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Worldwide (English) Change

Cataloging: Take Actions on Bibliographic Records

Judy Barnes
Last revised January 2008

Take actions on bibliographic records

Availability of actions

  • You can take OCLC actions on records in WorldCat immediately while logged on or in batch mode (marking actions for records and then processing them online in a batch).
    • You must be logged on to take immediate actions on records.
    • To mark records for batch processing, you must save the records in the bibliographic local file and take the actions while offline. The client automatically marks the actions for batch processing when you use the action commands.

      Exception: Record export and label printing occur immediately when you do them offline unless you set an option to do the actions in batch in Tools > Options > Batch.

      Tip: If you use batch processing and do not want to take actions immediately by mistake, you can set an option to receive a warning/confirmation message before the client carries out any immediate online action (go to Tools > Options > General).
  • Availability of some actions depends on whether or not the record is in the online or local save file.
  • Availability of actions is also determined by your authorization level.
  • Some actions are unavailable for new records.
  • Most actions are available for either a single displayed record or for record entries selected in a list.
  • See information about working with records containing non-Latin scripts in International, "Use non-Latin scripts for cataloging."

Note on 10- and 13-digit ISBNs

As a result of expanding the ISBN to the new 13-digit format, when you take an action on a record that contains an ISBN in only one format, 10-digit or 13-digit, Connexion automatically adds the other format. ISBNs are stored in field 020.

To have the 10- or 13-digit number, whichever is not in the record, generated automatically for exported records, you must take a final action before you export; otherwise, the export retains only ISBNs already in the records.

See Technical Bulletin 253: ISBN and OCLC Number Changes for details.

What action commands do and who can take actions

Actions you can take on records depend on the cataloging level associated with your logon authorization. Your authorization tells Connexion what actions you are authorized to take when you log on. The table below shows the minimum authorization level required for each action listed.

The hierarchy of authorizations from most basic to highly specialized is as follows:

  • Search
  • Limited
  • Full
  • Authorizations for those who participate in special projects or services, such as NACO (Name Authority Cooperative), Enhance, or CONSER (Cooperative Online Serials) programs

See "Authorization levels and cataloging capabilities" in this guide for details.

You can take actions on WorldCat records, online save file records, and local save file records (if logged on to the system). When you take actions on local file records while offline, you are "marking" them for batch processing (see "Set actions on records for batch processing" below).

The following table lists commands on the Action menu and the Edit menu, in the order they appear on the menus. The table:

  • Describes what the commands do.
  • Gives default keystroke shortcuts and the toolbar button for commands (only if the button is included in the default toolbar).
  • Shows the minimum authorization level required to take the action.
Commands available from the Action menu
Action/Function What it does Minimum authorization level
Holdings > Update Holdings (1)
( or <F8>)
  • Adds a record you created (workform) to WorldCat
  • Adds your library's OCLC symbol to a record

See details in "Set holdings and produce cards and accessions lists offline"

 Full
Holdings > Produce and Update Holdings (1)
( or <Alt><A><A>)
  • Adds a record you created (workform) to WorldCat
  • Adds your library's OCLC symbol
  • Creates offline cards or accessions lists based on your OCLC cataloging profile

See details in "Set holdings and produce cards and accessions lists offline."

See definitive information on card printing in OCLC Catalog Cards.

 Full
Holdings > Alternate Produce and Update (1)
(<Shift><F7>)
  • Adds a record you created (workform) to WorldCat
  • Adds your library's OCLC symbol
  • Produces extra catalog cards (not covered in your OCLC profile) in quantities and for holdings you specify

See details in "Set holdings and produce cards and accessions lists offline."

See OCLC Catalog Cards.

 Full
(1) Note on records your library already holds: You can set an option to disable Update and Produce commands when you display a record that your library holds. Go to Tools > Options > General and click Record Options. (See "Set holdings and produce cards and accessions lists offline" for more information.)
Holdings > Delete Holdings
(<Shift><F8>)

Removes your library's OCLC symbol from a record

See details in "Set holdings and produce cards and accessions lists offline"

 Full
Report Error
(<Alt><A><E>)

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

See details in "Report errors in bibliographic records"

 Search
Submit for Review
(<Alt><A><B>)

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"

 Limited
Recall Submitted Record
(<Alt><A><M>)

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

See details in "Exchange records for peer review"

 Limited
Lock Master Record
(<Alt><F8>)

Locks the master copy of a record in WorldCat for editing and replacing

See details in "Replace master bibliographic record"

 Limited
Release Record Lock
(<Alt><F9>)
  • Unlocks a locked master record
  • Keeps editing changes
  • Switches to local editing

See details in "Replace master bibliographic record"

 Limited
Replace Record (2)
(<Alt><F10>)
  • Replaces the master record in WorldCat (available for an existing record only)
  • Automatically validates record

(Available only for specific records and purposes as defined by your authorization)


See details in "Replace master bibliographic record"

 Full
Replace and Update Holdings (1)(2)
(<Alt><F11>)
  • Replaces the master record in WorldCat (available for an existing record only)
  • Automatically validates record
  • Adds your library's OCLC symbol to a record

(Available only for specific records and purposes as defined by your authorization)

See details in "Replace master bibliographic record interactively or by batch"

