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Edit Authority Records

Edit authority records: basics

Editing privileges for name authority records

  • Specific editing capabilities depend on your authorization level.
  • A Search authorization permits no record creation or editing.
  • A Limited or Full authorization permits you to create records, save records, export records, edit records locally, and lock, edit, and save master name authority records.
  • NACO authorizations (NACO Regular, NACO National, and Enhance National) allow you to add new name authority records to the Authority File and to edit and replace master name authority records.

Editing privileges for subject authority records

  • A Search authorization permits no editing.
  • A Limited or higher authorization permits you to take the following actions on subject authority records:
    • Edit records locally
    • Validate records
    • Save records
    • Export records
    • Add records to the Authority Constant Data Database
    • Use records as default constant data
    • Flag or unflag records
  • The following actions are not available for subject authority records:
    • Edit master records (or replace master records)
    • Derive records
    • Create records from workforms
    • Add new records to the Authority File
    • Create new (blank) constant data records

Edit modes, display mode, and record views

Mode When in Effect Record Views
Display mode

When you select Display Record from the Edit list.

After you end edit mode by canceling changes or saving the record.

MARC display view (MARC Template or MARC Text Area selected)

Master edit mode

(Lock Master Record)

Not available for subject authority record

When you take the Lock Master Record action.

When you retrieve a locked master record from the save file.

Edit views:

MARC Template

MARC Text Area

Display view (select Display Record while in edit mode):

MARC display view (MARC Template or MARC Text Area selected)

Edit mode (Edit Record)

Default mode for new record just created (derived, from workform, or generated from a name heading).

When you take the Edit Record action.

When you click the entry number to begin editing a record listed in search results.

Edit views:

MARC Template

MARC Text Area

Display view (select Display Record while in edit mode):

MARC display view (MARC Template or MARC Text Area selected)


Edit master record or edit record locally

Edit mode Definition
Master record

A master record is the version of the record available to all users.

When you begin editing a master authority record, the record is locked in the Authority File.

Other users can retrieve the record in display mode or edit it locally while you have the master record locked for editing.

Locally edited record

A locally edited record is a copy of the master authority record that you can modify without affecting the master record.

While editing a record locally, you can add, delete, or change the record content to meet your library's needs and then export the record.

The record is not locked in the Authority File; other users can retrieve it in display mode, edit it locally, or lock and edit the corresponding master record.

You can edit a record locally regardless of whether another user has locked the master record.


Edit modes: functions compared

Edit mode Authorization level Records / Modifications

Master (Lock Master Record)

Not available for subject authority record

Limited or higher: Lock, edit, and save master record

NACO only: Replace master record

NACO only: Add new master record

Any record in the Authority File.

Any record in the Authority File.

Modification required to produce complete and accurate authority record.

Record for heading not represented in the Authority File.

Edit (Edit Record)

Limited or higher: Edit, save, and export record.

Any record in the Authority File.

Any modification for local use.


Switch edit modes

  • From editing master record to editing record locally. On the Action list, click Release Record Lock. The lock on the record is released, but no changes are made to the record content. You can save or export the record with changes made so far.
  • From editing a record locally to editing the master record. On the Action list, click Lock Master Record. The system locks the record. If the record is already locked by another user, the system displays a message to inform you and takes no action. When the record is locked, all edits made in local edit mode are lost.
  • Preserve local edits. To preserve edits made in local edit mode for use in modifying the master record, switch to a text area edit view, select the text you want, and copy it to the clipboard (on the browser's edit menu, click Copy; or press <Ctrl><C>). Then take the Lock Master Record action. In the locked master record, paste the copied data (on the browser's edit menu, click Paste; or press <Ctrl><V>).

About the Authority History database

  • If you retrieved this record from the Authority History database, please note the following points about the purpose of this database and the limited functionality available for using the records.
  • The Authority History database permanently stores:
    • All previous, now superseded, versions of authority records distributed by the Library of Congress
    • Versions of newly added and modified records distributed to Library of Congress by OCLC NACO participants
    • Copies of current authority records sent from LC via the distribution cycle (includes all records in the Authority File)
    • Name authority records deleted by OCLC quality control staff
  • Database coverage begins in the 1980's.
  • Records are stored and displayed in the MARC21 authorities format.

About authority history records

  • Authority history records are view-only and always appear in display mode in the MARC Template view.
  • A timestamp at the top of the record shows the date and time when the record was added to the Authority History database. (Records in the Authority File do not contain a timestamp.)
  • You cannot edit, save, export, or derive new authority records from these records. You can copy text from an authority history record and then paste it into another record or document.
  • Actions available on displayed authority history records are: Print Record and View Authority Record (to retrieve the current version of the record in distribution from the Authority File).
  • More? For more information, search Help for the words authority history.
  • Use authority history records:
    • Trace the history of a currently distributed authority record or an LCCN. For example, you might want to know when changes were made, or when a cross-reference or citation was added. Or you want to check the cancelled authority record when the distributed record contains a subfield z in field 010.
    • Check for headings that you can no longer find in a distributed record in the Authority File.
    • Identify changes made to a distributed authority record.
    • Determine the origin of a problem with a distributed record.

Authority History timestamp: details

A unique timestamp (labeled Timestamp) appears in the record identification area of an Authority History record.

  • The system assigns a unique timestamp to each Authority History record. The timestamp consists of: the date and time the record was added to the Authority History database, the OCLC ARN, a source program identification, and the status of the record.
  • Example:1990101 [yyyymmdd] 13.36.22xxx.Z [time to the millisecond Z = Greenwich Mean Time] 12345678 [OCLC ARN] S [status] C [source program identification]
  • S [status (RecStat code)]: n = new, c = changed, d = deleted, p = deleted by OCLC staff
  • S [source program ID]: 3 [initial database load from the LC Names and Subjects Authority File]; 4 [In Distribution update from Connexion client]; 5 [In Distribution update from Connexion browser]; 6 [loaded from the LC distribution file]; r [loaded from the Research Libraries Group authority history database]

Note: Deleted records. If applicable, the record identification are may contain the following notice about the record:
The Deleted Record notice indicates that the record has been deleted from the distributed Authority File, It is either a deleted record issued by the Library of Congress or a record manually deleted by OCLC Quality Control staff.

Open authority history record(s) from distributed authority record

When viewing a distributed authority record from the Authority File, you can quickly retrieve all superseded authority records that have the same OCLC ARN.

Notes on this function:
Not available from save file records. When viewing a saved authority record from the Authorities save file, the View Authority History Record(s) action is not available
Copy of distributed record retrieved. The Authority History database contains a copy of each distributed authority record. Therefore, your search always retrieves the same record that you were viewing from the Authority File. You may retrieve other superseded records, or only a copy of the distributed record.
Viewing a referenced record via a linked 5xx field. A referenced record viewed from a 5xx link is for display only; the View Authority History Record(s) action is not available. To retrieve superseded versions of the record, search for the Authority File or the Authority History database.

Action Result

In the distributed authority record (retrieved from the Authority File),

On the Action list click View Authority History Record(s) or press <Alt><K> and then <H> (or <Alt><J> and then <H>)..

The system searches for the distributed record's ARN in the Authority History database.


If the search retrieves one record (a copy of the distributed authority record), the record appears in a separate window.

If the search retrieves multiple records, a search results list appears in a separate window. The first record in the results list is typically a copy of the distributed authority record.


Open a distributed authority record from an authority history record

When viewing a superseded authority record (retrieved by searching or browsing the Authority History database), you can quickly retrieve the distributed authority record that has the same OCLC ARN.

Action Result

In the authority history record (retrieved by searching or browsing the Authority History database),

On the View list click View Authority Record or press <Alt><K> and then <A> (or <Alt><J> and then <A>)..

The system searches for the superseded record's ARN in the Authority File.


If the search retrieves a record, the record appears in a separate window.

If the distributed record has been deleted from the Authority File, you receive a message stating that no record was found. The message includes the number of authority history records available for that ARN.


