

    Or
  • Place the cursor anywhere over the Help (hlp) prompt and press < F10 >.
4 To view a list of topics, enter hlp topics at the Home position and press < F11 >.
5

To access help on a specific topic from the list, enter hlp [topic] at the Home position and press < F11 >.

Examples: hlp auth brief
hlp bib tags
6

To access help on the Help System itself:

  • Enter hlp intro at the Home position and press < F11 >. Or
  • Enter 1 (the menu number for How to Use Help) at the Home position and press < F11 >.

Navigating within Passport Help. Use prompts or commands to navigate within Help.

  • To use prompts, place the cursor over a prompt and press < F10 >.
  • To use commands, enter the command at the Home position and press < F11 >.
Command Moves
for or < F9 >

forward one screen

bac or < Shift >< F9 > back one screen
gob or < Alt > to a menu or submenu
Position the cursor over the ret prompt and press < F10 >. exit Help

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2.5 Switching from the Authority File to Another Database

To exit the OCLC Authority File and enter another database, do one of the following.

Connexion browser

To access a database other than the Authority File:

Action Result

Click a tab at the top of the screen or press < Alt > [keystroke] for the desired database.

Note: For the keystrokes to access individual databases, see OCLC Connexion Help.

The Search screen for the selected database is displayed.


Connexion client

To access WorldCat for searching:

Action Result

On the toolbar, click Connexion Client Search WorldCat button

Or

On the Cataloging menu, click Search, then click WorldCat.

Or

Press < F2 >.

The Search WorldCat dialog box opens.


To access WorldCat for browsing:

Action Result

On the toolbar, click Connexion Client Browse WorldCat button

Or

On the Cataloging menu, click Browse, then click WorldCat.

Or

Press < Ctrl >< F2 >.

The Browse WorldCat dialog box opens.


CatME

To access a database other than the Authority File:

  Action
1

In the Search OCLC Online dialog box, click the arrow next to the Default Database box.

2 Click the name of the database you want to search.

Passport

To access a database other than the OCLC Authority File, enter the Choose (cho) command at the Home position.

Action

Enter cho followed by the abbreviation of a database:

  • Enter cho ol to access WorldCat.

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2.6 Inactivity Logoff

If you do not send a command or other message to the system for a specified period of time, the system disconnects you automatically.

OCLC Connexion

The OCLC Connexion default is 40 minutes.

In Connexion client you can set the interval before automatic logoff at 10 to 40 minutes, in 1-minute increments. See OCLC Connexion Help for more information.

CatME

The CatME default is 30 minutes.

You can select the interval before automatic logoff at 1 to 30 minutes, in 1-minute increments. See CatME help for more information.

Passport

The Passport default is 30 minutes.

To log on again, follow your normal logon procedure.

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