 Full
(2) Note on replacing records: For more information on the kinds of changes you can make to master records with a specialized authorization, see "Types of master record upgrades for Full, Enhance, and CONSER authorizations" in this guide.
Lock Linked Authority Record
(<Alt><A><I>)

With the cursor in a controlled heading field in a bibliographic record, opens the linked authority record and locks the master record for editing and replacing (NACO-authorized libraries only)

See details in Authorities, Take Actions on Authority Records, "Replace master authority record"

 Limited
Save Record to Online File
(<Alt><A><O>)
  • Saves the record in the online bibliographic save file
    Or
    Resaves the record in the online save file and restarts save file aging
  • On an existing record, sets (or resets) the expiration at 14 days
  • On a workform, sets (or resets) the expiration to 28 days

See details in Cataloging, Save Bibliographic Records, "Save bibliographic records"

 Limited
Save Record to Local File
(<F4>)

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

See details in Cataloging, Save Bibliographic Records, "Save bibliographic records"

 Search
Delete Record
(<Ctrl><Alt><D>)

Deletes a record from the online or local bibliographic save file

See details in Cataloging, Save Bibliographic Records, "Save bibliographic records"

 Search (local file)

Limited (online file)
Copy Record
(<Alt><A><Y>)

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"

 Search
Move Record
(<Alt><A><V>)

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"

 Search
Export (existing record only)
( or <F5>)

Downloads a record from WorldCat 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 Cataloging, Export or Import Bibliographic Records, "Export bibliographic records"

 Search
Set Status
(<Alt><Shift><S>)
  • 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.
  • 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 Cataloging, Save Bibliographic Records, "Save bibliographic records"

 Search (local save file)

Limited (online save file)

Commands available from the Edit menu
Action/Function What it does Minimum authorization level
Validate
( or <Shift><F5>)		 Checks the validity of the content and format of the record using OCLC WorldCat validation rules

See more in Cataloging, Edit Bibliographic Records, "Edit bibliographic records"

 Limited
Control Headings > All
(Shift <F11>)

Matches all controllable headings in a bibliographic record against the Authority File and adds a link to the authority records

See more in Authorities, Use Authority Control in Bibliographic Records, "Control headings in bibliographic records"

 Limited
Control Headings > Single
( or <F11> or use right-click menu)

Matches a single heading in a record (in the field containing the cursor) against the Authority File and adds a link to the authority record

See more in Authorities, Use Authority Control in Bibliographic Records, "Control headings in bibliographic records"

 Limited
Control Headings > Uncontrol Single
(<Alt><E><H><U> or use right-click menu)

Removes authority control for the heading in the field containing the cursor (allows you to edit the field)

See more in Authorities, Use Authority Control in Bibliographic Records, "Control headings in bibliographic records"

 Limited
Control Headings > Uncontrol All
(<Alt><E><H><N>)

Removes authority control from all controlled headings in the active record

See more in Authorities, Use Authority Control in Bibliographic Records, "Control headings in bibliographic records"

 Limited
Cut Copy Paste > Cancel Changes
(<Ctrl><Shift><Z>)

Redisplays the record without any changes since you retrieved it from WorldCat or since you last saved it

See more in Cataloging, Edit Bibliographic Records, "Edit bibliographic records"

 Search
Derive > New Record
(<Ctrl><Alt><C>)

Creates a new record based on the displayed record

See more in Cataloging, Create Bibliographic Records, "Create a bibliographic record from an existing record"

 Search
Constant Data > Online [or Local] > Apply Default
(<Ctrl><A> or <Ctrl><Y>, respectively)

Inserts content from your default constant data record

See more in Cataloging, Use Bibliographic Constant Data, "Apply bibliographic constant data"

 Search
Constant Data > Online [or Local] > Apply by Name
(<Ctrl><U> or <Alt><E><D><L><N>, respectively)

Opens the Apply Constant Data Record window. Type the name of a constant data record and select MARC fields to apply (fixed, variable, or both)

See more in Cataloging, Use Bibliographic Constant Data, "Apply bibliographic constant data"

 Search
Constant Data > Online [or Local] > Apply from List
(<Alt><E><D><O><L> or <Alt><E><D><L><L>, respectively)

Opens the Search Online Constant Data window. Search for and list records by My Status or list all constant data records, select a record, and apply it from the list

See more in Cataloging, Use Bibliographic Constant Data, "Apply bibliographic constant data"

 Search
Guided Entry > Edit
(<Ctrl><Shift><X>)

Opens a guided entry window to edit field 006, 541, or 583. The cursor must be located in one of these fields to use guided entry editing

See more in Cataloging, Edit Bibliographic Records, "Create or edit 006, 541, or 583 fields using guided entry."

 Search
Guided Entry > Insert 006 [format]
(<Ctrl><Alt><Shift><B>
<Ctrl><Alt><Shift><P>
<Ctrl><Alt><Shift><L>
<Ctrl><Alt><Shift><M>
<Ctrl><Alt><Shift><I>
<Ctrl><Alt><Shift><C>
<Ctrl><Alt><Shift><R>
<Ctrl><Alt><Shift><V>)

Or

Guided Entry > Insert 540 [or 538]

(<Alt><E><G><4> or <Alt><E><G><8>)

Insert 006

  • Opens a guided entry window to create and insert a new 006 field in the MARC format you specify. The window contains default values for the format. You can review or edit.
  • Select among these formats: Books, Computer Files, Continuing Resources*, Maps, MixedMaterials, Scores, Sound Recordings, Visual Materials

*Formerly called Serials; includes both serials and integrating resources material types.