Caution: Store edits on server before moving to another screen

  • If you edit fields in an authority record without interacting with the server, and then move to another screen (for example, to search WorldCat or the Authority File, or view flagged records), you lose all changes made since the last server interaction. When you resume editing, the system redisplays the working copy of the record as it exists on the server, not necessarily as it last appeared on your screen.
  • Changes to the text of record fields are not sent to the server until you use the Action list (to reformat, validate, save, etc.), the View list (to switch to another edit view or display view), or the Functions list (for field-level actions). These actions send a request to the server, along with the displayed record content. The server responds by taking the requested action and then redisplaying the updated record.
  • As a precaution when editing, occasionally reformat the record to make sure that your changes are stored on the server.
  • Note: Inactivity timeout. As an added benefit, occasional interaction with the server prevents the system's inactivity timer from ending your session. Only server interactions count as session activity.

Master record locked for editing

  • When you begin editing a master record, it is locked. Master authority records are locked in the Authority File.
  • Other users can view the record but cannot change it until you release the lock.
  • To unlock the record, release the lock, cancel changes or replace the master record.
  • To place a long-term lock (14 days) on the record, save it while it is locked.

In Distribution notice: record temporarily locked

If applicable, the record identification area may contain the following information about a record in the Authority File:
In Distribution This notice indicates that the record is newly added or modified by an OCLC NACO participant and is still in the NACO distribution cycle. The record is locked until officially distributed by the Library of Congress. Typical cycle time is 3 days).

Logoff warning for edited records

  • When you click Logoff to end a session, the system checks for records in edit mode, including locked master records and new records not saved or added to the Authority File.
  • The system displays a message to remind you to save the records or complete editing and take a final action before logging off.
  • To complete your work on the record(s), on the message screen click Show Active Records or press <Ctrl><Shift><9>. Or, on the Authorities tab, under Show, click Active Records or press <Alt><4>. At the Active Records screen, under Authority Records or Authority Save File, click the link for the record you were editing. For each active record, the link shows the main entry and either an OCLC Authority Record Control Number (ARN) or an authority save file number. If the record contains no main entry, No Main Entry Provided appears in the link. For a new authority record (not yet saved or added to the Authority File), the link shows only the main entry or No Main Entry Provided.
  • To log off and discard unsaved changes to the record(s), on the message screen click Logoff immediately.
  • Turn off logoff warning for active records

    If you prefer not to be notified about active records before logging off, use the Show or Hide Logoff Warning option to prevent the system from displaying this warning. To view or change the setting, do one of the following:

    • From the End Your Session screen (the logoff warning), go directly to the Interface Customization Options screen by clicking Customize your setting.

      Or

    • On the General tab, click Admin. On the Preferences screen, click General Options. Then click Interface Customization Options. On the Interface Customization Options screen, find the Show or Hide Logoff Warning option and select Hide.

Authority record edit views

View Description
MARC Template

Template view for editing in Machine-Readable Cataloging (MARC) format. Compliant with MARC21. MARC21 fields may be supplemented with additional fields defined in OCLC-MARC.

Field content entered in text boxes.

Provides Functions list for adding/removing elements.

Input guidelines available for variable fields via Help on Functions list.

Templates simplify entering fixed field (008). Help buttons provide input guidelines for 008. Elements in fixed-length fields linked to specific guidelines.

MARC display view of the record is the same for either MARC edit view.

MARC Text Area

Text area view for editing MARC-format record.

All variable fields appear in a single large text box.

Lets users edit efficiently by reducing interactions with the server.

Templates simplify entering fixed field (008). Help buttons provide input guidelines for 008, but not for other fields. Elements in fixed-length fields linked to specific guidelines.

MARC display view of the record is the same for either MARC edit view.


Authority record display view

View Description
MARC

View for displaying records in Machine-Readable Cataloging (MARC) format. Compliant with MARC 21. MARC 21 fields may be supplemented with additional fields defined in OCLC-MARC.

Input guidelines available for variable fields via hyperlinked field tags. Help buttons provide input guidelines for 008. Elements in fixed-length fields linked to specific guidelines.

MARC display view is the same whether you select MARC Template or MARC Text Area from the View list.


Related topics

    back to top

    Edit authority record: MARC Template edit view

    Fields restricted for editing

    You cannot edit the following fields in an existing authority record. If you try to change these fields, Connexion validation will reject the record.

    • Leader byte 5 (Rec Stat)
    • Leader byte 6 (Type)
    • 008 field positions 0-5 (Entered)
    • 001 field (ARN)
    • 005 field
    • 010 field (LCCN)
    • 035 field
    • 040 field cannot be changed except to add $b eng)

    Keystroke shortcuts for editing

    To do this Press

    Move cursor between the first fixed-field element and the first variable fields.

    <Alt></> (slash)

    Move to the top or bottom of the record screen.

    <Ctrl><Home> to move to the first input box on the screen.

    <Ctrl><End> to move to the last input box on the screen.

    Show or hide the Functions list

    <Alt><Y>

    Go to the Active Records screen

    <Ctrl><Shift><9>


    Edit in MARC template view

    Technique How to
    Change text In the text box for the field, use standard editing keys (<Insert>, <Backspace>, <Delete>, arrow keys) to move the insertion point and remove or add characters.
    Delete text

    In the Functions list click Delete Text.

    The system removes the text of the field; tag and indicators remain.

    Empty fields removed

    The empty field is removed if you reformat the record or take a final action.

    Undo text changes

    <Ctrl><Z>

    To reverse the most recent text change, use the standard Windows undo keystroke: <Ctrl><Z>.

    The following functions are supported in recent browser versions. Specific functionality may change with browser upgrades. Check browser Help or documentation for details.

    Undo last change, current text box:

    Press <Ctrl><Z> once.

    Undo series of changes, current text box:

    Press <Ctrl><Z> once to reverse each change, beginning with the last.

    Undo series of changes in different text boxes:

    Place the insertion point in the desired text box and then press <Ctrl><Z>.

    Begin with the text box most recently modified and return to the other text boxes in reverse order (retrace your steps).

    Notes on browser-based Undo

    Browser dependent. Support for <Ctrl><Z> varies with browser name and version.

    Refresh clears undo memory. If you take an action that refreshes the screen (for example, click an item on one of the tabs, the Action list, or the Functions list for a field), the undo memory is cleared.

    Enter diacritics and special characters

    Character chart window

    Internet Explorer for Windows only
    1. Place the cursor where you want to insert a diacritic or special character.
    2. Press <F7>.
    3. In the Enter Diacritics and Special Characters window, click a character or diacritic to insert it at the cursor position.
    • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.

      Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.

    (Note: Windows only. Not supported by Macintosh versions of IE.)

    Enter diacritics and special characters

    Bar syntax (mnemonic codes)

    Enter diacritics and special characters using mnemonic codes.

    Diacritics.

    1. Type the code for a diacritic after the letter it modifies (Unicode syntax).
    2. First type the letter modified by the diacritic.
    3. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    4. Then type the mnemonic for the diacritic.
    5. Then type another vertical bar symbol.

      Do not type a space between the letter and the code for the diacritic.

    Example: To enter an e with an acute accent, type e|ac|

    Special characters.

    1. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    2. Type the mnemonic for the diacritic.
    3. Then type another vertical bar symbol.

    Note: appearance in edit mode

    • Characters entered using this method are automatically replaced with typographic forms.
    • If you prefer, you can set an option to view the bar syntax in edit mode.
    Table of ALA-defined diacritics and special characters
    • On the header bar (black bar at the top of every system screen), click Diacritics.

    Use the table to identify a character, find a character by name, or copy a character for input in a record.

    Add single field

    Move to the field above the place where you want to add a field.

    In the Functions list click Add Single Field Below.

    The inserted field duplicates the MARC tag of the preceding field.

    In the added field, change the tag and supply indicators as appropriate.

    Add multiple fields

    Move to the field above the place where you want to add fields.

    In the Functions list click Add Multiple Fields.

    In the dialog box, type the number of fields you want to add (1 through 10). Then click OK.

    The inserted fields duplicate the MARC tag of the preceding field.

    In the added fields, change the tags and supply indicators as appropriate.

    Delete field In the Functions list click Delete Field.
    Copy field

    Move to the field you want to copy.

    In the Functions list click Copy Field.

