Edit Authority Records

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)

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)

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.

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.

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.

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

Any record in the Authority File.

Any modification for local use.

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.

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.

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.

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.

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.

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>

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.

• 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.

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.

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.

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.

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.

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.

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.

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.

2 digits

Positions 4 and 5

4 digits

Positions 3 through 6

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

1 blank after last digit of serial number

Position 12

Not needed

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

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>

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.

• 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.

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.

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.

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.

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.

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.

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.

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.

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.

2 digits

Positions 4 and 5

4 digits

Positions 3 through 6

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

1 blank after last digit of serial number

Position 12

Not needed

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

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

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.

Correct the error(s) and then retry validation.

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.

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.

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.

Click Save My Default or Save for Session.

Arabic

ara

vp:ara

Chinese, Japanese, Korean

cjk

vp:cjk

Cyrillic

cyr

vp:cyr

Greek

gre

vp:gre

Hebrew

hbr

vp:hbr

OCLC MARC: ALA Character Set

DC HTML & DC RDF: UTF-8

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.

ü

£

ü

£

u|um|

|ps|

u|um|

ü

£

u|um|

|ps|

Unicode character

Or

Empty box if character not available in font

¥

Or

empty box

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.

• Press <F7>.

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

When finished entering ALA characters, click Close.

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|

• 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

Ligatures

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

Examples

Double tilde

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

Examples

Diacritic above and below

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

Examples

Two diacritics above

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

Examples

• 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) ¥

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.

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>.

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.

• Press <F7>.

• 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).

• 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

• 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

Close the window.

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

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

• Press <F7>.

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

When finished entering ALA characters, click Close.

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.

On the Edit list, click Display Record.

The system presents the current record in a display view.

Return to the edit view of the record.

On the Action list, click Back to Local Edit or Back to Master Edit.

On the Edit list, click Reformat Record.

The system redisplays the record.

Reformatting removes empty fields and arranges fields in (approximate) ascending tag number order.

On the Edit list, click Validate Record.

For a valid record, the system redisplays the record.

If the record contains invalid data, the system displays 1 or more error messages that identify the problem(s). Messages appear directly above the fields/elements to which they refer.

Correct any validation errors.

Validate the record again to verify.

1. On the Action list click Print Record.

   Or

   Press <F12>.

2. In the Print dialog box, click Print.

Report an error in a record by sending an e-mail message to OCLC quality control staff.

1. View the authority record for which you want to report an error.
2. On the Action list click Report Error or press <Alt><K> and then <7> (or press <Alt><J> and then < 7>).
3. In the Report Error dialog box, complete the required fields at the top of the window: OCLC Symbol, User Name, and E-Mail.
4. In the large text box, type a description of the problem.
5. (Optional) To request a copy of the e-mail message containing the error report, select the check box labeled Send a copy of the e-mail message to me.
6. Click Report Error to send the error report.

Save Record

Save a new or existing record or resave a saved record

On the Action list, click Save Record.

The system asks you to assign a workflow status to the record and to confirm that you want to save it.

Open the list of statuses and click the status most appropriate for the record's position in your workflow.

Click Yes to confirm that you want to save the record.

Results

The system presents the saved record in a display view.

The save file slot number appears at the top of the screen.

The record remains in the Authority Save File for 90 days. If not resaved to restart aging, it is automatically deleted.

New record. A saved new record is deleted from the save file when you add the record to the Authority File.

Master record. A saved master record is deleted from the save file when you replace the record in the Authority File.

Or

Click No to cancel saving the record.

Locked master record

When you save a locked master record, the system places a long-term (14-day) lock on the master record in the

OCLC Authority File. Other users can retrieve a copy, but cannot change the master record.

Resave record

When you resave a record, the system resets the record's age in the save file to 0 days.

Delete Save File Record

(saved records only)

On the Action list, click Delete Save File Record.

Then click OK to confirm that you want to delete the record.

Or

Click Cancel to keep the record in the Authority Save File.

Results

If you click OK, the system deletes the record and displays a confirmation message.

If you click Cancel, the system redisplays the record in the view you were using.

On the Edit list, click Cancel Changes.

The system asks you to confirm that you want to discard changes you made while editing the record.

Click Yes to cancel edits.