Insert 541 or 583

Opens a guided entry window to create and insert a new 541 or 583 field (most often used to describe archival materials).

See more in Cataloging, Edit Bibliographic Records, "Create or edit 006, 541, or 583 fields using guided entry."

 Search
Reformat
( or <Ctrl><R>)

Redisplays the record with the fields in MARC tag order

See more in Cataloging, Edit Bibliographic Records, "Edit bibliographic records"

 Search

Commands available from the Tools menu
Action/Function What it does Minimum authorization level
Find in a Library

(<Alt><V><L>)

 Displays a bibliographic record currently open in the client in the Find in a Library® service at WorldCat.org.

Use to:

  • Locate WorldCat libraries that hold the work described in the record
  • Link directly to library OPACs.
  • Access cover art, information on alternative formats (large print, audiobooks, etc.), user reviews, and other evaluative content.
 Any
Launch Local Holdings Maintenance
(<Alt><T><L>)

Opens your default Web browser and:

  • Logs on to the local holdings maintenance service in the Connexion browser
  • Displays the local holdings record or list of records for the bibliographic record displayed in the Connexion client.
 Limited
Launch WebDewey
(<Alt><T><W>)

Opens your default Web browser and:

  • Logs on to a WebDewey session in the Connexion browser
  • Opens a WebDewey search screen.
 Any that includes a WebDewey subscription

Note: If you use bibliographic institution records (IRs), see more about taking holdings and replace actions on master bibliographic records and adding attached IRs simultaneously. If you do not use IRs, but would like to know more, see the Cataloging, Use Bibliographic Institution Records guide.

Take immediate actions on bibliographic records

When you take actions on records in the online save file or in the local file while logged on, the client processes the actions immediately.

  Action
1 Log on. (You must be logged on to take an immediate action.)
2

Single record:
Open a bibliographic record in the online or local bibliographic save file.

Or

Multiple records:
Select records in an online or local bibliographic 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.

3 On the Action or Edit menu, click the command for the action you want the system to process immediately; for example, Action > Holdings > Update

Holdings ( or <F8>) or Edit > Validate ( or <Shift><F5>).

Single record:

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

Multiple records selected in a list:

Actions available for multiple records selected in the online or local bibliographic save file list are:

  • On the Action menu:
    • Submit for Review
    • Save Record to Online File (if selected records are in the local file)
    • 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 when you are logged on or offline.
    • 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:

      The client overwrites the record's fixed field data with the constant data record's fixed field data when you:

      • Apply constant data to records selected in a list
      • Have the fields-to-apply option for constant data set to apply the fixed field or to apply both fixed field and variable fields
        And
      • The constant data fixed field does not match that of the record

Require or clear confirmation before taking immediate final actions

If you often batch-process records and want to prevent accidentally taking actions immediately, you can set an option to require confirmation for immediate actions on records:

  Action
1 On the Tools menu, click Options, or press <Alt><T><O>, and then click the General tab.
2 Click Action Options.
3 In the Action Options window, click to select or clear the Warn before doing online actions immediately check box.

Default: Check box cleared. The system does not send a confirmation message before online actions are completed.

Note: You can also select an option to disable Update and Produce commands for records your library owns.
4 Click OK to save your settings or Cancel to cancel changes. Your are returned to the General tab.
5 Click OK or press <Enter> to confirm changes and close the window.

Result:
  • With this option selected, 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 bibliographic records are:
    • Update Holdings
    • Produce and Update Holdings
    • Alternate Produce and Update
    • Delete Holdings
    • Submit for Review
    • Replace Record
    • Replace and Update Holdings

Set actions on bibliographic records for batch processing

  • In order to batch process records, you must save them to the bibliographic local file and take actions while offline. The client automatically marks the records with the action you take.

    Exceptions: Export and label printing occur immediately whether you are logged on or offline. You must set an option in Tools > Options > Batch in order to mark records for batch-processing label printing and bibliographic and authority record export. If you do not set this option, export and label printing occur immediately whether you are logged on or offline.
  • When you take actions in the local file while offline, the records are marked R (Ready) for batch processing.
  • The client uses your default bibliographic local file to store the actions you set for batch processing.
  • Batch-supported actions for bibliographic records are:
    • Delete Holdings
    • Export (must have option for batch export selected in Tools > Options > Batch)
    • Label Print (must have option for batch label printing selected in Tools > Options > Batch)
    • Produce
    • Replace
    • Submit for Review
    • Update Holdings

Set up batch processing for record actions

Go to Tools > Options > Batch to check or change the following options for batch-processing record actions:

  • Delete attached LHRs (local holdings records) when you are deleting holdings (default: setting is cleared)

    Note:     You must select this option to successfully batch delete holdings. If you do not select it, delete holdings fails during batch processing.
  • Perform bibliographic record export, authority record export, and/or label printing in batch mode (default: settings are all cleared)
  • Display or print batch reports automatically as soon as the batch is completed (default: batch reports display automatically but do not print automatically)

Mark actions on records for batch processing

  Action
1 Save the records you want to mark with actions for batch processing in the bibliographic local save file.
2 Display a bibliographic record from the local save file.
Or
Select records in the local bibliographic 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.
3 On the Action menu, including the Holdings submenu, click the action you want to batch-process for the record(s).

