Authorities: Take Actions on Authority Records

Adds a name authority record you created (workform) to the LC authority file

See details in "Add new name authority records"

Opens a form you can use to report an error in a record

See details in "Report errors in authority records"

Submits records to the Library of Congress for review and approval as part of NACO participation
Or
Sends records for peer review to one or more libraries by specifying OCLC institution symbols

See details in "Exchange records for peer review"

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

See details in "Exchange records for peer review"

Locks the master copy of a record in the LC authority file for editing and replacing

See details in "Replace master name authority record"

• Unlocks a locked master record
• Keeps editing changes
  

See details in "Replace master name authority record"

• Replaces the master record in the LC authority file (available for an existing record only)
• Automatically validates record

See details in "Replace master name authority record"

Opens and locks the master copy of the LC authority file record that is linked to the controlled heading for editing.

If the field contains more than one controlled heading, the Lock Linked Authority Record window opens so that you can choose the heading you want to change.

Notes on multiple headings:

• You may select only one heading to lock.
• Only name authority records can be locked using this function.
• NACO authorization is required to replace an authority master record you locked and edited.

• Saves the record in the online authority save file and sets the expiration at 90 days

Or

• Resaves the record and resets the expiration to another 90 days

See details in Authorities, Save Authority Records, "Save authority records"

Saves or resaves records or workforms in the local authority save file

See details in Authorities, Save Authority Records, "Save authority records"

Deletes a record from the online or local authority save file

See details in Authorities, Save Authority Records, "Save authority records"

Limited (online file)

Copies a record from the local file for pasting into another local file

See more in Basics, Manage Local Files "Manage local files for offline/online cataloging"

Removes a record from the local file for pasting into another local file

See more in Basics, Manage Local Files "Manage local files for offline/online cataloging"

Downloads a record from the LC authority file to a file on your workstation or sends the record directly to your local system, depending on how you set up export

Note: You cannot export a workform

See more in Authorities, Export or Import authority Records, "Export authority records"

• Allows you to enter a custom My Status (or view default My Status you set in Tools > Options > Set Status) and/or change workflow status.
• My Status is available for the local authority save file only. It is unavailable for the online authority save file
• Allows you to save the record at the same time you apply status(es)
• Statuses help you locate and manage groups of records.
• Statuses are stored only with saved records

See more in Authorities, Save Authority Records, "Save authority records"

See more in Authorities, Edit Authority Records, "Edit authority records"

See more in Authorities, Edit Authority Records, "Edit authority records"

See more in Authorities, Create Name Authority Records, "Create a name authority record from an existing record"

See more in Authorities, Use Authority Constant Data, "Apply authority constant data"

See more in Authorities, Use Authority Constant Data, "Apply authority constant data"

See more in Authorities, Use Authority Constant Data, "Apply authority constant data"

See more in Authorities, Edit Authority Records, "Edit authority records"

Or

Select records in the online or local authority save file list:

To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. Or to select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additional entry.

Single record:

All actions listed in the table above are available for single records.

Multiple records selected in a list:

Immediate actions available for multiple records selected in the online or local authority save file list are:

• On the Action menu:
  • Submit for Review
  • Save Record to Online File (if selected records are in the local file and you are logged on)
  • Save Record to Local File (if selected records are in the online file)
  • Delete Record
  • Copy Record (available for local save file records only)
  • Move Record (available for local save file records only)
  • Export
  • Set Status
• On the Edit menu:
  • Validate
    Notes:
    • The client displays validation results for all selected records in one list, showing the save file number and specific results for each record.
    • Validation is available online only.
• Apply Online Default Constant Data (or Apply by Name or Apply from List)
• Apply Local Default Constant Data (or Apply by Name or Apply from List)
  Note:

  • When you apply constant data to records selected in a list, and you have the fields-to-apply option for constant data set to apply the fixed field or to apply both fixed field and variable fields:
  • When the constant data fixed field does not match that of the record, the client overwrites the record's fixed field data with the constant data record's fixed field data.