Or click No to keep your changes and continue editing.

Results

Existing record. The system redisplays the record from the Authority File, in display mode. Any locks on the record are released.

New record (saved). The system redisplays the record from the Authority Save File.

New record (unsaved). The system deletes the record and returns you to the Create Record screen.

Derive New Record

Not available for subject authority record

In the Edit list, click Derive New Record.

The record content is redisplayed for editing. NEW appears in the OCLC: field.

When you add a new record based on the derived record to the Authority File, the system supplies

• An OCLC authority record number (ARN)
• A Library of Congress control number (LCCN)
• Your organization code in the 040 field

In the Edit list, click Unedit Record.

The system redisplays the record as originally retrieved from the Authority File (for an unsaved record) or as last saved (if the record is in the Authority Save File).

The record remains in the edit mode you were using. Any locks are retained.

Add Record

(NACO authorized users only)

Not available for subject authority record

Complete the new record you are editing.

Or

Retrieve the completed record from the Authority Save File in edit mode.

Prevent duplicate records

• Search the Authority File immediately before adding the new record verify that no other user has created a record for the heading since you began working on your record.

Add new record

• If you find no existing records, open the Action list and click Add Record.
• Click OK to confirm that you want to add the record.

Results

• The system validates the record. If the system reports validation errors, make the necessary corrections and retry adding the record.

When the record is valid, the system

• Adds the record to the OCLC Authority File.
• Assigns an OCLC authority record number (ARN) and a Library of Congress control number (LCCN).
• Stores the record for delivery to the Library of Congress for approval.
• Adds the record to the Authority File.
• Locks the new master record pending Library of Congress approval. When LC staff approve the record and insert the date/time in field 005, the record is unlocked. (Note: Your lock on the record is released.)
• Deletes the original record from the Authority Save File.
• Displays the new authority record, including the assigned ARN and LCCN (local edit mode).
• Displays a message confirming that the record has been added to the OCLC Authority File.

Release Lock

(Master edit mode only)

On the Action list, click Release Record Lock.

Click OK to confirm that you want to replace the record.

The master authority record is unlocked in the OCLC Authority File.

You switch to local edit mode.

Replace Record

(NACO authorized users only)

(Master edit mode only)

Not available for subject authority record

On the Action list, click Replace Record.

Click OK to confirm that you want to replace the record.

Results

Validation

• The system tries to replace the record in the Authority File. The system validates the record before replacing it.
• If the record contains invalid data, the system returns you to edit mode. Validation messages inserted in the record highlight errors. Correct the errors and then retry replacing the record.

Replace in Authority File

When the record is valid, the system:

• Replaces the record in the Authority File.
• Stores the record for delivery to the Library of Congress for approval.
• Locks the replaced master record pending Library of Congress approval.
• Deletes the modified record from the Authority Save File.
• Displays the modified master authority record (local edit mode).
• Displays a message confirming that the record has been replaced in the OCLC Authority File.

Submit for Review

1. Prepare the record you want to submit for review.
2. On the Action list, click Submit for Review or press <Alt><K><>> (right angle bracket).
3. In the popup window, check the displayed list of reviewer institutions and edit the list if necessary.

   Or

   Type a list of OCLC symbols, separated by semicolons.

   Note: You can enter symbols in lowercase or uppercase. The system converts symbols to uppercase before validating them.

4. Click OK to submit the record for review.

   Or click Cancel if you do not want to submit the record now.

Results

When you click OK, the system:

• Validates OCLC symbols you supplied. If any symbol is invalid, the system does not submit the record. An error message identifies the invalid symbol(s). You must retry submitting the record. When prompted, correct all invalid symbols and then click OK.
• Sets the record's Review status to Submitted for Review.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically saves the record to the bibliographic save file or the authority save file.
• Displays the submitted record (display mode).
• Displays messages confirming that the record has been submitted and that the record has been saved.
• Shows the record's save file number.

Recall Submitted Record

1. Retrieve the record you want to recall.
2. On the Action list, click Recall Submitted Record or press <Alt><K><<> (left angle bracket).
3. Click OK to recall the record.

   Or click Cancel if you do not want to recall the record now.