Batch-supported actions for bibliographic records are:
  • Delete Holdings
  • Export (must have option for batch export selected in Tools > Options > Batch)
  • Label Print (must have option for batch label printing selected in Tools > Options > Batch)
  • Produce
  • Replace
  • Submit for Review
  • Update Holdings

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 bibliographic local save file list.

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

4 When ready, run batch processing. See "Run batch processing."

Alternative for batch processing holdings: Batch process holdings by entering or importing OCLC control numbers. The client locates the records and processes the actions without downloading the records. You can process Update Holdings, Produce and Update Holdings, or Delete Holdings. See "Batch set or delete holdings by OCLC number."

Tip for batch processing multiple files at once:

  • You can set actions in default local files only. However, you are not restricted to batch-processing the default local files only. You can process multiple files of the same type.
  • To enter record actions in several local files of the same type and process all files at once, change the default to each file you want to prepare, save records and enter actions in each, and then select all the files when you run a batch (see next section).

Remove action from record

To remove action(s) you marked on record(s) before you run a batch, you simply remove the Ready status from the record(s):

  Action
1 Open a record from the local bibliographic save file that is marked with an action for batch processing that you want to remove.
Or
Select records in the local bibliographic save file list that have actions you want to remove:

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.
2 On the Action menu, click Set Status, or press <Alt><Shift><S>.
3 In the Set Status window, under Remove ready status for batch, select a check box to remove the action from a single record.
Or
Select one or more check boxes to remove actions from records selected in a list.

Batch-supported actions for bibliographic records are:
  • Delete Holdings
  • Export
  • Label Print
  • Produce
  • Replace
  • Submit for Review
  • Update Holdings
4 Click OK to remove the action and close the window.
Results:
  • 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 window without removing the action.

back to top

Set or delete holdings interactively or by batch

See also:

  • "Batch set or delete holdings by OCLC number" (quick batch) in this guide
  • OCLC Catalog Cards guide (details on printing cards)

Why set holdings for a bibliographic record?

Take the Update Holdings action to:

  • Add your library's OCLC institution symbol to a record, indicating that you hold (own) the item represented by the record.
  • Add a workform, an original record you created, to WorldCat.

You also set holdings for a record (and for workforms, add the record to WorldCat) when you take one of the following actions:

  • Action > Holdings > Produce and Update Holdings
  • Action > Holdings > Alternate Produce and Update
  • Action > Replace and Update Holdings (see separate topic, "Replace master bibliographic records")

Combine with Produce or Alternate Produce to get cards and accessions list services

When you take a Produce or Alternate Produce action on a record, the system automatically updates your holdings (that is, adds your OCLC symbol to the record).

Produce and Alternate Produce are the same action, except that Alternate Produce gives you more production options for catalog cards.

Use the Produce action to:

  • Receive catalog cards based on the bibliographic record for the receiving catalogs of the first holding library code in the 049 field, if you are profiled for catalog cards.

    Note: If multiple holding libraries are listed in field 049 subfield a, the system produces cards only for the first holding library.
  • Add the record to a file or tape you receive via the MARC Record Subscription service.
  • Use the bibliographic record to generate an item on an accessions list if you subscribe to the OCLC Accessions List service (contact your regional service provider for more information).

    Note: This service is separate from Connexion client. You can also print accessions lists from within the client using records in the local save file (see Print Labels and Accessions Lists, "Print accessions lists").

Use the Alternate Produce action to generate the same output as Produce but with options for ordering extra catalog cards in addition to those specified by your OCLC cataloging profile:

  • Order extra catalog cards (Ad option).
  • Order catalog cards for all receiving catalogs (All option).
  • Order a specified number (1-255) of copy catalog cards (Extra Cards option).
  • Combine two or all three options above.

For more information about printing cards, see the OCLC Catalog Cards guide.

Set holdings interactively

Minimum authorization level: Produce and Update Holdings actions require Full or higher authorization.

To update holdings or to update holdings and produce offline products for a bibliographic record:

  Action
1 Log on to Connexion.
2 Retrieve an existing or an existing record or workform and edit if needed.

Modify field 049 if necessary to produce card set(s).

For more information, see OCLC Catalog Cards.

3
  • To Update Holdings: If you want to update holdings for a record you created and add it to WorldCat, or update holdings for an existing record you used for copy cataloging:

    On the Action menu, click Holdings > Update Holdings, or click , or press <F8>.

  • To Produce and Update Holdings: If you also want the system to produce output from the record as described in your OCLC profile (catalog cards, accessions lists, records in an electronic file or on magnetic tape):

    On the Action menu, click Holdings > Produce and Update Holdings, or click , or press <Shift><F7>.

  • To Alternate Produce and Update: If you want to select options for ordering cataloging cards in addition to those specified by your OCLC profile:
  1. On the Action menu, click Holdings > Alternate Produce and Update, or press <Alt><A><A>.
  2. In the Alternate Produce window, specify any or all options you want to apply:
    • In the Extra Cards text box, type the number of extra cards for the receiving catalogs for the first holding library listed in field 049 subfield a. Enter a number from 1 to 255.
    • Select the Ad Produce check box to order cards for the receiving catalogs for the first holding library listed in field 049 subfield a of the record.
    • Select the All Produce check box to order cards for the receiving catalogs for all holding libraries listed in field 049 subfield a of the record.