    Move to the field above the place where you want to insert the copied field.

    In the Functions list click Paste Field.

    Move field

    (Cut and Paste)

    Scroll to the field you want to reposition.

    In the Functions list click Cut Field.

    Scroll to the field above the place where you want to insert the moved field.

    In the Functions list click Paste Field.

    View field-specific input guidelines

    Current field

    On the Functions list for the field, click Help.

    Any variable field (tag) or fixed field element

    In the MARC Help text box (right side, record header), type the tag number or the element label.

    Click the MARC Help button.

    Fixed field or field 006

    For the fixed field or field 006, click an element label for help on the specific element. Or type the element label in the MARC Help text box and then click MARC Help.

    Add a subfield and subfield delimiter

    1. Enter a subfield delimiter (‡):

    • Type a single dollar sign ($). Press <Shift><4> to create the $. Connexion shows the dollar sign as a subfield delimiter (‡) in display mode.

    2. Type the appropriate lowercase letter and (optionally) 1 space. Then type the text of the subfield.

    3. (Optional) Type a space before any subsequent subfield delimiter.

    Enter a dollar sign as a currency symbol

    To enter a dollar sign as a currency symbol (not to represent a subfield delimiter):

    Type 2 dollar signs ($$). Do not type a space between the 2 dollar signs.


    About the Authority History database

    • If you retrieved this record from the Authority History database, please note the following points about the purpose of this database and the limited functionality available for using the records.
    • The Authority History database permanently stores:
      • All previous, now superseded, versions of authority records distributed by the Library of Congress
      • Versions of newly added and modified records distributed to Library of Congress by OCLC NACO participants
      • Copies of current authority records sent from LC via the distribution cycle (includes all records in the Authority File)
      • Name authority records deleted by OCLC quality control staff
    • Database coverage begins in the 1980's.
    • Records are stored and displayed in the MARC21 authorities format.

    About authority history records

    • Authority history records are view-only and always appear in display mode in the MARC Template view.
    • A timestamp at the top of the record shows the date and time when the record was added to the Authority History database. (Records in the Authority File do not contain a timestamp.)
    • You cannot edit, save, export, or derive new authority records from these records. You can copy text from an authority history record and then paste it into another record or document.
    • Actions available on displayed authority history records are: Print Record and View Authority Record (to retrieve the current version of the record in distribution from the Authority File).
    • More? For more information, search Help for the words authority history.
    • Use authority history records:
      • Trace the history of a currently distributed authority record or an LCCN. For example, you might want to know when changes were made, or when a cross-reference or citation was added. Or you want to check the cancelled authority record when the distributed record contains a subfield z in field 010.
      • Check for headings that you can no longer find in a distributed record in the Authority File.
      • Identify changes made to a distributed authority record.
      • Determine the origin of a problem with a distributed record.

    LCCN format details (field 010)

    The format for the Library of Congress Control Number (LCCN) includes the following segments:

    • Two or four year characters represent the year the record was created in machine-readable format
    • Serial number of one to six digits
    • Prefixes (n, no, nr, nb, sh, sj)

    The table provides details on data formatting for both pre-2001 LCCNs (2-digit year) and current LCCNs (4-digit year).

    LCCN segment

    Pre-2001 LCCN

    Length and position of segment

    2001 and later LCCN

    Length and position of segment

    Alphabetic prefix

    Up to 3 letters

    Positions 1 through 3

    1 to 3 leading blanks fill unoccupied positions

    Note: Prefix with 1 or 2 letters appears with letter(s) left-justified.

    1 or 2 letters

    Positions 1 and 2

    1 or 2 leading blanks fill unoccupied positions

    Note: Prefix with 1 letter appears with letter left-justified.

    Year

    2 digits

    Positions 4 and 5

    4 digits

    Positions 3 through 6

    Serial number

    1 to 6 digits

    Positions 6 through 11

    1-5 leading zeros fill unoccupied positions

    1 to 6 digits

    Positions 7 through 12

    1-5 leading zeros fill unoccupied positions

    Supplement blank

    1 blank after last digit of serial number

    Position 12

    Not needed

    Examples

    Name authority records

    n  79063767

    no 95015107

    nr 00013605

    Subject authority records

    sh 85010297

    sh 99001533

    Children's subject authority record

    sj 96006123

    Name authority records

    nr2005026233

    no2008131725

    n 2008000884

    Subject authority record

    sh2001000183

    Children's subject authority record

    sj2004004943


    back to top

    Edit authority record: MARC Text Area edit view

    Fields restricted for editing

    You cannot edit the following fields in an existing authority record. If you try to change these fields, Connexion validation will reject the record.

    • Leader byte 5 (Rec Stat)
    • Leader byte 6 (Type)
    • 008 field positions 0-5 (Entered)
    • 001 field (ARN)
    • 005 field
    • 010 field (LCCN)
    • 035 field
    • 040 field cannot be changed except to add $b eng)

    Keystroke shortcuts for editing

    To do this Press

    Move cursor between the first fixed-field element and the first variable fields.

    <Alt></> (slash)

    Move to the top or bottom of the record screen.

    <Ctrl><Home> to move to the first input box on the screen.

    <Ctrl><End> to move to the last input box on the screen.

    Go to the Active Records screen

    <Ctrl><Shift><9>


    Edit in MARC Text Area view

    Technique How to
    Change text In the text area, use standard editing keys (<Insert>, <Backspace>, <Delete>, arrow keys) to move the insertion point and remove/add characters.
    Delete text

    Press <Backspace> or <Delete> to delete text.

    Or

    Select the text. In the browser's menu bar, open the Edit menu and click Cut.

    Or right-click the selected text; on the popup menu click Cut.

    Empty fields removed

    The empty field is removed if you reformat the record or take a final action.

    Undo text changes

    <Ctrl><Z>

    To reverse the most recent text change, use the standard Windows undo keystroke: <Ctrl><Z>.

    The following functions are supported in recent browser versions. Specific functionality may change with browser upgrades. Check browser Help or documentation for details.

    Undo last change, current text box:

    Press <Ctrl><Z> once.

    Undo series of changes, current text box:

    Press <Ctrl><Z> once to reverse each change, beginning with the last.

    Undo series of changes in different text boxes:

    Place the insertion point in the desired text box and then press <Ctrl><Z>.

    Begin with the text box most recently modified and return to the other text boxes in reverse order (retrace your steps).

    Notes on browser-based Undo

    Browser dependent. Support for <Ctrl><Z> varies with browser name and version.

    Refresh clears undo memory. If you take an action that refreshes the screen (for example, click an item on one of the tabs, the Action list, or the Functions list for a field), the undo memory is cleared.

    Enter diacritics and special characters

    Character chart window

    Internet Explorer for Windows only
    1. Place the cursor where you want to insert a diacritic or special character.
    2. Press <F7>.
    3. In the Enter Diacritics and Special Characters window, click a character or diacritic to insert it at the cursor position.
    • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.

      Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.

    (Note: Windows only. Not supported by Macintosh versions of IE.)

    Enter diacritics and special characters

    Bar syntax (mnemonic codes)

    Enter diacritics and special characters using mnemonic codes.

    Diacritics.

    1. Type the code for a diacritic after the letter it modifies (Unicode syntax).
    2. First type the letter modified by the diacritic.
    3. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    4. Then type the mnemonic for the diacritic.
    5. Then type another vertical bar symbol.

      Do not type a space between the letter and the code for the diacritic.

    Example: To enter an e with an acute accent, type e|ac|

    Special characters.

    1. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    2. Type the mnemonic for the diacritic.
    3. Then type another vertical bar symbol.

    Note: appearance in edit mode

    • Characters entered using this method are automatically replaced with typographic forms.
    • If you prefer, you can set an option to view the bar syntax in edit mode.
    Table of ALA-defined diacritics and special characters
    • On the header bar (black bar at the top of every system screen), click Diacritics.

    Use the table to identify a character, find a character by name, or copy a character for input in a record.

    Add single field

    Move the insertion point to the end of the line above the place where you want to add a field.

    Press <Enter> to create a blank line and supply a right angle bracket (>). (Note: Angle bracket (>) supplied if using Internet Explorer browser; functionality not supported by Netscape browser.)