Results

When you click OK, the system:

• Removes the Review status Submitted from the record.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically resaves the record to the bibliographic save file or the authority save file.
• Displays the record (display mode).
• Displays messages confirming that the record has been recalled and that the record has been saved.
• Shows the record's save file number.

On the Edit list, click Derive New Constant Data Record.

Edit the new CD record to add or revise content.

On the Action list click Save Constant Data Record.

In the dialog box, enter a name for the constant data record. Use a name that indicates the content or purpose of the constant data.

Then click OK to add the record to your institution's constant data database.

1. Retrieve the authority record to which you want to apply a constant data record. The record must be in edit mode.
2. On the Edit list, click Apply CD By Name or press <Alt><K> and then <5> (or <Alt><J> and then <5>).

   An entry opens above the record header.

3. Specify fields to apply. In the entry area, select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
4. In the Specific CD Name text box, type the name of the constant data record you want to apply.
5. Click Apply CD or press <Enter>.

1. Retrieve the authority record to which you want to apply a constant data record. The record must be in edit mode.
2. On the Edit list, click Apply CD From List or press <Alt><K> and then <6> (or <Alt><J> and then <6>).
3. Specify fields to apply. In the Select Constant Data window, select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
4. In the list of constant data records, click the hyperlinked name of the constant data record you want to apply.

In the Edit list, click Apply Default CD or press <Alt><K> and then <C>.

Results:

• Fields in your default constant data are inserted in the authority record as follows:
• Values of elements in the fixed field (008) replace corresponding elements in the authority record, unless the authority constant data contains asterisks (*) in place of a value. Or edit your default constant data and set the MARC Fields to Apply option to Variable fields only.
• Variable fields in default constant data are added to the authority record. Constant data variable fields do not replace corresponding variable fields in the authority record. Edit the resulting record to combine or delete unwanted repeated variable fields.
• Fields applied. Depending on the option you selected within the default constant data, the system adds the entire record, the fixed fields only, or the variable fields only.

Change fields applied

To change the setting for this option, edit your default constant data.

On the Authorities tab, under Show Options, click Default CD.

You cannot change the setting for each record when adding authority constant data; you must set it in the default constant data before you apply default constant data to an authority record.

On the Edit list, click Select Constant Data

(Optional) In the Select Constant Data window, specify which fields of the constant data record you want applied to the authority record.

• Click to select the option button for Whole Record or Variable Fields Only or Fixed Field Only.
• Default setting: Whole Record.

In the list of constant data records, click the hyperlinked name of the constant data record you want to apply.

Results

• MARC constant data fields applied. Depending on the option you selected, the system adds the entire record, the fixed field only, or the variable fields only.

On the Action list, click Export Record in MARC.

• Validation. By default, Connexion does not validate authority records before exporting them. For single-record exports, you can request basic or full validation. For records that fail validation, you must correct errors and then retry exporting.
• For export to a file (default), the system adds the record to a file on the Connexion server. Exported records are appended to the same file until you download the file.
• For TCP/IP export (direct to local system), the system exports the record immediately.

Note: You cannot export a new authority record (without an LCCN or ARN).

View Authority History Record(s)

To retrieve superseded or deleted versions of the Authority File record, on the View list, click View Authority History Record(s) or press <Alt><K> and then <H>.

Result:

Connexion searches the Authority History database for records with the same OCLC ARN. A single record or a results list appears in a new window. Authority History records are view-only; you cannot edit, save, or export the records.

On the Action list, click Flag Authority Record.

The record remains flagged during the current session or until you unflag it.

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.

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.

Add Record (new record only)

Not available for subject authority record

Retrieve and apply a stored constant data record to the authority record you are editing.

Choose to apply the whole CD record, fixed field only, or variable fields only.

Retrieve and apply a constant data record to the authority record you are editing.

Choose to apply the whole CD record, fixed field only, or variable fields only.

Existing record. The system redisplays the record from the Authority File, in display mode. Any locks on the record are released.

New record (saved). The system redisplays the record from the Authority Save File.

New record (unsaved). The system deletes the record and returns you to the Create Record screen.

Derive New Record

Not available for subject authority record

Lock Master Record

Not available for subject authority record

Release Lock

Not available for subject authority record

Replace Record (existing record only)

Not available for subject authority record

Overwrite the master authority record with your modified working copy.