Results of Update and Produce

Validation: By default, the system does not validate existing records automatically. You can set an option to perform basic or full validation or re-set to none in Tools > Options > General / Validation Level Options. The system does full validation for both existing records and new records (workforms).

See "Validate records online or offline" for more information.

If validation is done:

  • When the record contains invalid data, the system sends a validation message listing errors. For records in a list, the system sends a list of errors for all records that failed validation. Correct the errors and retry producing the record.
  • When the record is valid, the system:
    • For a workform, adds the record to WorldCat and assigns an OCLC control number.
    • Sets holdings for your library.
    • Adds your library's institution symbol to field 040.
    • Updates the holdings information at the top of the record to Held.
    • Transfers a Dewey class number from field 082 subfield a to field 092 subfield a if you supplied data in other subfields in field 092.
    • For Produce, sends appropriate information, based on your OCLC cataloging profile, to create offline products, including catalog cards, accessions lists, and records in an electronic file or on magnetic tape.
    • For Alternate Produce, allows you to select a different number of cards to produce and order cards for other holding libraries not covered by your OCLC profile.
    • Sets the Update Holdings or Produce action status to C (Completed) in the status bar.
    • Automatically deletes the record from the save file

Note: This topic does not cover holdings actions that include bibliographic institution records (IRs). See Cataloging, Use Bibliographic Institution Records for comprehensive information about IRs.

Mark records for batch update holdings

Minimum authorization level: Batch Produce and Update Holdings actions require Full or higher authorization.

  Action
1 Save the records you want to batch update and produce in the bibliographic local save file.
2 Display a bibliographic record from the local save file that you want to mark for update and produce.
Or
Select records in the local bibliographic 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.
3 On the Action menu, click the Holdings submenu, and then click one of the following:
  • Update Holdings, or press <F8>.
  • Produce and Update Holdings, or press <Shift><F7>.
  • Alternate Produce and Update, or press <Shift><F8>.

Result: The Produce and Update Holdings statuses for the record(s) change to R (Ready).

For details on producing cards, see OCLC Catalog Cards.

4 When finished marking records, run batch processing. See "Run batch processing."

Updating and producing records via batch has the same results as updating and producing interactively (see procedure above).


Quick batch alternative: Batch process holdings by OCLC control numbers alone. Enter or import OCLC numbers, and the client locates the records and processes the actions without downloading the records (Batch > Holdings by OCLC Number). You can process Update Holdings, Produce and Update Holdings, or Delete Holdings.

Clear Ready status to remove record from batch

To withdraw record(s) from batch Update and Produce, remove the Ready status:

  Action
1 Open a record from the local bibliographic save file with a Ready status for Update Holdings or Produce.

Or

Select records in the local bibliographic save file list that have the Ready status for Update Holdings or Produce:

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.
2 On the Action menu, click Set Status, or press <Alt><Shift><S>.
3 In the Set Status window, under Remove ready status for batch, select the check box for Update Holdings or Produce.
4 Click OK to remove the action and close the window.
Results:
  • 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 window without removing the actions.


Disable Produce and Update commands for held records

To set an option to disable the Produce and Update commands when you display records your library holds:

  Action
1 On the Tools menu, click Options, or press <Alt><T><O>, and then click the General tab.
2 Click Action Options.
3 Click to select or clear the check box next to Disable Update and Produce if record is held. A check mark indicates that the option is selected.

Default: Check box cleared. Update and Produce are available whether or not the displayed record is owned by your library.

Result of selecting the option:

The client disables the following commands when you display a record that your library holds:

  • Update Holdings
  • Produce and Update Holdings
  • Alternate Produce and Update
  • Replace and Update Holdings
4 Click OK to save your settings or Cancel to cancel changes.
5 In the General tab, click OK to save changes you made, or click Cancel to cancel changes, or click Apply to save changes and keep the Options window open.

Catalog cards produced

Action Option Catalog Cards Produced
Produce and Update Holdings None Cards for the receiving cataogs for the first holding library code in field 049 subfield a.

Note: If multiple codes appear in 049 a, the system produces cards for the first holding library code only.
Alternate Produce and Update Holdings All Cards for the receiving catalogs for all holding library codes in field 049 subfield a.

Codes may be in one subfield a, separated by commas or in multiple subfield a's.

Examples:
049 ABCM,ABCR,ABCS
049 ABCM a ABCR a ABCS
Ad Added cards for the receiving catalogs for the first holding library code in field 049 subfield a.

The holding library code in 049 subfield a must be profiled to receive added cards
All and Ad Added cards for the receiving catalogs for all holding library codes in field 049 subfield a.

All holding library codes in 049 subfield a must be profiled to receive added cards.
Extra Cards: 1 One extra card in addition to the other cards profiled for receiving catalogs for the first holding library in field 049 subfield a.
Extra Cards: [n] (1-255) The specified number [n] of extra cards for the receiving catalogs for the first holding library in field 049 subfield a.

Note: Type the number of extra cards you want in the Extra Cards text box.
Extra Cards: [n] (1-255) and All [n] extra cards for the receiving caalogs for all holding library codes in field 049 subfield $a.

