3 Authority Record Displays
Chapter overview
This chapter describes the information content and layout of authority records for each OCLC® interface:
- OCLC ConnexionTM browser
- OCLC ConnexionTM client
- OCLC Cataloging Micro Enhancer® (CatME)
- OCLC Passport software
3.1 Authority Record Display
An OCLC® authority record consists of two major areas:
- Fixed field area: contains coded information for retrieval and manipulation
- Variable field area: contains textual information.
CatME™ and Passport authority records show the fixed field elements at the top of the screen, with the variable fields below. OCLC Connexion™ allows you to choose the placement of the fixed field element areas via the General tab. The default display presents the fixed field elements at the top.
Default variable fields
All three OCLC interfaces display the following variable fields:
- 010: Library of Congress Control Number (LCCN)
- 040: Cataloging Source
- 053: LC Classification Number (if present in the record)
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3.2 OCLC Connexion Browser Authority Record
This is the default appearance of a Connexion browser authority record.
| This screen element... |
Shows... |
| Record position indicator |
Your current position in the results list. |
| Record ID |
The OCLC ARN |
| Edit list |
Example actions you may perform on the authority record:
- Displaying Record (default): displays OCLC authority record as view-only.
- Edit Record: displays local copy of authority record in edit mode.
|
| Action list |
Example actions you may perform on the authority record:
- Export Record in MARC: Opens a File Download window with the Save this file to disk option selected.
- Lock Master Record: displays OCLC authority record in edit mode.
- Save Record: Add record to the Authority Save File.
|
| View list |
Allows you to switch between MARC Template and MARC Text Area views. |
| Variable fields |
OCLC variable data fields
Note: In the Display view, each tag is a link that opens the corresponding section of MARC 21 Concise Format for Authority Data in a separate browser window. |
| This area... |
Shows... |
| Link to MARC 21 documentation |
Opens MARC 21 Concise Format for Authority Data in a separate browser window |
| Fixed field elements |
OCLC fixed field elements in labeled display. |
Change display
Connexion browser allows you to place the fixed field element area at the top or the bottom of the display, either until you log off or as your default setting.
| |
Action |
| 1 |
Click General. |
| 2 |
In the Admin Options list, click Preferences. |
| 3 |
In the Preferences list, click Authority Options.
Result: The Authority Options list is displayed. |
| 4 |
Scroll down (if necessary) to Placement of Record Areas (MARC Views). |
| 5 |
In the Fixed Field - Place at top or bottom of record list item, click a radio button to place the fixed field elements at the top or bottom of your display. |
| 6 |
Use the buttons at the bottom of the Authority Options list to choose the duration of this setting.
| If you want the setting to be... |
Click... |
| Temporary |
For this session |
| Your permanent setting |
My Default | |
Session information
Each time you log on, the system creates a session to track your activities and assigns a unique Session ID. To view session information:
| |
Action |
Result |
| 1 |
Click General. |
|
| 2 |
In the Admin Options list, click User Information. |
The User Information screen appears with the Session ID shown in the System Information column. |
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3.3 CatME Authority Record (Tagged Display)
CatME provides an option to display authority records in which the fixed field information is shown as tagged fields. This display is called the tagged display.
This is the fixed field element portion of a CatME authority record tagged display.
Fixed field elements shown in a CatME tagged display authority record are:
- LDR (Leader): The first 24 character positions of a record that provide information for the processing of the record
- 001: Control number
- 005: Date and time of latest transaction
- 008: Fixed-length data elements
Change display
Tagged. To view the tagged display, click View, then click OCLC Fixed Field in the resulting list. The record changes to the tagged display, and the check mark next to the OCLC Fixed Field list item disappears.
Mnemonic. To view the mnemonic display, click View, then click OCLC Fixed Field in the resulting list. The record changes to the mnemonic display and a check mark appears next to the OCLC Fixed Field list item.
More information
For additional information about the tagged display, see CatME Help.
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3.4 CatME Authority Record (Mnemonic Display)
CatME also provides an option to display authority records in which the fixed field information is shown via labels and the variable fields are displayed in MARC 21 format. This display is called the mnemonic display.
This is a CatME authority record in mnemonic display.
| This area... |
Shows... |
| Title bar |
- Record source
- If the source is a local file, name of file
- Text from the record's heading field (truncated if necessary)
|
| Fixed field |
MARC 21 fixed field elements in mnemonic display |
| Variable fields |
MARC 21 variable fields |
Application status bar*
(bottom bar) |
- Record's position in a list (if you selected from a list)
- Source of the authority record (AF)
- LOC (if the record is locked)
- EDIT (if you have modified the record)
- Editing mode: INS (insert) or OVR (overwrite)
- Inactivity timer (resets to the full interval when you perform some operation on the record)
- Session ID number (online only)
- Current time
If the Application status bar is not visible, in the menu bar click View, then click Application Status Bar in the resulting list. |
Record status bar*
(top bar) |
-
If the source is a local file, the local record number
-
Processing status codes for actions taken on the record:
- LO (Local record number)
- VAL (Validate status)
- SUB (Submit to Library of Congress status)
- RPL (Replace status)
- ADD [Add to Authority File status (NACO only)]
- XPO (Export status)
- PRN (Record print status)
If the Record status bar is not visible, in the menu bar click View, then click Record Status Bar in the resulting list. |
* For a more detailed description of status bar indicators, see CatME Help.