Replace the record in the OCLC Authority File.

Submit for Review

Submit a record for review by colleagues at other institutions.

Recall Submitted Record

Remove Review status from a submitted record; the record is no longer available for review.

View Authority History Record(s)

Retrieve superseded or deleted versions of the Authority File record.

Search

Yes

Yes

Yes

The system redisplays the record as originally retrieved from the Authority File (for an unsaved record) or as last saved (if the record is in the Authority Save File).

The record remains in the edit mode you were using. Any locks are retained.

Retrieve a bibliographic or authority record or create a new record.

• On the Action list, click Print Record.

  Or

• Press <F12>.

Connexion formats the record for printing and transmits the formatted record to the browser.

In the Print dialog box, click Print.

Overall appearance

• Resembles the display view of the record, not the edit view (no text boxes, etc.).
• Excludes interface elements (lists, navigation buttons, etc.) that are not part of record content or administrative information.

Record Header

Database or workform name

• Database from which you retrieved the record.
• New record. Database to which you added the new record.
• Workform. Workform name for new record not yet saved or added.

Title, heading, or constant data name (truncated if longer than one line).

• MARC bibliographic record. The printed title includes text from subfields $a, $f, $g, $k, $n, and $p.
• MARC authority record. The printed heading includes text from all alphabetic subfields.
• Dublin Core bibliographic record. Title includes all text in the Title element.
• Note: For MARC and Dublin Core bibliographic records, the format name appears in place of the title until you add data in field 245 (MARC) or the Title element (Dublin Core).

Variable fields

• Blank call number fields and other field prompts without data are printed.
• For long fields, the complete text is printed, even if not fully visible in the displayed record.

Field 049

• Not printed if you retrieve the record in display mode and print directly from a display view.
• Once you begin editing, field 049 appears in the record and is printed.

URLs

• The URL is printed with an underscore to indicate a link.

Controlled headings and DDC numbers

• Text in the controlled field is printed with an underscore to indicate a link to the authority record or DDC record.

Status area

• Included in printed record.

Show the Command Shortcuts box above the record header

Press <Alt><K>.

Hide the Command Shortcuts box; show the Edit, Action, and View lists

Press <Alt><J>.

Show or hide the scrollbar in the Command Shortcuts box. Showing the scrollbar reduces the size of the box.

Click Show/Hide Command Scrollbar.

Or

Press <Alt><K> and then <|> (<Shift><\>).

Use a command shortcut when the Command Shortcuts box is visible. Or show the box and use a shortcut.

Press and release <Alt><K> and then press the shortcut key for the command.

Or

In the Command Shortcuts box, click the command you want to use.

Use a command shortcut when the Command Shortcuts box is hidden. Do not show the box; keep the Edit, Action, and View lists visible.

Press and release <Alt><J> and then press the shortcut key for the command.

Add Record

<Alt><K> and then <N>

Alternate Produce and Update

<Alt><K> and then <1>

Apply CD By Name

<Alt><K> and then <5>

Apply CD From List

<Alt><K> and then <6>

Apply Default CD

<Alt><K> and then <C>

Back to Editing

<Alt><K> and then <L>

Cancel Changes

<Alt><K> and then <2>

Check URL Status

<Alt><K> and then <!> (<Shift><1>)

Control All Headings and DDC

<Alt><K> and then <K>

DC HTML Preview

<Alt><K> and then <%> (<Shift><5>)

DC RDF Preview

<Alt><K> and then <^> (<Shift><6>)

DC Template

<Alt><K> and then <$> (<Shift><3>)

DC Text Area

<Alt><K> and then <&> (<Shift><7>)

Delete Constant Data Record

<Alt><K> and then <X>

Delete Holdings

<Alt><K> and then <9>

Delete Save File Record

<Alt><K> and then <X>

Derive New Constant Data Record

<Alt><K> and then <4>

Derive New Record

<Alt><K> and then <D>

Display Constant Data Record

<Alt><K> and then <T>

Display Holdings

<Alt><K> and then <H>

Display Record

<Alt><K> and then <T>

Edit Constant Data record

<Alt><K> and then <L>

Edit Record

<Alt><K> and then <L>

Export Record in DC HTML

<Alt><K> and then <*> (<Shift><8>)