    Or

    Move the insertion point to the beginning of the line below the place where you want to add a field. Press <Enter> to create a blank line.

    Type a right angle bracket, the 3-digit tag, a space, indicator 1 (or a space), indicator 2 (or a space), a space, and then the text of the field.

    Do not type a space between the > and the first digit of the tag.

    Add multiple fields

    Repeat the steps for adding one field.

    Or

    Select the text of a field you want to duplicate.

    In the browser's menu bar, open the Edit menu and click Copy.

    Move to the place where you want to insert another field.

    On the browser's Edit menu, click Paste. Repeat pasting the copied field if desired.

    Delete field

    Press <Backspace> or <Delete> to delete single characters.

    Or

    Select the text of the field. In the browser's menu bar, open the Edit menu and click Cut.

    Or right-click the selected text; on the popup menu click Cut.

    Copy field

    Move to the field you want to copy.

    Select the text of the field.

    On the browser's Edit menu, click Copy. Or right-click the selected text; on the popup menu click Copy.

    Move to the field above the place where you want to insert the copied field.

    On the browser's Edit menu, click Paste. Or right-click at the desired position; on the popup menu click Paste.

    Move field

    (Cut and Paste)

    Scroll to the field you want to reposition.

    Select the text of the field.

    On the browser's Edit menu, click Cut. Or right-click the selected text; on the popup menu click Cut.

    Move to the field above the place where you want to insert the moved field.

    On the browser's Edit menu, click Paste. Or right-click at the desired position; on the popup menu click Paste.

    View field-specific input guidelines

    Fixed field

    Click an element label for help on the specific element.

    Any variable field (tag) or fixed field element

    In the MARC Help text box (right side, record header), type the tag number or the element label.

    Click the MARC Help button.

    Add a subfield and subfield delimiter

    1. Enter a subfield delimiter (‡):

    • Type a single dollar sign ($). Press <Shift><4> to create the $. Connexion shows the dollar sign as a subfield delimiter (‡) in display mode.

    2. Type the appropriate lowercase letter and (optionally) 1 space. Then type the text of the subfield.

    3. (Optional) Type a space before any subsequent subfield delimiter.

    Enter a dollar sign as a currency symbol

    To enter a dollar sign as a currency symbol (not to represent a subfield delimiter):

    Type 2 dollar signs ($$). Do not type a space between the 2 dollar signs.


    About the Authority History database

    • If you retrieved this record from the Authority History database, please note the following points about the purpose of this database and the limited functionality available for using the records.
    • The Authority History database permanently stores:
      • All previous, now superseded, versions of authority records distributed by the Library of Congress
      • Versions of newly added and modified records distributed to Library of Congress by OCLC NACO participants
      • Copies of current authority records sent from LC via the distribution cycle (includes all records in the Authority File)
      • Name authority records deleted by OCLC quality control staff
    • Database coverage begins in the 1980's.
    • Records are stored and displayed in the MARC21 authorities format.

    About authority history records

    • Authority history records are view-only and always appear in display mode in the MARC Template view.
    • A timestamp at the top of the record shows the date and time when the record was added to the Authority History database. (Records in the Authority File do not contain a timestamp.)
    • You cannot edit, save, export, or derive new authority records from these records. You can copy text from an authority history record and then paste it into another record or document.
    • Actions available on displayed authority history records are: Print Record and View Authority Record (to retrieve the current version of the record in distribution from the Authority File).
    • More? For more information, search Help for the words authority history.
    • Use authority history records:
      • Trace the history of a currently distributed authority record or an LCCN. For example, you might want to know when changes were made, or when a cross-reference or citation was added. Or you want to check the cancelled authority record when the distributed record contains a subfield z in field 010.
      • Check for headings that you can no longer find in a distributed record in the Authority File.
      • Identify changes made to a distributed authority record.
      • Determine the origin of a problem with a distributed record.

    LCCN format details (field 010)

    The format for the Library of Congress Control Number (LCCN) includes the following segments:

    • Two or four year characters represent the year the record was created in machine-readable format
    • Serial number of one to six digits
    • Prefixes (n, no, nr, nb, sh, sj)

    The table provides details on data formatting for both pre-2001 LCCNs (2-digit year) and current LCCNs (4-digit year).

    LCCN segment

    Pre-2001 LCCN

    Length and position of segment

    2001 and later LCCN

    Length and position of segment

    Alphabetic prefix

    Up to 3 letters

    Positions 1 through 3

    1 to 3 leading blanks fill unoccupied positions

    Note: Prefix with 1 or 2 letters appears with letter(s) left-justified.

    1 or 2 letters

    Positions 1 and 2

    1 or 2 leading blanks fill unoccupied positions

    Note: Prefix with 1 letter appears with letter left-justified.

    Year

    2 digits

    Positions 4 and 5

    4 digits

    Positions 3 through 6

    Serial number

    1 to 6 digits

    Positions 6 through 11

    1-5 leading zeros fill unoccupied positions

    1 to 6 digits

    Positions 7 through 12

    1-5 leading zeros fill unoccupied positions

    Supplement blank

    1 blank after last digit of serial number

    Position 12

    Not needed

    Examples

    Name authority records

    n  79063767

    no 95015107

    nr 00013605

    Subject authority records

    sh 85010297

    sh 99001533

    Children's subject authority record

    sj 96006123

    Name authority records

    nr2005026233

    no2008131725

    n 2008000884

    Subject authority record

    sh2001000183

    Children's subject authority record

    sj2004004943


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    Validate bibliographic or authority record

    About validation

    Validation is a system function that checks the quality of bibliographic and authority records and prevents records with errors from being added to or replaced in WorldCat or the Authority File.

    • Validation on command. Validate a record as a separate step while creating or modifying a bibliographic or authority record. Use the Validate Record command (Edit list) to identify errors in the structure or data before taking a final action.
    • Automatic validation. When you take a final action, the system automatically validates the record before completing the action you request. If validation detects errors, you must correct them and then try again to take the final action.

    Note: Constant data. You cannot validate a constant data record. Connexion does no automatic validation of constant data records.

    Validate record

      Action Result
    1

    If not in Edit mode, on the Edit list click Edit Record or press <Alt><K> and then <L>.

     
    2

    On the Edit list click Validate Record or press <Alt><K> and then <V>.

    Connexion validates the entire record.

    If the record contains invalid elements (for example, tags, indicators or subfield codes) or invalid data (for example, fixed-field codes), Connexion displays error messages that identify the problem(s). Messages appear directly above the fields/elements to which they refer (template edit views). Messages appear above the text area in text area edit views. Messages about fixed-length fields (Leader, 008 or 006) appear between the Format list and the field elements.

    3

    Correct the error(s) and then retry validation.

    		  

    Automatic validation on final actions

    The following table shows the extent of automatic validation performed for each type of final action.

    Final action Validation performed

    Bibliographic record

    Update Holdings

    Produce and Update Holdings

    Alternate Produce and Update

    Default setting: By default, Connexion does not validate the record when you take these actions on an existing bibliographic record.

    Note: When you update holdings, even with validation level set to No, the system verifies that the following fields are present and, for some, checks for valid data: Leader, 001, 005, 008, 040 $c, 049 and 245 $a or 245 $k. If any required field is missing, or in some cases contains invalid data, you receive an error message.

    Validation level set: If you select Basic or Full validation for actions that set holdings, Connexion does the specified level of validation.

    Add new record to WorldCat

    (Update Holdings, Produce and Update Holdings, Alternate Produce and Update)

    For new records, Connexion always does full validation.

    Replace Record

    Validates edited fields only.

    Replace and Update Holdings

    Validates edited fields only for the Replace action.

    Applies the user-specified validation level for the Update Holdings action.

    Export Record

    Default setting. By default, Connexion does not validate exported records.

    Validation level set: If you select Basic or Full validation for single-record exports, Connexion does the specified level of validation.

    Delete Holdings

    Does not validate the record.