• When you click an action command for a record while logged on, the client opens a message requesting you to confirm before taking the action immediately online.
• Final actions for authority records are:
  • Add to Authority File
  • Submit for Review
  • Replace Record

• Add to Authority File (supported for NACO-affiliated libraries only)
• Export (must have option for batch export selected in Tools > Options > Batch)
• Replace Record (supported for NACO-affiliated libraries only)
• Submit for Review

Result: The status for the action you took changes to R (Ready) in the record's status bar or in the column for the action in the authority local save file list.

(See procedure in next section for removing an action from a record, if needed, by deleting the Ready status.)

• Add to Authority File (supported for NACO-affiliated libraries only)
• Export (must have option for batch export selected in Tools > Options > Batch)
• Replace Record (supported for NACO-affiliated libraries only)
• Submit for Review

• Removes the Ready status (R) from the record(s).
• Removes the record(s) from inclusion in the next batch run, unless you mark it for another action.

Or

Click Cancel to close the dialog without removing the action.

Results:

Duplicate detection

• The system searches the LC authority file for the main entry in the record(s) (uses NACO Normalization rules to match the 1XX heading of the record you want to add against the 1XX and 4XX name headings).
• If a matching heading is found, the system displays an error message and prevents you from adding the record.

Validation

• The OCLC Cataloging system validates the record(s) before adding.
• If the record(s) contain invalid data, the client returns a list of errors, which you can print if needed. Correct the errors and then retry adding the record.
• When the record is valid, the system:
  • Adds the record to the LC 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.
  • Locks the new master record pending LC distribution.
    • Distribution of new records normally takes three to four days.
    • If you try to lock the master record for editing during this time, the system notifies you that it is already locked.
    • For more information on the distribution process, see the NACO Web site.
  • Deletes the original record from your authority save file.
  • Displays the new authority record, including the assigned ARN and LCCN, with the Add status changed to C (Complete) in the record's status bar and in the Add column of a list.

Result: The Add status for the record(s) changes to R (Ready).

Adding records via batch has the same results as adding them interactively.

• Removes the Ready status for Add from the record(s).
• Removes the record(s) from inclusion in the next batch run, unless you mark for another action.

Or

Click Cancel to close the dialog without removing the actions.

Note: To replace an LC authority file record, you must first save it to the online or local save file.

Result: The word Locked appears in the record information area (lock status is not shown in the record's status bar).

• The master record is unlocked in the LC authority file.
• Changes you made while the record was locked are retained in your working copy.

• If the controlled heading field has one controlled heading, the client locks the authority master record (name authorities only) and opens it for editing immediately.
• If the controlled heading field has multiple controlled headings linked to different authority records, the Lock Linked Authority Record window opens, showing a list of the controlled headings in the field.
  
  Click the check box next to a heading linked to the authority record you want to lock and open.
  
  Notes:
  • You may select only one heading.
  • You must have a NACO authorization to replace an authority master record you locked and edited.
  • You can lock only a name authority record. If you select a subject heading, the linked authority record opens, but it is not locked, and the master record cannot be edited and replaced.

• Removes the Ready status for Replace from the record(s).
• Removes the record(s) from inclusion in the next batch run, unless you mark for another action.

Or

Click Cancel to close the dialog without removing the actions.

Reviewers can be:

• Someone who has provided training/mentoring to qualify you for participation in a cooperative program (BIBCO, NACO, SACO, CONSER)
• Peers within a consortium or between cooperating institutions who have made arrangements for exchanging and reviewing records
• Colleagues with whom you have informal, individual arrangements

Note: Log on to submit a record or workform immediately. If you submit from the local file while logged off, the record is marked R (Ready) for batch processing.

Examples:

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

Single record: Open the record you want to send for review.