Note: Type the number of extra cards you want in the Extra Cards text box.
Extra Cards: [n] (1-255) and Ad [n] extra cards and added cards for the receiving catalogs for the first holding library code in field 049 subfield a.

The first holding library code in 049 subfield a must be profiled to receive addedcards.
Extra Cards: [n] (1-255) and All
and Ad		 [n] extra cards and added cards for the receiving catalogs for all holding library codes in field 049 subfield a.

All holding library codes in 049 subfield a must be profiled to receive added cards.

For details on Produce and Alternate Produce actions and printing OCLC catalog cards, see the OCLC Cataloging Cards guide.

Delete holdings interactively or by batch

Minimum authorization level: The Delete Holdings action requires Full or higher authorization.

The Delete Holdings action is available only if your library's OCLC symbol is attached to the record.

To delete holdings interactively or via batch:

  Action
1 Log on to delete holdings interactively (the action occurs immediately).
Or
Remain offline to mark records in a local file to batch process delete holdings.
Notes:
  • When you delete holdings on a record from the online or local save file while logged on, the system processes the record immediately.
  • When you delete holdings on a record from the local save file while offline, the record is marked R (Ready) for batch processing.
2 Retrieve a record from which you want to delete holdings.

Or

Select records the records from which you want to delete holdings from 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.
3

On the Action menu, click Holdings > Delete Holdings, or click , or press <Shift><F8>.

4 Local holdings records (LHRs) and bibliographic institution records (IRs)

Online:
If you have LHRs or IRs attached to master records, the system prompts you to confirm that you want to delete your OCLC symbol, attached LHRs, and attached IRs:

Click Yes to delete, or click No to return to the record without deleting (in which case, deleting holdings fails).

Offline (mark records for batch processing):
You must set the options to Delete attached LHRs when Deleting Holdings and Delete Institution Records when Deleting Holdings:

Click Tools > Options > Batch and click the check boxes next to these options. If these options are not selected, batch delete holdings actions will fail.

Results of deleting holdings:
  • Your institution's OCLC symbol, LHRs, and IRs, if attached, are no longer associated with the record(s).
  • Updates holdings information at the top of the record. Removes the designation Held.
  • Online: Sets the Delete Holdings action status to C (Completed) in the status bar of the record or in the Delete Holdings column of the list.
  • Offline: Sets the Delete Holdings action status to R (Ready) in the status bar of the record or in the Delete Holdings column of the list.

Quick batch alternative: Batch process holdings by OCLC control numbers alone. Enter or import OCLC numbers, and the client locates the records and processes the actions without downloading the records (Batch > Holdings by OCLC Number). You can process Update Holdings, Produce and Update Holdings, or Delete Holdings.

View or print holdings information

No minimum authorization is required to view or print holdings.

Use the View > Holdings action to list libraries whose OCLC symbols are linked to a bibliographic record.

  Action
1 Log on.
2 Open a record from the online or local bibliographic save file.
3 On the View menu, click one of the following:
  • Holdings > Default, or press <Ctrl><Shift><D>
    Shows default holdings, based on the number of holding institutions, and their geographic distribution.
  • Holdings > All, or press <Ctrl><Shift><A>
    Shows all OCLC symbols of holding libraries attached to the record.
  • Holdings > State, or press <Ctrl><Shift><S>
    Shows OCLC symbols of holding libraries in the U.S. state, Canadian provice, or country where your library is located.
  • Holdings > Regional, or press <Ctrl><Shift><R>
    Shows OCLC symbols of holding libraries in your region.

Results:

  • The View Holdings window shows:
    • Whether your library (OCLC symbol) holds the item.
    • The total number of other libraries holding the record.
      Example:
      State locations - Held by OCL - 95 other holdings
  • Lists holding institutions by OCLC symbol.
  • If the name is unavailable, the client gives you a message:
    • If the message says that the symbol is not found, it is most likely a new symbol assigned after the current client release. You will have to wait for the next client release to see the institution name.
    • If the message says that the symbol is in the file but cannot be found or is corrupt, you may need to reinstall the client to get a working institution symbol file.
4 To print a list of holdings:

In the Display Holdings list (View > Display Holdings), click Print.

Show institution name for an OCLC symbol

Action
In the Display Holdings list (View > Display Holdings [type]), move the mouse pointer over an institution symbol to display the name of the institution.

Result:
A pop-up displays the institution name.
Or
If the name is unavailable, the client gives you a message:

  • If the message says that the symbol is not found, it is most likely a new symbol assigned after the current client release. You will have to wait for the next client release to see the institution name.
  • If the message says that the symbol is in the file but cannot be found or is corrupt, you may need to reinstall the client to get a working institution symbol file.

For more information about an institution whose symbol appears in a holdings list, search OCLC Participating Institutions on the OCLC Web site.


Default holdings criteria

When you view the default holdings for a record, the system determines the default based on the following criteria:

If Item Is Held by... You View...
20 or fewer institutions All locations
More than 20 institutions; 10 or more in your state State locations
More than 20 institutions; fewer than 10 in your state, 10 or more in your region Regional locations
More than 20 institutions; none in your state or region All locations

View local holdings statement in records and lists

The information area at the top of WorldCat or online or local save file bibliographic records indicates if the record is held by your library and has local holdings records attached.