Pinning
An authority record opens in its own window. Subsequent authority records re-use this same window so that only one online (or one local) authority record is visible at any time. Pinning allows an authority record window to remain open and forces additional authority records to open in separate windows.
Pinning. To pin an authority record window:
| |
Action |
| 1 |
Click the title bar of the record window to make it the active window. |
| 2 |
On the View menu click Pinned.
Or
Click  on the toolbar.
Or
Press < Shift >< F4 >.
Result:
- The title bar contains the indicator (Pinned).
- The (Pinned) indicator also appears with the record title in the list of open windows (Window menu).
|
You may pin multiple windows and switch among them to compare records.
Unpinning. To unpin an authority record window:
| |
Action |
| 1 |
Click the title bar of the record window to make it the active window. |
| 2 |
On the View menu click Pinned.
Or
Click on the toolbar.
Or
Press < Shift >< F4 >.
Result:
- If unedited, the window closes immediately.
- If you edited the record, CatME prompts you to save your changes to a local file.
|
More information. For more information about pinning records, see CatME Help.
For instructions on how to add the Pin/Unpin Record button to your toolbar, see CatME Help.
Session information
Each time you log on, the system creates a session to track your activities and assigns a unique Session ID. To view session information:
| |
Action |
| 1 |
On the View menu click Session Info.
Result: The Session Information dialog box opens. |
| 2 |
Click Close when finished viewing the information. |
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3.5 Passport Authority Record (Tagged Display)
This is a Passport authority record in taggeddisplay.
| This area... |
Function... |
| Home position |
You type commands and searches |
| Message line |
System displays messages and prompts |
| System indicator |
Shows which OCLC system you are using:
- CAT: Cataloging
- ILL: Interlibrary Loan
- ULS: Union List
|
| Display indicator |
Shows which type of display you are viewing:
- Blank: Viewing the Main display
- C: Viewing the Copy display
- c: Viewing the Main display but have information in the copy display
|
| Editing status indicator |
Shows how and when an authority record has been modified:
- MOD: Record has been modified in the current session
- mod: Record has been modified in the previous session
- MARKING: Fields or records have been marked for transfer or display
|
| Session ID |
Identifies your session to OCLC Customer Services Division |
| Database indicator |
Identifies which OCLC database you are using:
- OL: WorldCat®
- AF: Authority File
- IL: Interlibrary Loan Transaction File
|
| Variable fields |
OCLC variable data fields |
| Fixed field |
OCLC fixed field elements in labeled display. |
Moving the cursor
This table describes the keys used to move the cursor.
| To move to... |
You press... |
| The Home position. |
< Home > |
| One space right, left, up, or down. (For continuous cursor movement, hold the key down.) |
Arrow keys (    ) |
| The beginning of the following word. |
< Ctrl ><> |
| The beginning of the previous word. |
< Ctrl ><> |
| The next tab stop. (Tab stops are 6 spaces apart.) |
< Tab > |
| The previous tab stop. |
< Shift >< Tab > |
| The beginning of the next line down. (If you are in insert mode, you create a blank line.) |
< Enter > |
| The end of the current line. |
< Ctrl >< End > |
| The beginning of the current line. |
< Ctrl >< Home > |
| The last character on the screen. |
< End > |
Navigating within and between records
The following table shows the commands associated with individual authority records. Type all commands at the Home position.
| To move to... |
You type... |
| The first screen in a multi-screen record |
hom< F11 > |
| The last screen in a multi-screen record |
end< F11 > |
| The next screen in a multi-screen record |
pdn< F11 > (or press < F4 >) |
| The previous screen in a multi-screen record |
pup< F11 > (or press < F5 >) |
| The screen of a record that contains a specific tag |
tag [tag number]< F11 >
Example:tag 511
Note: If no tag exists, the message line displays: Tag [xxx] not in record. |
| The screen of a record that contains the first tag beginning with a specific number |
tag [number]xx< F11 >
Example:tag 5xx
Note: If no tag exists, the message line displays Tag [n]xx not in record. |
| The screen of a record that contains a specific line number |
line [number]< F11 >
Example:line 24 |
| The next record in a list of records |
for< F11 > (or press < F9 >) |
| The previous record in a list of records |
bac< F11 > (or press < Shift >< F9 >) |
| n records ahead in a list of records |
for [n]< F11 > |
| n records back in a list of records |
bac [n]< F11 > |
Copy display
The Copy display is a secondary work area that allows you to access and display one additional authority record. When used with the Main display, it allows you to work with two records concurrently. You can add, modify, and delete records in the Copy display as you do in the Main display. A record that you have placed on the Copy display remains there until you:
- Replace (overwrite) it
- Clear the Copy display
- Log off
WARNING: If you have modified a record in the Main or Copy Displays and you decide to log off, the system does not prompt you to take action on the modified record and your work will be lost.