    Note: For Delete Holdings, although Connexion does no validation, the system verifies that the following fields are present and, for some, checks for valid data: Leader, 001, 005, 008, 040 $c, 049 and 245 $a or 245 $k. If any required field is missing, or in some cases contains invalid data, you receive an error message.

    Authority record

    Add Record

    Validates the entire record.

    Replace Record

    Validates edited fields only.

    Export Record in MARC

    Default setting. By default, Connexion does not validate exported authority records.

    Validation level set: If you select Basic or Full validation for single-record exports, Connexion does the specified level of validation.


    Specify validation levels for selected actions

    Note: You can also set the validation level for exporting on the Export Option screen under Validate Exported Bibliographic and Authority Records. If you change the setting on either screen, it changes automatically on the other screen.

    Note: When you select Basic or Full validation, each record must pass validation (in addition to the default Structure check) before Connexion completes the update or export action. If a record fails validation, you must correct the errors identified and then retry the update or export.

      Action
    1 On the Cataloging Options screen, locate the Validation Levels setting.
    2

    Set Holdings

    Select the level of validation to apply when you set holdings on a record.

    • Structure (Default). Minimum validation. Verifies that indicators, if present, are a single character, that BLvl and Type codes are correct, and that the following fields are present (for some, also checks validity of data): Leader, 001, 005, 008, 040 $c, 049, and 245 $a or 245 $k-
    • Basic. Checks the validity of elements, length, repeatability, type of data or codes, and other aspects of MARC record structure.
    • Full. Verifies record structure (as for basic validation) and also checks relationships between elements.

    Default setting: Structure.

    Note: When you add a record to WorldCat or replace a master record, Connexion always performs full validation.

    3

    Export Bibliographic Record

    Select the level of validation to apply when you export a single bibliographic record.

    • None No validation for exported records.
    • Basic Checks the validity of elements, length, repeatability, type of data or codes, and other aspects of MARC record structure.
    • Full Verifies record structure (as for basic validation) and also checks relationships between elements.

    Default setting: None.

    4

    Click Save My Default or Save for Session.


    Errors detected

    Validation verifies the following in records:

    • Valid fixed-field values, tags, indicators, and subfields as defined in OCLC-MARC Records and Bibliographic Formats and Standards.
    • Valid combinations of fixed-field values, tags, indicators, and subfields.
    • Repeatability and nonrepeatability of tags and subfields.
    • Valid number of characters in fields and records. The number of characters in a field cannot exceed 9,999. The number of characters in a record cannot exceed 99,999.

      Note: Record size. Size limits applied by Connexion validation are defined by MARC21 standards. For offline products such as catalog cards and accessions lists, and for OCLC MARC Subscription records, record size is restricted to 50 variable fields and 4096 characters. Individual variable fields are limited to 4096 characters. Records used for these services may be truncated.

    • Valid characters defined in OCLC-MARC Records.
    • Valid structure in some non-textual variable fields, for example, 006, 010, 020, 022, 030, and 040.

    Automatic data correction

    To speed your cataloging process, Connexion corrects minor errors when you validate a record as a separate step (take the Validate Record action) or when the system validates the record automatically when you take the Update Holdings, Produce and Update Holdings, Alternate Produce and Update or Replace Record action. Connexion corrects the following errors:

    • If you enter fixed field values in the wrong case (upper- vs. lowercase) the system automatically changes them to the correct case (bibliographic records only).
    • If the last character (check digit) in the ISBN or ISSN is a lowercase x, the system automatically changes it to uppercase (bibliographic records and authority records).
    • If you enter dlc in lowercase in $a of field 040, the system automatically changes it to uppercase (bibliographic records only).
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    Add non-Latin script in variant name headings in authority records

    About non-Latin scripts in variant name headings

    The Library of Congress and other major authority record exchange partners—British Library, National Library of Medicine, and OCLC, in consultation with the Library and Archives Canada—have implemented the use of non-Latin scripts in records for Name Authority Cooperative Program (NACO) contribution/distribution processes.

    NACO participants can add non-Latin script variant forms of name headings to specified 4XX and 7XX fields, and non-Latin script supporting notes in specified 6xx fields, to master LC name authority records. Non-Latin data is valid in the following heading fields: 400, 410, 411, 430, 451, 700, 710, 711, 730, and 751. Non-Latin data is valid in any of the subfields found the following 6xx fields: 667, 670, and/or 675. Supported non-Latin scripts are limited to those scripts that represent the MARC-8 repertoire of UTF-8. The MARC-8 repertoire includes character sets for the following scripts:

    • Arabic (including Persian)
    • Chinese
    • Cyrillic
    • Greek
    • Hebrew (including Yiddish)
    • Japanese
    • Korean

    Connexion browser supports using non-Latin scripts for variant heading and notes fields.

    Details

    • The Latin script or romanized form of a heading in field 1XX remains the authorized heading.
    • The LC authority file does not have paired records for Latin script and non-Latin script forms of name headings for the same entity.
    • NACO contributors should follow MARC 21's "Model B" for multiscript records. Model B provides for unlinked non-Latin script fields, such as authority record 4XX fields, that have the same MARC tags used for Latin script data.
    • Using Model B for authorities is a departure from the current bibliographic record practice of many Anglo-American Cataloging libraries, where non-Latin characters are exported as linked 880 fields (Alternate Graphic Representation) using the MARC 21 "Model A" for multiscript records.

    Character sets supported

    MARC-8 character sets for non-Latin scripts to be available for references in authority records are listed in MARC 21 Specifications for Record Structure, Character Sets, and Exchange Media, Code Tables. These character sets are subsets of UTF-8 Unicode that are approved for use in MARC 21 cataloging.

    The following list of non-Latin scripts are supported for authority records:

    • Basic Arabic = 33 (hex)
    • Extended Arabic = 34 (hex)
    • Chinese, Japanese, Korean (EACC) = 31 (hex)
    • Basic Cyrillic = 4E (hex)
    • Extended Cyrillic = 51 (hex)
    • Basic Greek = 53 (hex)
    • Basic Hebrew = 32 (hex)

    Input non-Latin characters via Connexion browser

    Connexion client offers extensive functionality for input, transliteration, character verification, and other tasks involved in cataloging with non-Latin scripts. Connexion browser does not provide built-in functionality to support direct input of non-Latin characters in authority records (or bibliographic records).

    Two methods for inputting non-Latin scripts via Connexion browser:

    • Copy the text from an electronic source text.
    • Use the Windows® Character Map utility to copy each character and then paste each character into a heading field.

    Copy/paste input. Connexion browser supports copying non-Latin text and pasting the copied characters into a 4xx, 6xx, or 7xx field in a name authority record.

    Windows Character Map Procedure:

    1. Open the Character Map. Open the Start Menu and navigate to: -> All Programs -> Accessories -> System Tools -> Character Map.
    2. In the Character Map window, select the Arial Unicode MS font.
    3. In the character chart, find the appropriate character set and then hover the mouse pointer on the character you want to insert. The name of the selected character appears in a popup. Double-click the character to adds it to the program's copy buffer; selected characters appear in the Characters to copy box. Continue selecting characters until the box contains all the characters you want to insert in the record.
    4. Click the Copy button or press <Ctrl><C> to copy the selected characters (contents of the Characters to copy box).
    5. Switch to the name authority record you are editing. Click in a 4xx, 6xx, or 7xx field where non-Latin script data is valid.
    6. To add the characters you selected and copied in the Character Map, right-click in the field and select Paste (or press <Ctrl><V>). The copied characters appear in the field.

    Display problems with bidirectional Arabic and Hebrew data

    Valid left-to-right character strings (multiple digit numbers and punctuation) appear mixed in with right-to-left script data in Arabic, Persian, and Hebrew records. Connexion browser does not control how these bidirectional strings display in lists or records. As a result, left-to-right data may display improperly.

    To ensure that this bidirectional data displays correctly, use Unicode formatting control characters. The formatting control characters are embedded within the text. Formatting characters distinguish how to display mixed left-to-right and right-to-left data in an Arabic or Hebrew field. However, you cannot insert the formatting control characters when editing in Connexion browser.

    Copy/paste input. Copied text may contain needed formatting characters. If the characters are present, bidirectional data copied from another source displays correctly via the browser interface.

