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10 Using Save Files

Chapter overview

This chapter describes how to use authority record save files within the OCLC® cataloging service. Save files are available in the OCLC interfaces as shown below:

Interface Yes No
OCLC ConnexionTM browser

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OCLC ConnexionTM client  

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OCLC Cataloging Micro Enhancer® (CatME)

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OCLC Passport software (Passport)

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10.1 Introduction

A save file is a working storage area that you use to:

  • Receive records downloaded from OCLC®
  • Hold incomplete edited records pending additional changes
  • Hold edited or newly created records pending review

A save file provides permanent storage in that its contents remain after you log off.

File actions

Working with a save file involves a number of actions, including:

  • Adding records
  • Viewing the contents of the save file
  • Searching the file
  • Accessing a saved record for editing
  • Flagging records (Connexion™ browser only)
  • Deleting records
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10.2 Adding Records to a Save File

Connexion browser

In Connexion browser, you add a record to the authority save file while displaying the record (display or edit view). You cannot add a record to the authority save file from either the Browse Results or Search Results list.

Automatic expiration.  The system automatically deletes records not modified or resaved after 90 days. The expiration interval, updated daily, is shown in red in the last line of the brief entry in a save file list.

To reset the expiration you may:

CatME

In CatME™ you can add a record to the authority local file while viewing a brief list, a truncated list or the record itself.

  Action
1

If you are viewing:

  • A brief or a truncated list: Go to step 2.
  • An authority record: Go to step 3.
2

Highlight the entries you want to add to the authority local file.

  • Adjacent entries:
    • Click to highlight the first entry.
    • Press and hold < Shift > and click the last entry.

      Or
    • Press < down arrow> or < up arrow > to highlight the first entry.
    • Press < Shift >< down arrow> or < Shift >< up arrow > 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 Save in Local File.

Or

On the toolbar click CatME Save in Local File icon.

Or

Press < F4 >.


If your search results in a quickview list [see section 8.7, "Brief, Truncated, and Quickview Lists (CatME and Passport)"], you must expand one of the intervals before you can add a record to the authority local file.

Automatic expiration.  Records remain in the authority local file until you explicitly delete them.

Default file.  The default authority local file is called locauth.aut. You may create one or more additional local files to provide separate files for different cataloging activities, for special collections, or for individual staff members.

For instructions for creating a local file, see CatME Help.

Passport

In Passport, you add a record to the Save file while viewing the record itself.

  Action
1

At the Home position, enter s and press < F11 >.

Result: The screen clears and the message line displays: Authority record saved under nnnn.

Note: nnnn is the Save file number. The system assigns numbers sequentially from 1 to 9,999 and begins renumbering at 1 when it reaches the limit.

2 Write down the Save file number to use when retrieving the record.

Passport automatic expiration.  Records not modified or resaved are automatically deleted from the Save file after 90 days.

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10.3 Viewing Save File Contents

Connexion browser

In Connexion browser you view the contents of the authority save file by performing a file search using no criteria. See Connexion browser Help for details.

CatME

In CatME you view the contents of the authority local file by searching with the List All option. You can search whether you are online or offline:

  Action
1

On the Search menu click Authority Local File.

Or

On the toolbar click CatME Search OCLC Online icon.

Or

Press < Shift >< F3 >.

Result: The Search Authority Local File dialog box opens.

2 Check the setting for Retrieval Order. Change if desired.
3 Click List All.

Result: CatME lists all records in the current local file using the specified Retrieval Order. To re-sort a list by a different order, click any column heading.


Passport

In Passport you view the contents of the Save file by typing the Save Information (si) command at the Home position: si < F11 >.

The system displays the Save File Information list with the most recently saved record listed last:

Passport Save File Information list

If your institution has more than 1,500 records in the save file, the list contains only the first 1,500.

Navigating within the list.  The following table shows how to move within a Save File Information list. Enter all commands at the Home position.

Action You enter...
View next screen/data pdn < F11 > (or press < F4 >).
or
for < F11 > (or press < F9 >).
View previous screen/data pup < F11 > (or press < F5 >).
or
bac < F11 > (or press < Shift >< F9 >).
View [n] screens ahead for [n] < F11 >.
View [n] screens back bac [n] < F11 >.
Move to beginning of list hom < F11 >.
Move to end of list end < F11 >.
View an authority record [save file number] < F11 >.

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10.4 Searching a Save File

Connexion browser

In OCLC Connexion you search the authority save file using one or two access points/index labels:

Access point Index label
Save file number Save File Number
Library of Congress Authority Record Control Number LCCN
Library of Congress Subject Headings LCSH
OCLC Authority Record Number OCLC ARN

Personal names

 Personal Names

Corporations

Corporate Names

Conferences

Conference Names

Titles

Title

Subjects (topical)

Topicals

Places

Geographics

Children's subjects

Children's Subjects

Reference headings

Reference Headings

Subdivision headings Subdivision Headings
Date last replaced Replace Date

You may further limit a search by specifying a record status value:

  • In-process
  • In-review
  • New
  • Complete
  • Responded (NACO only)

CatME

In CatME, you search the authority local file using one of these index labels:

Access point Index label You enter Searches this column
Local number lo Complete number Local #
Heading he Up to 25 characters Heading
OCLC ARN an Complete number Control #
All al Complete number or up to 25 characters Local #, Heading, and Control #

To search in CatMe:

  Action
1

On the Search menu click Authority Local File

Or

On the toolbar click CatME Search OCLC Online icon.