The following table shows the commands associated with the Copy display. All are typed at the Home position.
| To... |
You type... |
| Move a record to the Copy display |
mrd < F11 >
Result:
- The message line displays:
Record moved.
- The display indicator changes to C.
|
| Toggle between the Main and Copy displays |
tog < F11 >
Result: The system switches to the other display. |
| Clear the Main display of unmodified records |
ret < F11 >
Result: An empty display appears on your screen. |
| Clear the Main and Copy displays of unmodified records and return to the Main display |
can < F11 >
Result: An empty display appears on your screen. |
Example: Use the Copy display to compare two authority records.
- Move an authority record to the Copy display.
- Retrieve a second authority record into the Main display.
- Toggle between the displays to compare records.
Session information
Each time you log on, the system creates a session to track your activities and assigns a unique Session ID (SID).
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3.6 Passport Authority Record (Mnemonic Display)
Passport provides a second display for authority records in which the fixed field elements are identified via labels and the variable fields are displayed in MARC 21 format. This display is called the mnemonic display.
Indicator values and command functions are identical to the tagged display.
Changing formats
This table show the commands associated with changing formats. All are typed at the Home position.
| To... |
You type... |
| Switch between tagged and mnemonic formats while viewing a record |
alt < F11 >
Result: The display switches to the other display. |
| Change the default display for the current session (method 1) |
set mne < F11 > or set tag < F11 >
Result: The message line displays: Authority record default is [tagged/mnemonic] and the record is displayed in the new display. |
| Change the default display for the current session (method 2) |
-
Type set dis (Set Display) at the Home position and press < F11 >.
Result: The Authority Display Screen appears.
-
Press < F10 >.
Result: The message line displays: Authority record default is [tagged/mnemonic] and the record is displayed in the new display. |
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3.7 OCLC Connexion Client Authority Record
This is the default appearance of a Connexion client authority record
| This area... |
Shows... |
| Record identification area |
OCLC ARN |
| Fixed-field area |
OCLC fixed-field elements in labeled display
Note: Each label is a link that opens the corresponding fixed-field element definition from Appendix C of this document in a separate browser window. |
| Variable fields area |
OCLC variable data fields
Note: Each tag is a link that opens the corresponding section of MARC 21 Concise Format for Authority Data in a separate browser window. |
| Status bar |
Record information for the current logon session and/or the currently displayed record
If the status bar is not visible, in the Menu bar click View, then click Status Bar in the resulting list. |
| Link to MARC 21 Field Help |
Opens the corresponding section of MARC 21 Concise Format for Authority Data in a separate browser window |
Change display
Connexion client provides two options for display of the fixed field element area:
-
You may display the standard fixed field element set at the top or the bottom of the display.
-
You may display an abbreviated set of variable fields (LDR, 010, 005, and 008) at the top of the record only.
To change the position of the fixed-field elements:
| |
Action |
| 1 |
On the View menu, click OCLC Fixed Field.
Result: A sub-menu appears. |
| 2 |
In the sub-menu:
depending on where you want to position the fixed-field element area.
Result: A check mark appears beside your selection, and the record is redrawn accordingly. |
| 3 |
Keyboard method:
| To display fixed-fields at... |
Press... |
| Top of record |
< Alt >< V >< O >< T > |
| Bottom of record |
< Alt >< V >< O >< B > |
Result: A check mark appears beside your selection, and the record is redrawn accordingly. |
To change to the variable field type of display:
| |
Action |
| 1 |
On the View menu, click OCLC Fixed Field.
Result: A sub-menu appears. |
| 2 |
In the sub-menu, click Display as Variable Field.
Result: A check mark appears beside the term and the record is redrawn showing four variable fields in the fixed-field area.
 |
| 3 |
Keyboard method: Press < Alt >< V >< O >< D >. |
Session information
Each time you log on, the system creates a session to track your activities and assigns a unique Session ID. To view session information:
| Action |
Result |
| On the View menu, click User Information. |
The User Information dialog box opens, showing:
|
Pinning
An authority record opens in its own window. Subsequent authority records re-use this same window so that only one authority record is visible at any time. Pinning allows an authority record window to remain open and forces additional authority records to open in separate windows.
Pinning. To pin an authority record window:
| Action |
Result |
|
On the View menu, click Pinned.
Or
Press < Shift >< F4 >. |
Note: A record remains pinned open until you close it. |
Unpinning. To unpin and close an authority record window:
| Action |
Result |
|
On the View menu, click Pinned.
Or
Press < Shift >< F4 >. |
|
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to indicate that it is now pinned.
.
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