    Direct input in Connexion client. Using Connexion client, you can insert these control characters directly. After you complete editing and add or replace the record, bidirectional data displays correctly when you open the record in Connexion browser.

    For details on formatting characters, see the Bidirectional Algorithm report on the Unicode Web site at: http://unicode.org/reports/tr9.

    Find name authority records with non-Latin script

    Connexion provides a character set identifier/index to support searching for records containing specific scripts. No script identifier appears in authority master records. However, you can use the character sets present index (vp:) (with the appropriate script codes) to search for or limit authority searches to those containing a specific script.

    Databases. You can use the character sets present (vp:) index to search:

    • Authorities database
    • Authorities History database

    Command line only. You can search the character sets present (vp:) index only by entering your search in the command line. The vp: index is not in the index lists provided on search screens or browse screens.

    Script codes table. The following table lists the scripts and codes for searching.

    Script Code (with vp index) Search example

    Arabic

    ara

    vp:ara

    Chinese, Japanese, Korean

    cjk

    vp:cjk

    Cyrillic

    cyr

    vp:cyr

    Greek

    gre

    vp:gre

    Hebrew

    hbr

    vp:hbr


    Connexion browser functionality supporting non-Latin script in authority records

    Basic authority record functionality. You can create, edit, search, browse, and save authority records (and authority constant data records) that contain non-Latin text. You can also export authority records with non-Latin script data. All basic functions supported for other authority records apply to records that contain non-Latin scripts.

    Multiple non-Latin scripts in a single record and/or a single field. A single record and a single field in a record can have multiple non-Latin scripts.

    Validation Authority record validation:

    • Is limited to name authority records (no sh/sj)
    • Is limited to the following heading fields: 400, 410, 411, 430, 451, 700, 710, 711, 730, 751
    • Is limited to specified 6XX notes fields. Non-Latin data is valid in any of the subfields found the following 6xx fields: 667, 670, and/or 675.
    • Checks for display from left to right or right to left based on the Unicode range of the first character after the first subfield code
    • Allows adding or replacing authority records only for characters supported in the MARC-8 repertoire of UTF-8.
    • Allows exporting authority records with non-MARC-8 data added locally only if validation level is set to None.
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    Insert diacritics and special characters

    Diacritics and special characters in Connexion

    Character sets supported in Connexion services

    • WorldCat: Only the ALA Character set is fully supported. The ALA Character set is a defined character set widely used by libraries in English-speaking countries. ALA refers to the American Library Association. The ALA Character Set supports the representation of characters (primarily the Roman alphabet and some special characters) and diacritics commonly used in Latin-based/influenced languages.
    • Authority File: Only the ALA Character set is fully supported.
    • Pathfinders: Full Unicode support.
    • Dewey Services: Displays in Unicode.
    • Unicode encoded in UTF-8: To maximize Connexion's potential as a Web-based system for use by agencies worldwide, Connexion uses the UTF-8 character format to communicate with Web browsers and as its internal storage format. UTF-8 is a compact encoding of Unicode, a widely adopted standard that supports the communication of a large array of characters from the world's chief languages and scripts.
    Connexion Database Import Editing/Validation Creation Export
    WorldCat Conversion to Unicode Unicode equivalents of ALA Character Set ALA Character Set

    OCLC MARC: ALA Character Set

    DC HTML & DC RDF: UTF-8

    Authority File N/A Unicode equivalents of ALA Character Set ALA Character Set MARC21: ALA Character Set
    Pathfinder database Conversion to Unicode Unicode Unicode UTF-8
    WebDewey and Abridged WebDewey N/A N/A N/A N/A

    Exported records

    • Bibliographic records exported as Dublin Core records in DC HTML or DC RDF have their content encoded in Unicode.
    • Bibliographic records exported as MARC21 records have their content encoded in the ALA Character Set.
    • Authority records are exported as MARC21 records and have their content encoded in the ALA Character Set.
    • Pathfinders are exported as UTF-8 in HTML.

    Character rendering: bibliographic records and authority records

    • In a browser-based environment, several factors beyond OCLC's control can interfere with entering and viewing diacritics and special characters in their customary typographic forms:
      • Type and version of Web browser
      • Fonts available for the specific browser and version
      • Limitations of display devices
      • Limitations of input devices
    • To minimize the anticipated problems with editing and display, Connexion employs character handling techniques that impose reasonable consistency on the display and input of diacritics and special characters.

    Unicode fonts recommended

    • For best results when viewing and editing records and pathfinders, and when viewing Web-based resources, specify a Unicode font in your browser (font settings are found in Options or Preferences). Using a Unicode font lets you take full advantage of the system's adoption of the Unicode standard for character encoding.
    • For an extensive set of diacritics and special characters, OCLC recommends that you have the Arial Unicode Microsoft font (Arial Unicode MS) installed on your workstation and specified in your browser. Microsoft provides the font with many applications, including Microsoft Office 2000, Office XP, FrontPage 2000 or later, and Publisher 2002 or later. The Lucida Sans Unicode font, provided with Microsoft Windows 2000 and Windows XP, has a less-complete character set but may meet your needs.

    Browser font settings

    • Note: You must have the recommended fonts installed on your workstation before you can select them in your browser.
    Browser Check or change font settings

    Microsoft Internet Explorer

    Note: For best results with Connexion and other sites or applications, select Unicode fonts for both Latin Based and User Defined language scripts.
    1. On the Tools menu click Internet Options.
    2. In the Internet Options dialog box, on the General tab, click the Fonts button.
    3. In the Fonts dialog box, from the Language Script list, select Latin Based.
    4. Under Web Page Font, select Arial Unicode MS.
    5. Under Plain Text Font, select a Unicode font if one is listed.
    6. In the Fonts dialog box, from the Language Script list, select User Defined.
    7. Under Web Page Font, select Arial Unicode MS.
    8. Under Plain Text Font, select a Unicode font if one is listed.
    9. Click OK to close the Fonts dialog box. Then click OK again to close the Internet Options dialog box.

    Netscape browsers

    Note: For best results with Connexion and other sites or applications, select Unicode fonts for both Unicode and Western encoding.

    Select fonts for Unicode encoding

    1. On the Edit menu click Preferences
    2. In the left pane expand the Appearance category and then click Fonts.
    3. In the right pane, from the Fonts For list, select Unicode.
    4. From the Proportional list, select Sans Serif.
    5. From the Sans Serif list, select Arial Unicode MS.
    6. From the Monospace list, select Lucida Sans Unicode.
    7. Click OK to apply the change and close the Preferences dialog box.

    Select fonts for Western encoding

    1. Reopen the Preferences --> Fonts dialog box.
    2. From the Fonts For list, select Western.
    3. Repeat steps 4 through 7 to complete selecting Unicode fonts.

    Input and display: edit mode

    Entry methods supported

    1. As Unicode characters (e.g., a u with umlaut entered as ü, a British pound sterling symbol entered as £).
      • If using Internet Explorer, you can open a window that lets you click a graphic of the desired character to insert characters in the ALA-defined set. (Windows only: not supported by Macintosh versions of IE.)
      • Or Type Unicode characters using a Unicode-enabled keyboard.
      • Or Cut and paste Unicode characters from other sources such as the Connexion Diacritics window, other documents or the Windows Character Map utility.
    2. Using a Connexion-modified, OCLC standard bar syntax.
      • Bar syntax represents a diacritic as a 2-character code between 2 pipe or vertical bar symbols (| |), placed beside the letter it modifies (e.g. a u with umlaut is entered as u|um|).
      • Bar syntax represents a special character as a 2-character code between two pipe or vertical bar symbols ( | | ) (e.g., a British pound sterling symbol is entered as |ps|).
      • Use the list of bar-syntax codes for diacritics and special characters from the ALA Character Set. The table of codes appears at the end of this section..