Or

Press < F3 >.

Result: The Search Authority Local File dialog box opens.

2

In the Query box, enter a 2-letter index label, a space, and a search term. When you enter search terms, you must enclose the following "reserved" terms in quotation marks (the system uses some of these terms as index labels or Boolean operators to enable macro searches).

Authority local file reserved search terms: ad, al, an, and, ed, ex, he, lk, lo, or, rp, sb, so, vl

Example: To search for the heading Al Murrah, enter he "al" murrah.

3

Search by:

  • Control number or record number: OCLC control number (ARN) or local record number. Enter the correct index label (an or lo) and the complete number as it appears in the record.

  • Heading: Enter the index label he and up to 25 characters beginning with the first characters in the indexed field.

  • All: Enter the index label al and a search term to search any index.

4 Check the setting for Retrieval Order. Change if desired.
5 Under Limit Query, click to select or clear check boxes to add or remove status or source criteria.
6 Click Find.

Limiting a search/alternate search.  You limit a search by using one or more of these criteria:

  • Record processing status
  • Record edit status
  • Authority record lock status
  • Online source of the authority record

You can also use the criteria in the Limit Query area as independent search criteria by leaving the Query box blank.

For more information about using these criteria, click Help in the Search Authority Local File: <filename> dialog box.

Passport

In Passport you cannot search the Save file. You may retrieve an authority record without displaying the Save File Information list if you know the record's Save file number.

To retrieve a saved authority record:

Action Result

At the Home position, enter [/ [save file number] and press < F11 >.

 The system displays the corresponding authority record.

Record in use.  All authorized users at your institution can retrieve records from the Save file. However, only one user at a time can view the record. If you attempt to view a record already in use, the message line displays: Record in use by another user.

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10.5 Accessing Save File Records for Editing

Common editing functions such as insert text and delete text are described in chapter 9, Editing Authority Records.

Connexion browser

In Connexion browser, you access the edit view of a saved authority record from the authority save file Search Results list several ways. You can:

  • Click the entry number to display a local edit view.

  • Click Display to bring up the authority record display view. You can then click Edit Record in the Edit list.

  • Enter the entry number in the View Record box to bring up the authority record display view. You can then click Edit Record in the Edit list.

CatME

In CatME, you can edit any saved record once you have displayed it by double-clicking its entry in the Authority Local File <filename> window.

Passport

In Passport, you can edit any saved record once you have displayed the record.

  • From the Save File Information list, at the Home position enter:

    [save file number] < F11 >

  • From a Passport display screen, at the Home position enter:

    [/[save file number] < F11 >

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10.6 Flagging Save File Records (Connexion Browser only)

You may create a group of saved authority records by placing them into a shorter temporary list (deleted when you exit Connexion browser) using the Flag function. You can export all or part of this sublist to your local system.

Flagging

You flag an authority save file record two ways:

  • If you are viewing a Search Results list of brief entries, click the check box at the left edge of the entry.

  • If you are viewing a full record in either display or edit mode, click Flag Record in the Action list.

The record is added to the temporary list of flagged save file records.

Unflagging

To remove a saved authority record from the temporary list:

  • If you are viewing a Search Results list of brief entries, click the check box a second time to clear it.

  • If you are viewing a full record in either display or edit mode, click Unflag Record in the Action list.

The record is removed from the temporary list of flagged save file records.

More information

See section 8.4, "Flagging Records (Connexion Browser)", for more complete information on flagging records.

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10.7 Deleting Records from a Save File

Connexion browser

In Connexion browser you can delete multiple authority records from the authority save file by using the Flag function, or you can delete a single record while viewing the record itself.

CatME

In CatME you can delete one or more records from the authority local file while viewing the file contents list, or you can delete a single record while viewing the record itself.

Deleting from file contents list.

  Action
1

Highlight the entries you want to delete from the authority local file.

  • Adjacent entries:
    • Click to highlight the first entry.
    • Press and hold < Shift > and click the last entry.

      Or
    • Press < down arrow> or < up arrow > to highlight the first entry.
    • Press < Shift >< down arrow> or < Shift >< up arrow > to highlight other entries.
  • Non-adjacent entries:
    • Click to highlight the first entry.
    • Press < Ctrl > and click to highlight each additional entry.
2

In the Edit menu, click Delete Record(s).

Or

Click CatME Delete Record(s) icon on the toolbar.

Or

Press < Alt >< E > then press < L >.

Result: A confirmation window appears with No selected as the default.

3

Click Yes.

Or

Press < Tab > to highlight Yes, then press < Enter >.

Result: The record is deleted from the authority local file.


Deleting single record.

  Action
1
  • In the Edit menu, click Delete Record(s).

    Or
  • Click CatME Delete Record(s) icon on the toolbar.

    Or

  • Press < Alt >< E > then press < L >.

Result: A confirmation window appears with No selected as the default.

2

  • Click Yes.

    Or

  • Press < Tab > to highlight Yes, then press < Enter >.

Result: The record is deleted from the authority local file.


You can delete records from the authority local file whether you are online or offline.

NACO Libraries Exception: You must be logged on to delete a locked authority record. If you display a locked authority record while you are logged off, Delete Record(s) on the Edit menu is unavailable (grayed out).

Passport

In Passport, you delete a record from the Save file while viewing the record iself.

  Action
1

Display the record you want to delete from the save file using the Save file number or the Safe File Information list.

2

At the Home position, enter: del< F11 >.

Result: The screen clears and the message line displays: Save File record deleted.


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