Export Record in DC RDF

<Alt><K> and then <(> (<Shift><9>)

Export Record in MARC

<Alt><K> and then <E>

Flag Record

<Alt><K> and then <F>

Lock Master Record

<Alt><K> and then <M>

MARC Template

<Alt><K> and then <[>

MARC Text Area

<Alt><K> and then <]>

Mark For Export

<Alt><K> and then <J>

Mark For Label

<Alt><K> and then <3>

Print Record

<Alt><K> and then <I>

Produce and Update Holdings

<Alt><K> and then <P>

Recall Submitted Record

<Alt><K> and then <<> (left angle bracket)

Reformat Record

<Alt><K> and then <R>

Release Record Lock

<Alt><K> and then <W>

Replace and Update Holdings

<Alt><K> and then <N>

Replace Record

<Alt><K> and then <A>

Report Error

<Alt><K> and then <7>

Save Constant Data Record

<Alt><K> and then <S>

Save Record

<Alt><K> and then <S>

Set as Default Constant Data

<Alt><K> and then <G>

Show Command Lists (when Command Shortcuts box is visible)

<Alt><J>

Or

<Alt><K> and then <B>

Show/Hide Command Scrollbar

<Alt><K> and then <|> (<Shift><\>)

Show Command Shortcuts (when Edit, Action, and View lists are visible)

<Alt><K>

Show/Hide Functions List

<Alt><Y>

Or

<Alt><K> and then <=>

Show/Hide Quick Search

<Alt><Q>

or

<Alt><K> and then <Q>

Submit for Review

<Alt><K> and then <>> (right angle bracket)

Unedit Record

<Alt><K> and then <Z>

Unflag Record

<Alt><K> and then <F>

Update Holdings

<Alt><K> and then <U>

Validate Record

<Alt><K> and then <V>

View Authority History Record(s)

<Alt><K> and then <H>

View Authority Record

<Alt><K> and then <A>

View Label in Label Program

<Alt><K> and then <Y>

On the General tab, under Admin Options, click Preferences.

At the Preferences screen, click General Options.

On the General Options screen, click Keystroke Shortcut Options.

The Keystroke Shortcut Options screen appears.

To change the action assigned to a keystroke,

Find the key combination you want to use in the list of default keystrokes.

Open the list of available actions.

Click the action you want to assign to the keystroke.

Review the modified key assignments.

Make sure you have not assigned the same action to more than one key combination.

Save changes as default or use for current session only.

• Click Save My Default or Save for Session.

Replace Record

<Ctrl><Shift><A>

Apply Default CD

<Ctrl><Shift><C>

Derive New Record

<Ctrl><Shift><D>

Export Record in MARC

<Ctrl><Shift><E>

Flag Record

<Ctrl><Shift><F>

Set as Default Constant Data

<Ctrl><Shift><G>

Display Holdings

<Ctrl><Shift><H>

Control All Headings and DDC

<Ctrl><Shift><K>

Edit Record

<Ctrl><Shift><L>

Lock Master Record

<Ctrl><Shift><M>

Produce and Update Holdings

<Ctrl><Shift><P>

Release Record Lock

<Ctrl><Shift><Q>

Reformat Record

<Ctrl><Shift><R>

Save Record

<Ctrl><Shift><S>

Update Holdings

<Ctrl><Shift><U>

Validate Record

<Ctrl><Shift><V>

Delete Save File Record

<Ctrl><Shift><X>

Unedit Record

<Ctrl><Shift><Z>

View the bibliographic or authority record for which you want to report an error.

On the Action list click Report Error or press <Alt><K> and then <7> (or press <Alt><J> and then < 7>).

In the Report Error dialog box, complete the required fields at the top of the window: OCLC Symbol, User Name, and E-Mail.

• Note: System-supplied information
  • The system inserts the OCLC symbol associated with your authorization number.
  • If you entered your name and e-mail address on the User Information screen, the system inserts that information to complete the required fields.
  • To view the User Information screen, on the General tab, under Admin Options, click User Information.

In the large text box, type a description of the problem.

Include any information that may help OCLC staff verify the error or duplicate.

For example, cite sources you consulted and identify related records.