Or

Multiple records: Select record entries in a list:

To select adjacent records, click to highlight the first entry, and then press andhold <Shift> and click the last entry. Or to select nonadjacent entries, click tohighlight the first entry, and then press <Ctrl> and click to highlight each additionalentry.

Guidelines:

• Enter symbols in uppercase or lowercase. The system converts lowercase to uppercase.
• Separate multiple symbols with semicolons (;). The system ignores spaces before and after the semicolons.
  Examples:
  ABC;DEF;XYZ
  abc; def; xyz

Results:

• 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 Submit status to C (Completed) or F (Failed).
• For a locked master record, retains the lock on the record in WorldCat or the LC authority file.
• Automatically saves the record to the online bibliographic save file or the online authority save file.
• If the record you submitted was in the local save file, the client prompts you to delete the record from the local file. Click Yes to delete or No to re-save with Submit status C (Complete).
• Shows the record's save file number.
• The client keeps the review institution symbol(s) you entered each time you open the window until you change them.

Note: After you submit a record for review, the system takes up to 1 minute for the record to register in the Review File index.

Or

Click Cancel to close the window without submitting.

• Removes the Review status Submitted from the record.
• For a locked master record, retains any lock on the record in WorldCat or the LC authority file.
• Automatically resaves the record to the online bibliographic save file or the online authority save file.
• The record remains open.
• You can resubmit the record for review any time.

Result: The Submit status for the record(s) changes to R (Ready).

Submitting records for review via batch has the same results as replacing interactively.

• Removes the Ready status for Submit from the record(s).
• Removes the record(s) from inclusion in the next batch run, unless you mark it for another action.

Or
Click Cancel to close the window without removing the action.

• All Review File Records
• Review File Records for Institution
  If you select this option, in the adjacent text box, type a single OCLC institution symbol.

To retrieve only review records, leave other search criteria blank.

Or
Click Cancel to close the window without retrieving the records.

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

On the Action menu, click Report Error, or press <Alt><A><E>.

• The system automatically inserts the OCLC symbol associated with the authorization number you used to log on, as shown in the User Information dialog (View > User Information).
• The system also automatically supplies your name and e-mail address if you already entered them in the Contact Support dialog (Help > Contact Support).
• The client retains this information the next time you open the Report Error dialog.

• Include any information that may help OCLC staff verify the change. For example, include other sources you consulted and identify related records.
• The client automatically appends the text of the record to your message.

For details, see appendix E, "Change Requests," in the OCLC Authorities User Guide.

• The client sends the report to OCLC quality control staff via e-mail (authfile@oclc.org) using your Internet connection.
• If you requested a copy, the client also sends the report to your e-mail address.

• Errors/Not Found
• Too Many Matches

Notes:

• You must set this option to batch delete holdings successfully.
• This setting does not apply to interactive delete holdings: When you delete holdings interactively (logged on), the system always prompts you to confirm deleting both your OCLC symbol and attached local holdings records.

• Bibliographic Record Export
• Label Printing
• Authority Record Export

1. In the Search Options window, under Downloaded Bibliographic Records or Downloaded Authority Records, select the Assign My Status check box.
2. In the box below the check box, type a My Status (up to 40 characters of free text).

Note: The text box is unavailable until you select the Assign My Status box.

Notes:

• The name of the default local constant data record displays under the check box
• If no local constant record is set as the default, the client displays [None], and the check box is unavailable.

• A general default authorization in Tools > Options > Authorizations
  Or
• A specific default authorization for the local file in File > Local File Manager/Authorization.

• "Take actions on bibliographic records/Set actions...for batch processing"
• "Take actions on authority records/Set actions...for batch processing"

• "Enter WorldCat searches for batch processing"
• "Enter LC authority file searches for batch processing"

• The default local bibliographic and authority save files are marked with a red check mark.
• Select as many local files as you want to process. All files you select are processed at once.