    Display of ALA Character Set

    • In edit mode, you can choose to display diacritics and special characters or to display their bar syntax coding. Use the option labeled Diacritics and Special Characters in Edit View on the Interface Customization Options screen.
    • If you choose Display Diacritic or Character (default setting, Connexion displays the typographic forms of ALA characters in edit mode.
    • If you choose Display Bar Syntax, Connexion automatically transforms all Unicode equivalents of the ALA Character Set diacritics and special characters into the Connexion-modified bar syntax when you take an action.
    • When transformed to bar syntax, diacritics appear to the right of the characters they modify.
    ALA Character Set
    ALA Character entry method Example Display Diacritic or Character option Display Bar Syntax option
    Unicode character keyed or pasted

    ü

    £

    ü

    £

    u|um|

    |ps|

    Coded in bar syntax

    u|um|

    ü

    £

    u|um|

    |ps|


    Display of non-ALA Unicode characters

    • Connexion displays the correct typographic forms of non-ALA Unicode characters, subject to limitations of the fonts installed on your workstation.,
    • A character not available in the installed font is represented as an empty box.
    Non-ALA Unicode Characters
    Non-ALA Character entry method Example Result in Edit Mode Transformed Example
    Unicode character keyed or pasted ¥

    Unicode character

    Or

    Empty box if character not available in font

    ¥

    Or

    empty box


    Appearance in display mode

    Diacritic appearance in display mode
    Letter + diacritic in record Internet Explorer and Netscape (supported versions)
    Character available in font (ALA or non-ALA) Composed character
    Character not available in font (ALA or non-ALA) Letter followed by empty box

    Special character appearance in display mode
    Special character in record Internet Explorer and Netscape (supported versions)
    Character available in font (ALA or non-ALA) Special character
    Character not available in font (ALA or non-ALA) Empty box

    Enter ALA-defined diacritics and special characters

    1. Character chart window (requires Internet Explorer). With Internet Explorer, you can open a window that lets you click a graphic of the desired symbol to insert diacritics and special characters. (Note: Windows only. Not supported by Macintosh versions of IE.)
    2. Bar syntax coding method. Represent diacritics as 2-character mnemonic codes entered between vertical bar (pipe) (|) symbols. To produce a letter with a diacritic above or below it, type the code for the diacritic after the letter it modifies. Represent special characters as 2-character mnemonic codes entered between vertical bar (pipe) (|) symbols.
    3. Unicode composed characters method. Enter letters with diacritics in their composed typographic forms. Produce composed characters in your choice of 3 ways:
      • Use the keyboard, if you have a keyboard map that supports entry of Unicode characters.
      • Copy desired characters from other text and paste them into a record you are editing in Connexion.

        Connexion diacritics table. Click Diacritics on the header bar to open a window that contains a table of ALA Character Set diacritics and special characters. See the section titled Table of diacritics and special characters for identification and input for more information about this feature.

        Character set test records. A good source for characters is OCLC's set of character set test records. To find the character set test records, search WorldCat via Connexion for the OCLC control numbers #8448190, #8460397, and #8463440. Retrieving these records incurs a search charge. To avoid re-searching, save the test records.

        Other Windows-based or Web-based text may work also. You may need to experiment to find the best sources.

      • Use the Character Map utility (in the Accessories group on the Windows Start menu) in either Windows 2000 or Windows XP (Unicode-compliant operating systems).

    Character chart window (Internet Explorer for Windows only)

      Action
    1

    Place the cursor where you want to insert a diacritic or special character.

    • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.

      Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.

    2
    • Press <F7>.
    3

    In the Enter Diacritics and Special Characters window, click a diacritic or special character to insert it at the cursor position.

    4

    When finished entering ALA characters, click Close.


    Bar syntax coding method

    Action

    Letter with diacritic above or below

    1. First type the letter.
    2. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    3. Then type the mnemonic for the diacritic.
    4. Type another vertical bar symbol.

    Example: To produce a u with umlaut type u|um|

    Special character

    1. Type a vertical bar (pipe) symbol (Shift + backslash on most keyboards).
    2. Then type the mnemonic for the diacritic.
    3. Type another vertical bar symbol.

    Example: To produce a British pound symbol, type |ps|


    Unicode keyboard or copy/paste method

    Action
    • Type the composed character (letter with diacritic) or special character using a Unicode enabled keyboard.

      Or

    1. Copy the composed character (letter with diacritic) or special character from
      • The Connexion table of ALA characters. To view the table, click Diacritics on the header bar.
      • Another record or an OCLC character set test record.
      • The Windows Character Map
      • Other Windows-based or Web-based text.
    2. Paste the character into the record.

    Example: To produce a u with umlaut, type (or paste) ü


    Entry rules for ligatures, paired diacritics, multiple diacritics

    • Enter all diacritics to the right of the letter they modify.
    • The following table shows how to apply this rule to enter more complex character/diacritic combinations.
    Diacritic Entry rules

    Ligatures

    i and a with ligatures

    Rule Enter letters and ligatures in this order: Letter1-LigatureLeft-Letter2-LigatureRight

    Examples

    i-LigatureLeft-a-LigatureRight = i|ll|a|lr|

    Double tilde

    n and g with double tilde

    Rule Enter letters and tildes in this order: Letter1-TildeLeft-Letter2-TildeRight

    Examples

    n-TildeLeft-g-TildeRight = n|tl|g|tr|

    Diacritic above and below

    a with dot below and circumflex
    r with circle below and macron

    Rule Enter letter and diacritics in this order: Letter-DiacriticBelow-DiacriticAbove

    Examples

    ạ ^ = a|db||cf|
    r̥ ¯ = r|cb||ma|

    Two diacritics above

    u with tilde and macron
    o with acute and circumflex
    a with grave and circumflex

    Rule Enter diacritics from letter outward: Letter-DiacriticNearer-DiacriticFarther

    Examples

    u~¯ or u|td||ma|
    o´^ = o|ac||cf|
    a`^ = a|gr||cf|

    Enter non-ALA Unicode characters

    Unicode keyboard or copy/paste method. Produce characters in your choice of 3 ways:

    1. Use the keyboard, if you have a keyboard map that supports entry of Unicode characters.
    2. Copy desired characters from other text and paste them into a text box in Connexion. Any Windows-based or Web-based text may work. You may need to experiment to find the best sources.
    3. Use the Character Map utility (in the Accessories group on the Windows Start menu) in either Windows NT 4.0 or Windows 2000 (Unicode-compliant operating systems).
    Action
    • Type the composed character (letter with diacritic) or special character using a Unicode enabled keyboard.

      Or

    1. Copy the composed character (letter with diacritic) or special character from another source or from the Windows Character Map.
    2. Paste the character into the record.

    Example: To produce a yen currency symbol, type (or paste) ¥


    Subfield delimiter and dollar sign (MARC edit views)

    • To enter a subfield delimiter (‡) in MARC Template or MARC Text Area edit view,
      • Type a single dollar sign ($). Press <Shift><4> to create the $. Connexion shows the dollar sign as a subfield delimiter (‡) in display mode.
    • To enter a dollar sign as a currency symbol (not to represent a subfield delimiter): In MARC Template or MARC Text Area edit view, type 2 dollar signs ($$). Do not type a space between the 2 dollar signs.

    Table of diacritics and special characters for identification and input

    About the table

    While editing, you can consult a quick-reference table that lists

    • Name of the diacritic or special character
    • Bar-syntax mnemonic code for inputting the diacritic or character
    • Examples that illustrate the appearance of the diacritic or character
    • Languages in which the diacritic/character is used
    • Notes on appropriate use (where applicable)

    View the table of diacritics and special characters

    Action Result

    On the header bar (black bar at the top of every system screen), click Diacritics.

    The table of diacritics and special characters appears in a new browser window.


    Use the table of diacritics and special characters

    • Review guidelines. Before using the table, click the link Guidelines for Use to jump to important reminders and precautions. Please review this information before copying text from the table into a record.
    To Do this

    Find a character or language by name.
    • On the browser's Edit menu (or Search menu), click Find.
      Or
    • Press <Ctrl><F>
    • In the Find dialog box, type the character name or language name and click OK.

    Identify a character.
    • Scroll the table and find the character image in the Examples column.