(Optional) Request a copy of the e-mail message containing the error report.

• Select the check box labeled Send a copy of the e-mail message to me.

Click Report Error to send the error report.

Result

Connexion sends the contents of the Report Error dialog box, and the text of the record you are viewing, to OCLC quality control staff.

If requested, the system sends a copy of the message to you.

Reviewee identifies the appropriate reviewer(s).

Determined by:

• Training and mentoring to qualify the reviewee to participate in a cooperative program (BIBCO, NACO, SACO, CONSER)
• Arrangements made within a consortium or between cooperating institutions.
• Informal, individual arrangements between colleagues

Reviewee enters the OCLC symbols of reviewer institutions, using the Reviewer Institutions option in Cataloging Options and/or Authority Options.

To set the list of institutions as the default reviewers, click Save My Default after entering the symbols.

Reviewee prepares a bibliographic or authority record and submits it for review by taking the Submit for Review action.

The system saves the record with the review status Submitted.

Reviewee notifies reviewer that a record is available for review.

Use e-mail, telephone, or any method convenient for reviewer and reviewee.

Reviewer retrieves record(s) to be reviewed.

Use the Search Save File screen (bibliographic save file or authority save file).

In the Review File area, click Search or press <Enter>.

Reviewer communicates the necessary changes to the reviewee.

Use any method acceptable to both reviewer and reviewee.

Possible methods include: e-mail, telephone, fax, postal mail, and Web-based conferences.

Reviewee retrieves and modifies the record. Then the reviewee:

• Resubmits the record for further review and approval.

  Or

• Takes the appropriate final action on the record.

To be determined by official procedures of a cooperative cataloging program or institution, or based on agreement between reviewer and reviewee.

On the General tab, click Admin.

On the Preferences screen, click Cataloging Options or Authority Options.

At the Cataloging Options screen or the Authority Options screen, locate the item Reviewer Institutions.

In the text box, type 1 or more OCLC symbols for institutions whose staff may access records you submit for review.

Separate multiple symbols with semicolons. The system ignores spaces before or after the semicolons.

You can enter institution symbols in uppercase or lowercase. The system stores them in uppercase.

Examples:ABC;DEF;XYZ or ABC; DEF; XYZ or abc;def;xyz

Save the list of reviewer institutions as the default for future sessions or use the list for the current session only.

• Click Save My Default or Save for Session.

Note: Symbols not verified

Institution symbols specified in the Reviewer Institutions option are not checked when you save the settings on the Options screen.

The system checks institution symbols for reviewers only when you submit a record for review.

Prepare the bibliographic or authority record you want to submit for review.

For example:

• Retrieve, lock, and edit a master record.
• Retrieve and edit a record.
• Retrieve a previously edited record or workform from the save file.
• Create a new record.

1. On the Action list, click Submit for Review or press <Alt><K><>> (right angle bracket).
2. In the popup window, check the displayed list of reviewer institutions and edit the list if necessary.

   Or

   Type a list of OCLC symbols, separated by semicolons.

   Note: You can enter symbols in lowercase or uppercase. The system converts symbols to uppercase before validating them.

3. Click OK to submit the record for review.

   Or click Cancel if you do not want to submit the record now.

Results

When you click OK, the system:

• Validates OCLC symbols you supplied. If any symbol is invalid, the system does not submit the record. An error message identifies the invalid symbol(s). You must retry submitting the record. When prompted, correct all invalid symbols and then click OK.
• Sets the record's Review status to Submitted for Review.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically saves the record to the bibliographic save file or the authority save file.
• Displays the submitted record (display mode).
• Displays messages confirming that the record has been submitted and that the record has been saved.
• Shows the record's save file number.

On the Cataloging tab or the Authorities tab, under Show Options, click By Status.

On the status list screen, under Show Save File, Review Status, select the check box for the Submitted status.

Click Show Records or press <Enter>.

Result

The system retrieves all records your institution has submitted for review.

On the Cataloging tab or the Authorities tab, under Search Options, click Save File.

On the Search Save File screen, in the Save File area, select the check box labeled Submitted for Review.

Click Search or press <Enter>.

Result

The system retrieves all records your institution has submitted for review.

Retrieve the record you want to recall.