• Online Searches
• Online Record Actions
  If you select this process, the check box for Check date in Replaced becomes available. Select it to have the system check the master record in WorldCat for a more recent date.
• Exports*
• Label Printing*
  
  *Note: By default, export and label printing occur immediately whether you are logged on or offline. Therefore, you must set the Perform local actions in batch options in Tools > Options > Batch tab in order to mark records for batch-processing label printing and bibliographic and authority record export. If this option is set, records in either the online or local save file are marked for batch label print or export, rather than printed or exported immediately.

• If this option is selected, the client keeps the same file selections each time you open the window until you change them.
• If the option is cleared, the client clears all file selections, and you select the files you want to process each time you open the window.

• Date/Time Added (default)
• Save File Number
• OCLC Control Number
• Name
• Title
  Note: If you select Name for bibliographic records, the client uses a secondary sort by title for records that have no name or have the same name.

For authority records, select one of the following:

• Date/Time Added (default)
• Save File Number
• OCLC ARN
• Heading

• The batch runs immediately and includes all selected local files.
• The client closes all local file records and lists.
• The Connexion Client Batch in Process window shows the type of processing and the full path and file name of the file in process. For searches, the window shows the number of records being downloaded of the total retrieved.
• If you selected the option to display and/or print batch reports in Tools > Options > Batch, the reports display and/or print.
• The status of record actions is updated from R (Ready) to C (Completed) or F (Failed) in the local save file records and on the local save file list the next time you open them.
• The client does not keep your settings in the Process Batch window (helps prevent re-running a batch by mistake). You must select the file(s) and the processes to run each time.
  Exception: The client retains your file selection, if you clicked the Retain file selection check box.
• Searches are deleted from the local file unless you set options to keep searches that failed (Tools > Options > Batch).

On the Batch menu, click View Reports. On the submenu, click one of the following (or press the corresponding default keystroke):

• Bibliographic Search Report (or press <Alt><B><V><S>)
• Bibliographic Record Action Report (or press <Alt><B><V><A>)
• Bibliographic Export Report (or press <Alt><B><V><X>)
• Label Print Report (or press <Alt><B><V><L>)
• Authority Search Report (or press <Alt><B><V><U>)
• Authority Record Action Report (or press <Alt><B><V><R>)
• Authority Export Report (or press <Alt><B><V><P>)
• Holdings by OCLC Numbers Report (or press <Alt><B><V><H>)

To view batch results for local files that are not the default:

1. On the File menu, click Local File Manager, or press <Alt><F><F>.
2. Select the file type and file for which you want to view reports.
3. Under Batch Reports, click the type of report(s).
4. Click View Reports.

Note: The reports you select open behind the Local File Manager window on top of each other if more than one opens..

• Search errors (this section displays only if the batch had search errors)
  Shows the total number of errors and specifies the type of errors, if present:
  • Too many matches
    Shows the number of searches resulting in too many matches and for each, shows search keys and number of records found
  • Error or records not found
    Shows the number of searches resulting in errors or records not found and for each, shows search keys and type of error
• Successful searches (shows the total number)
  For each successful search, shows:
  • Search key
  • Number of records found
  • Local save file number assigned for each record downloaded
  • OCLC control number or ARN
  • Title*

• Validation errors (this section displays only if the batch had action errors)
  Shows the total number of errors and for each error, shows the save file number of the record, OCLC control number or ARN, title, and the action that failed
• Successful actions (shows the total number)
  For each successful action, shows:
  • Save file number of the record you makred with an action for batch processing
  • OCLC control number or ARN
  • Title*
  • The action that succeeded

• Record export errors (this section displays only if the batch had export errors)
  Shows the total number of errors and for each error, shows the save file number of the record, OCLC control number or ARN, and title
• Successful exports (shows the total number)
  For each successful export, shows:
  • Save file number of the record exported
  • OCLC control number or ARN
  • Title*

• Label print errors (this section displays only if the batch had label errors)
  Shows the total number of errors and for each error, shows the save file number of the record, OCLC control number or ARN, and title
• Successful label printing (shows the total number)
  For each record that had labels printed successfully, shows:
  • Save file number of the record for which labels printed
  • OCLC control number or ARN
  • Title*