    Copy and paste from the table to enter a diacritic or special character.
    • Find the diacritic or character you want to use.
    • Select the bar-syntax code.
      Or
    • Select an image in the Examples column.
    • On the browser's Edit menu, click Copy. Or press <Ctrl><C>.
    • Switch to the browser window that contains the record you are editing. Click once in the record where you want to insert the character.
    • On the browser's Edit menu click Paste. Or press <Ctrl><V>.

    Bar syntax codes for diacritics and special characters

    To insert this symbol or character Type this code
    acute accent (diacritic) |ac|
    ae digraph lowercase |ae|
    AE digraph uppercase |AE|
    alif |al|
    ayn |ay|
    breve (diacritic) |br|
    candrabindu (diacritic) |cu|
    caret/circumflex (diacritic) (nonspacing) |cf|
    caret/circumflex (spacing) ^
    cedilla (diacritic) |ce|
    circle above (diacritic) |ca|
    circle below (diacritic) |cb|
    high comma centered (diacritic) |cc|
    high comma off center (diacritic) |co|
    copyright sign |cs|
    d with cross bar lowercase |dc|
    D with crossbar uppercase |DC|
    degree sign |ds|
    dot below (diacritic) |db|
    dot in middle |dm|
    double acute (diacritic) |da|
    double dot below (diacritic) |dd|
    eth lowercase |et|
    Eth uppercase |ET|
    grave (diacritic) (nonspacing) |gr|
    grave (spacing) `
    Greek alpha |ga|
    Greek beta |gb|
    Greek gamma |gc|
    hacek (diacritic) |ha|
    hook left (diacritic) |hl|
    hook right (diacritic) |hr|
    hooked o lowercase |ho|
    hooked O uppercase |HO|
    hooked u lowercase |hu|
    hooked U uppercase |HU|
    Icelandic thorn |it|
    Icelandic thorn uppercase |IT|
    inverted exclamation point ! |ie|
    inverted question mark ? |iq|
    ligature left half (diacritic) |ll|
    ligature right half (diacritic) |lr|
    macron (diacritic) |ma|
    musical flat |mf|
    musical sharp |ms|
    miagkiy znak |mz|
    non-breaking space | |
    oe digraph lowercase |oe|
    OE digraph uppercase |OE|
    Polish l lowercase |pl|
    Polish L uppercase |PL|
    plus or minus |pm|
    pound sterling |ps|
    pseudo question mark ? (diacritic) |pq|
    right cedilla (diacritic) |rc|
    recording sign |rs|
    script l |sl|
    Scandinavian o with slash lowercase |so|
    Scandinavian O with slash uppercase |SO|
    subscript patent mark |bp|
    subscript left parenthesis |b(|
    subscript right parenthesis |b)|
    subscript plus |b+|
    subscript minus |b-|
    subscript 0 |b0|
    subscript 1 |b1|
    subscript 2 |b2|
    subscript 3 |b3|
    subscript 4 |b4|
    subscript 5 |b5|
    subscript 6 |b6|
    subscript 7 |b7|
    subscript 8 |b8|
    subscript 9 |b9|
    superior dot (diacritic) |sd|
    superscript left parenthesis |p(|
    superscript right parenthesis |p)|
    superscript plus |p+|
    superscript minus |p-|
    superscript 0 |p0|
    superscript 1 |p1|
    superscript 2 |p2|
    superscript 3 |p3|
    superscript 4 |p4|
    superscript 5 |p5|
    superscript 6 |p6|
    superscript 7 |p7|
    superscript 8 |p8|
    superscript 9 |p9|
    Turkish I |ti|
    tilde left (diacritic) |tl|
    tilde right (diacritic) |tr|
    tilde (diacritic) (nonspacing) |td|
    tilde (spacing) ~
    tverdyi znak |tz|
    umlaut (diacritic) |um|
    underscore (diacritic) (nonspacing) |us|
    underscore double (diacritic) |ud|
    underscore (spacing) _
    upadhmaniya (diacritic) |up|
    vertical bar |ba|
    0 (zero) width joiner |zj|
    0 (zero) width non-joiner |zn|

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    Enter Diacritics window

    Use this window

    • Requires Internet Explorer browser. To use the Enter Diacritics and Special Characters window, you must log on to Connexion using Microsoft Internet Explorer, version 5.5 or later.
    • Note: Windows only. Not supported by Macintosh versions of IE.

    Insert diacritics and characters from an ALA-defined set into

    • Bibliographic records for items in languages other than English.
    • Authority records for names and subjects in languages other than English.
    • Pathfinders with content in languages other than English.

    Open this window

      Action
    1

    Place the cursor where you want to insert a diacritic or special character.

    • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.

      Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.

    2
    • Press <F7>.

    Features

    Feature How to use
    Chart with graphics of diacritics and special characters
    • View all characters and diacritics available for insertion in records.
    • Click a character or diacritic to insert it at the cursor position.
    • WorldCat and the Authority File support only the standard character set defined by the American Library Association (ALA).
    Character list
    • Click the name of a diacritic or special character to select it. The selected symbol is highlighted in the graphical chart.
    • When you point to a diacritic or special character in the chart, the name of that symbol appears in the Characters list box.
    • Default setting: None
    Language list
    • Click the name of a language to highlight in the chart diacritics and special characters used for that language.
    • The window retains your language selection until you choose another language.
    • Default setting: None

    Buttons

    Button How to use
    Close

    Close the window.

    Help

    View a context-specific Help topic that explains how to use the window.


    Entry procedure

      Action
    1

    Place the cursor where you want to insert a diacritic or special character.

    • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.

      Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.

    Enter ligatures, paired diacritics, or multiple diacritics

    2
    • Press <F7>.
    3

    In the Enter Diacritics and Special Characters window, click a diacritic or special character to insert it at the cursor position.

    4

    When finished entering ALA characters, click Close.


    Unicode fonts recommended

    • For best results when viewing and editing records and pathfinders, and when viewing Web-based resources, specify a Unicode font in your browser (font settings are found in Options or Preferences). Using a Unicode font lets you take full advantage of the system's adoption of the Unicode standard for character encoding.
    • For an extensive set of diacritics and special characters, OCLC recommends that you have the Arial Unicode Microsoft font (Arial Unicode MS) installed on your workstation and specified in your browser. Microsoft provides the font with many applications, including Microsoft Office 2000, Office XP, FrontPage 2000 or later, and Publisher 2002 or later. The Lucida Sans Unicode font, provided with Microsoft Windows 2000 and Windows XP, has a less-complete character set but may meet your needs.

    Browser font settings

    • Note: You must have the recommended fonts installed on your workstation before you can select them in your browser.
    Browser Check or change font settings

    Microsoft Internet Explorer

    Note: For best results with Connexion and other sites or applications, select Unicode fonts for both Latin Based and User Defined language scripts.
    1. On the Tools menu click Internet Options.
    2. In the Internet Options dialog box, on the General tab, click the Fonts button.
    3. In the Fonts dialog box, from the Language Script list, select Latin Based.
    4. Under Web Page Font, select Arial Unicode MS.
    5. Under Plain Text Font, select a Unicode font if one is listed.
    6. In the Fonts dialog box, from the Language Script list, select User Defined.
    7. Under Web Page Font, select Arial Unicode MS.
    8. Under Plain Text Font, select a Unicode font if one is listed.
    9. Click OK to close the Fonts dialog box. Then click OK again to close the Internet Options dialog box.

    Netscape browsers

    Note: For best results with Connexion and other sites or applications, select Unicode fonts for both Unicode and Western encoding.

    Select fonts for Unicode encoding

    1. On the Edit menu click Preferences
    2. In the left pane expand the Appearance category and then click Fonts.
    3. In the right pane, from the Fonts For list, select Unicode.
    4. From the Proportional list, select Sans Serif.
    5. From the Sans Serif list, select Arial Unicode MS.
    6. From the Monospace list, select Lucida Sans Unicode.
    7. Click OK to apply the change and close the Preferences dialog box.

    Select fonts for Western encoding

    1. Reopen the Preferences --> Fonts dialog box.
    2. From the Fonts For list, select Western.
    3. Repeat steps 4 through 7 to complete selecting Unicode fonts.

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    Authority record actions: edit modes

    Edit modes and edit views

    • Edit mode. You are in local edit mode when you use the Edit Record action to begin editi