1. On the Action list, click Recall Submitted Record or press <Alt><K><<> (left angle bracket).
2. Click OK to recall the record.

   Or click Cancel if you do not want to recall the record now.

Results

When you click OK, the system:

• Removes the Review status Submitted from the record.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically resaves the record to the bibliographic save file or the authority save file.
• Displays the record (display mode).
• Displays messages confirming that the record has been recalled and that the record has been saved.
• Shows the record's save file number.

On the Cataloging tab or the Authorities tab, under Search Options, click Save File.

On the Search Save File screen, in the Review File area, type an OCLC institution symbol in the text box.

Or

To retrieve all records available for your review, leave the text box empty.

Click Search or press <Enter>.

Result

The system retrieves records submitted for your review by the institution whose symbol you specified.

If you did not specify an institution symbol, the system retrieves all records for which your institution is designated as a reviewer.

Note: Functions for reviewers

Reviewers can:

• View a submitted record in display mode (read only).
• Change the record view by selecting from the View list.

Reviewers cannot:

• Edit records.
• Flag records.
• Take any other action.

Note: Reviewee can act on a record while a reviewer views the record

• While you are reviewing a record, the reviewee (submitter) has full access to that record.
• The reviewee can recall a submitted record or delete it from the save file at any time. Your view of the record remains open, but the recalled or deleted record is not retrieved when you re-search the Review File.
• The reviewee can edit the record while you are viewing it. To view the revised record, return to the Review File results screen and reopen the record. You need not repeat the search.

After receiving comments from a reviewer, retrieve the record you want to revise.

Revise the record to respond to corrections and suggestions from the reviewer.

Depending on the review procedure you are following or on direction from the reviewer, select the appropriate next step. For example:

• Take a final action on the record
• Resubmit the revised record for further review
• Delete the record from the save file

Lock Master Record

Or

Edit Record

On the Action list, click Lock Master Record or in the Edit list, click Edit Record.

The system presents the record in an the selected edit view (MARC or MARC Text Area).

Lock Master Record. The system locks the master authority record in the OCLC Authority File. You can modify the record and then (if authorized) replace it in the master database.

Edit Record. The system presents a working copy of the master authority record. You can modify the record to meet your library's needs and then export it.

Master record locked. If another user has locked the master authority record, the system notifies you that it is already locked and presents the record in local edit mode.

Derive New Record

Not available for subject authority record

In the Edit list, click Derive New Record.

The record content is redisplayed for editing. NEW appears in the OCLC: field.

When you add a new record based on the derived record to the Authority File, the system supplies

• An OCLC authority record number (ARN)
• A Library of Congress control number (LCCN)
• Your organization code in the 040 field

1. On the Action list click Print Record.

   Or

   Press <F12>.

2. In the Print dialog box, click Print.

Report an error in a record by sending an e-mail message to OCLC quality control staff.

1. View the authority record for which you want to report an error.
2. On the Action list click Report Error or press <Alt><K> and then <7> (or press <Alt><J> and then < 7>).
3. In the Report Error dialog box, complete the required fields at the top of the window: OCLC Symbol, User Name, and E-Mail.
4. In the large text box, type a description of the problem.
5. (Optional) To request a copy of the e-mail message containing the error report, select the check box labeled Send a copy of the e-mail message to me.
6. Click Report Error to send the error report.

Submit for Review

1. Prepare the record you want to submit for review.
2. On the Action list, click Submit for Review or press <Alt><K><>> (right angle bracket).
3. In the popup window, check the displayed list of reviewer institutions and edit the list if necessary.

   Or

   Type a list of OCLC symbols, separated by semicolons.

   Note: You can enter symbols in lowercase or uppercase. The system converts symbols to uppercase before validating them.

4. Click OK to submit the record for review.

   Or click Cancel if you do not want to submit the record now.

Results

When you click OK, the system:

• Validates OCLC symbols you supplied. If any symbol is invalid, the system does not submit the record. An error message identifies the invalid symbol(s). You must retry submitting the record. When prompted, correct all invalid symbols and then click OK.
• Sets the record's Review status to Submitted for Review.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically saves the record to the bibliographic save file or the authority save file.
• Displays the submitted record (display mode).
• Displays messages confirming that the record has been submitted and that the record has been saved.
• Shows the record's save file number.