Example:
Held by OCL/Local OCL holdings - 12 other holdings

The Held column in WorldCat truncated and brief lists and in online and local save file lists indicates:

  • Held if the record is held but has no local holdings record attached.

    Or
  • Held/LH if held with local holdings.

Launch Connexion browser to maintain local holdings records

Minimum authorization level: Maintaining local holdings records requires Limited or higher authorization.

Create and maintain local holdings records (LHRs) for items your library holds to make your holdings accessible through WorldCat.

To check whether a local holdings record exists for a record, see the holdings statement in the information area at the top of the record.

Example:
Held by OCL/Local OCL holdings - 12 other holdings

Local holdings maintenance is provided in the Connexion browser, but you can open the browser and log on automatically from within the client:

  Action
1 With an existing bibliographic record open in the client, on the Tools menu, click Launch Local Holdings Maintenance, or press <Alt><T><L>.

Note: You can open LHRs for WorldCat records and for online or local bibliographic save file records, while logged on or offline.

Results:
The client automates logging on in the Connexion browser and opening the local holdings record or list of records for the bibliographic record displayed in the client:
  • Opens your default browser.
  • Logs you on in the Connexion browser, using the default authorization and password you specify in Tools > Options > Authorizations in the client.
  • Displays the local holdings record (LHR) for the bibliographic record currently displayed in the client, or if multiple LHRs are retrieved, displays a local holdings summary list.
2 Modify the local holdings record(s).
3 When finished, click the X in the upper right corner of the browser window. You are automatically logged off the local holdings maintenance session.

See Local Holdings Maintenance documentation at http://www.oclc.org/support/documentation/localholdings/default.htm to get instructions for using local holdings maintenance functions.

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Replace master bibliographic record

About replacing bibliographic records

  • A minimum authorization level of Full is required to replace master records.
  • Interactive Replace. You can take a Replace Record or Replace and Update Holdings action on a WorldCat record or a record saved in the online or local bibliographic save file.
    Or
    Batch Replace. You can take the Replace action on records saved in the local save file while offline to mark them for batch processing.
  • These actions are available for existing records only. Workforms must be added to WorldCat (a record must have an OCLC number) and then saved before they can be replaced.
  • See "Upgrades to master bibliographic records and authorizations required" in this guide for more on the types of

Replace bibliographic records interactively

Minimum authorization level: The Lock action requires Limited or higher authorization. Replace actions require Full or higher authorization.

  Action
1 Log on to Connexion.
2 Retrieve the record you want to modify and replace.
3 Edit the record.
Or
On the Action menu, click Lock Master Record, or press <Alt><F8>, and then edit the record.

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

4 On the Action menu, click Replace Record or Replace and Update Holdings, or press <Ctrl><Alt><F10> or <Ctrl><Alt><F11>, respectively.

Note: If you did not lock the record before editing, the system locks it automaticallybefore carrying out the Replace Record or Replace and Update Holdings action. If another user locked or replaced the record after you opened or saved it, the actionfails and you get an error message.

Note: This topic does not cover the Replace and Update action that includes bibliographic institution records (IRs). See Cataloging, Use Bibliographic Institution Records for comprehensive information about IRs.

Results of Replace

Validation for Update Holdings. For this part of the command, by default the client does not validate records. You can set an option to perform basic or full validation or re-set to none in Tools > Options > General / Validation Level Options.

Validation for Replace. Connexion validates the record automatically before replaciing it, whether you edited it or not.The system does full validation.

  • If a record contains invalid data, the client returns a list of errors, which you can print if needed. Replace status for the record changes to F (Failed). Correct the errors and then retry replacing the record.
  • When a record is valid:
    • Connexion replaces it in WorldCat and sets your holdings, if you took the Replace and Update Holdings action.
    • The system adds the full date/time stamp for the Replace in field 005.
      Example of Replace date/time format:
      19950830024628.0
      (1995 = year; 08 = month; 30 = day; 02 = hour; 46 = minutes; 28 = seconds; .0 = fraction of second [always 0])
    • The system notifies you that the record has been replaced. (Replace status for the record changes to C for completed).
    • The master record is unlocked.
    • The system automatically deletes the record from the save file.

Release lock on master record

Action
With the locked record open, on the Action menu, click Release Record Lock, or press <Alt><F9>.

Results:
  • The master record is unlocked in WorldCat.
  • Changes you made while the record was locked are retained in your working copy.

Mark records for batch Replace

Minimum authorization level: Batch Replace actions require Full or higher authorization.

  Action
1 Save the records you want to batch replace in the bibliographic local save file.
2 While logged off, display a bibliographic record from the local save file.
Or
Select records in the local bibliographic save file list:

To select adjacent records, click to highlight the first entry, press and hold <Shift>, and then click the last entry. To select nonadjacent entries, click to highlight the first entry. Press <Ctrl> and click to highlight other entries.
3 On the Action menu, click Replace Record or Replace and Update Holdings, or press <Alt><F10> or <Alt><F11>, respectively.

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

Note: Replace and Update Holdings is unavailable for batch processing.

4 When finished marking records, run batch processing. See "Run batch processing."

Replacing records via batch has the same results as replacing interactively (see section above on results).