• Search any OCLC database and display retrieved records, including WorldCat, LC names and subjects authority file, LC names and subjects history file, and the Chinese name authority file
• Export records
• Display holdings
• Display institution records
• Report errors in records
• Create labels
• Print
• Edit records locally
• Save records to local save file
• Search online save file
• Create records
• Use constant data
• Import records

• Search any OCLC database and display retrieved records, including WorldCat, LC names and subjects authority file, and the LC names and subjects history file
• Export records
• Display holdings
• Display institution records
• Report errors in records
• Create labels
• Print
• Display local holdings

• Chinese name authority records (available in the client only) and authority history records are read-only. You can copy and paste from the records or print them. You cannot edit or export them.
• In some circumstances (for example, you use a Search authorization for Resource Sharing activities), your Search authorization may include additional local holdings capabilities.

Same actions as for Search plus the following actions:

• Submit records for review
• Lock records
• Save records to online save file
• Delete records from online save file
• Validate records
• Control headings

Note on maintaining local holdings: Although local holdings maintenance is available only in the browser, you can open the browser local holdings interface and automatically log on from within the client: Click Tools > Launch Local Holdings Maintenance.

• Edit records locally
• Create records
• Use constant data
• Import records
• Submit records for review
• Lock records
• Save records to online save file
• Search online save file
• Delete records from online save file
• Validate records
• Control headings
• Create and add, edit and replace, or delete local holdings

Note on the online save file: Each library has a single online save file associated with its authorization, which you can access using either the client or the browser interface.

Same actions as for Search plus Limited and the following actions:

• Set and delete holdings on bibliographic records
• Replace master bibliographic records in WorldCat
  Note: For specific ways you can upgrade master records based on your authorization level, see "Take actions on bibliographic records".
• Add new bibliographic records to WorldCat
• Create and add, edit and replace, or delete your library's bibliographic institution records (IRs) (if your logon authorization includes IRs)

Same actions as for Full plus the following actions:

• Replace name authority records in the LC authority file
• Add new name authority records to the LC authority file

• Set and delete holdings on bibliographic records on behalf of other libraries for whom the agent is providing cataloging
• Maintain local holdings on behalf of other libraries

• See more about the Program for Cooperative Cataloging (PCC), including NACO and CONSER, on the Library of Congress Web site.
• This table does not cover the CatExpress Web-only interface for copy cataloging. CatExpress authorizations do not have different levels. For more CatExpress information, see the CatExpress User Guide.

• A master record is the version of the record available to all who have access to Connexion. It does not include local data for any library.
• To replace a master record, it must be locked in WorldCat or the LC authority file:
  • Connexion client: With a WorldCat or save file record open, click Action > Lock Master Record. Edit the record and replace it (Action > Replace Record).
    Or
    Edit the record locally (while it is unlocked), and when you replace it, let the system lock the record automatically before completing Replace. Note: If another user has already locked or replaced the record after you opened or saved it, your replace action fails and you get an error message
  • Connexion browser: With a save file record open, click the Action list and then click Lock Master Record. Edit the record and replace it (in the Action list, click Replace Record).
• When you lock a record (or the client locks it before replacing it), no other user can access the master record until you unlock it or the Replace is completed.
• Other users can retrieve the record or edit it locally while the master record is locked.

• A locally edited record is a copy of the master record that you can modify for your particular library needs, and then export to your local system, without affecting the master record.
• Any time you edit a record without locking it or replacing it, you are making local edits. Other users can retrieve the record, edit it locally, or lock and edit the master record.
• You are using local editing when you do copy cataloging.

• Records your library contributed.
• Minimal-level records you are upgrading.
• Records you are enriching (adding call numbers, contents notes, subject headings, non-Latin script data, etc.).

For details see "Upgrades to master bibliographic records and required authorizations".