Recall Submitted Record

1. Retrieve the record you want to recall.
2. On the Action list, click Recall Submitted Record or press <Alt><K><<> (left angle bracket).
3. Click OK to recall the record.

   Or click Cancel if you do not want to recall the record now.

Results

When you click OK, the system:

• Removes the Review status Submitted from the record.
• For a locked master record, retains any lock on the record in WorldCat or the Authority File.
• Automatically resaves the record to the bibliographic save file or the authority save file.
• Displays the record (display mode).
• Displays messages confirming that the record has been recalled and that the record has been saved.
• Shows the record's save file number.

Save Authority Record

Save a new or existing record or resave a saved record

On the Action list, click Save Record.

The system asks you to assign a workflow status to the record and to confirm that you want to save it.

Open the list of statuses and click the status most appropriate for the record's position in your workflow.

Click Yes to confirm that you want to save the record.

Results

The system presents the saved record in a display view.

The save file slot number appears at the top of the screen.

The record remains in the Authority Save File for 90 days. If not resaved to restart aging, it is automatically deleted.

New record. A saved new record is deleted from the save file when you add the record to the Authority File.

Master record. A saved master record is deleted from the save file when you replace the record in the Authority File.

Or

Click No to cancel saving the record.

Locked master record

When you save a locked master record, the system places a long-term (14-day) lock on the master record in the OCLC Authority File. Other users can retrieve a copy, but cannot change the master record.

Resave record

When you resave a record, the system resets the record's age in the save file to 0 days.

Delete Authority Save File Record

(saved records only)

On the Action list, click Delete Save File Record.

Then click OK to confirm that you want to delete the record.

Or

Click Cancel to keep the record in the Connexion Authority Save File.

Results

If you click OK, the system deletes the record and displays a confirmation message.

If you click Cancel, the system redisplays the record in the view you were using.

On the Edit list, click Derive New Constant Data Record.

Edit the new CD record to add or revise content.

On the Action list click Save Constant Data Record.

In the dialog box, enter a name for the constant data record. Use a name that indicates the content or purpose of the constant data.

Then click OK to add the record to your institution's constant data database.

On the Action list, click Export Record in MARC.

• Validation. By default, Connexion does not validate authority records before exporting them. For single-record exports, you can request basic or full validation. For records that fail validation, you must correct errors and then retry exporting.
• For export to a file (default), the system adds the record to a file on the Connexion server. Exported records are appended to the same file until you download the file.
• For TCP/IP export (direct to local system), the system exports the record immediately.

Note: You cannot export a new authority record (without an LCCN or ARN).

View Authority History Record(s)

To retrieve superseded or deleted versions of the Authority File record, on the View list, click View Authority History Record(s) or press <Alt><K> and then <H>.

Result:

Connexion searches the Authority History database for records with the same OCLC ARN. A single record or a results list appears in a new window. Authority History records are view-only; you cannot edit, save, or export the records.

On the Action list, click Flag Authority Record.

The record remains flagged during the current session or until you unflag it.

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.

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.

Add Record (new record only)

Not available for subject authority record

Retrieve and apply a stored constant data record to the authority record you are editing.

Choose to apply the whole CD record, fixed field only, or variable fields only.

Existing record. The system redisplays the record from the Authority File, in display mode. Any locks on the record are released.

New record (saved). The system redisplays the record from the Authority Save File.

New record (unsaved). The system deletes the record and returns you to the Create Record screen.

Derive New Record

Not available for subject authority record

Lock Master Record

Not available for subject authority record

Release Lock

Not available for subject authority record

Replace Record (existing record only)

Not available for subject authority record

Overwrite the master authority record with your modified working copy.

Replace the record in the OCLC Authority File.

Submit for Review

Submit a record for review by colleagues at other institutions.

Recall Submitted Record

Remove Review status from a submitted record; the record is no longer available for review.

View Authority History Record(s)

Retrieve superseded or deleted versions of the Authority File record.

Search

Yes

Yes

Yes

The system redisplays the record as originally retrieved from the Authority File (for an unsaved record) or as last saved (if the record is in the Authority Save File).

The record remains in the edit mode you were using. Any locks are retained.