Clear Ready status to remove record from batch

To withdraw record(s) from batch Replace, remove the Ready status:

  Action
1 Open a record from the local bibliographic save file with a Ready status for Replace.

Or

Select records in the local bibliographic save file list that have the Ready status for Replace:

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.
2 On the Action menu, click Set Status, or press <Alt><Shift><S>.
3 In the Set Status window, under Remove ready status for batch, select the check box for Replace.
4 Click OK to remove the action and close the window.
Results:
  • 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 window without removing the actions.

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Master record upgrades for Full, Enhance, and CONSER authorizations

Summary of upgrades to master records

The OCLC cataloging profile associated with your logon authorization determines the actions you can perform on records. For details on actions you can take, see "Authorization levels and cataloging capabilities" in this booklet.

You need at least a Full level authorization to:

  • Lock and make any edits to your own WorldCat records if no other institution has used the record for cataloging.
  • Add Minimal-Level Upgrades, Database Enrichment, and Enhance and CONSER upgrades on records entered by others.
  • Control headings if controlling results in no change to the normalized heading. (See more in Authorities, Control Headings in Bibliographic Records.)
  • Add a call number and subject heading(s), as long as the call number or subject heading scheme is not already in the record. For example, if your library is profiled to add Library of Congress (LC) subject headings only, you can add National Library of Medicine (NLM) subject headings to a record that does not already contain NLM headings.

For greater detail on upgrading records, see OCLC Bibliographic Formats and Standards, chapter 5, "Quality Assurance."

Types of upgrades and required authorizations

The following table describes upgrade types, what they include, and authorizations required:

Upgrade type Description Authorization required
Minimal-level upgrade
  • Add and modify all editable fields of less-than-full-level records (Encoding Levels: K, M, 2, 3, 4, 5, and 7) to upgrade them to full-level (Encoding Level I) or less-than-full (Encoding Level K)
  • Add a call number or subject heading(s) if the call number or subject heading scheme is not already in the record
  • For Encoding Level 4, cannot add or modify editable fields of PCC (Program for Cooperative Cataloging) records (field 042 contains pcc)
  • Cannot add or modify editable fields of CONSER-authenticated continuing resource records (field 042 contains a CONSER authentication code)
  • Full
  • Enhance
  • CONSER
Database Enrichment

Tip: Make all database enrichments in one editing session in case your authorization level will not permit you to replace the record a second time after you upgrade it.
  • Add or edit:
    • Call numbers
    • Subject headings and class number if headings and classification scheme are not already in the record
    • Field 006 and field 007
    • Field 300 in CIP (cataloging in progress) records
    • Non-Latin script data in MARC 880 fields
    • Field 5XX (X = any number) (can add only if field is not already present)
    • Field 856 (can add only if not already present)
  • Add or modify editable fields of full-level serial records that have 10 or fewer holdings
  • Cannot modify CONSER-authenticated continuing resource records (field 042 contains a CONSER authentication code)

Note: You do not receive a database enrichment credit when you only control headings and replace the master record.
  • Full
  • Enhance
  • CONSER
Enhance (Regular & National)
  • Add data or edit all non-serial records
    • Regular: All encoding levels except blank, 1, and 4 in records with pcc in field 042
    • National: All encoding levels
  • Add data or edit nonprint serial records not authenticated by CONSER

Notes:

  • Your library must be authorized for the formats.
  • Your library may be authorized to enhance more than one format.
  • For information on the Enhance program, see OCLC Bibliographic Formats and Standards, chapter 5 (URL given above). This chapter includes many links to Library of Congress participation requirements, instructions, and more on the LC Web site.
  • Enhance
CONSER (Regular & National)
  • Add data or edit all print and nonprint continuing resource records

For information on the CONSER program, see OCLC Bibliographic Formats and Standards, chapter 5 (URL given above).
  • CONSER

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Authorization levels and cataloging capabilities

Cataloging capabilities

Specific kinds of editing capabilities and actions you can take on bibliographic and authority records depend on your OCLC cataloging authorization level.

OCLC assigns each library one or more authorization numbers to log on to Connexion. The authorization is associated with the cataloging level established by your OCLC profile. The authorization tells Connexion when you log on what actions you are authorized to take.

Authorization levels and what you can do

The following table lists authorization levels in order of most basic to highly specialized, with a list of actions authorized for each level. Unless specified, actions are available for both bibliographic and authority records if applicable to both.

Authorization level Connexion client authorized actions Connexion browser authorized actions
Search
  • 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
Notes:
  • 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.
Limited

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.

 Same actions as for Search plus the following actions:
  • 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.

Full

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: See also, specific ways you can upgrade master records based on your authorization level.
  • 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)
NACO (Name Authority Cooperative program)

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
Agent Same actions as for Full plus the following actions:
  • 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
Regular Enhance Same actions as for Full

Used by Enhance participants to enhance non-national, non-PCC (Program for Cooperative Cataloging) master bibliographic records in authorized formats, except records for serials
Enhance National Same actions as for Full and NACO

Used by Enhance participants to enhance national and PCC master bibliographic records in authorized formats, except records for serials
Regular CONSER (Cooperative Online Serials program) Same actions as for Full

Used by CONSER participants to authenticate and maintain master continuing resource records
CONSER National Same actions as for Full and NACO

Used by CONSER participants to authenticate and maintain master continuing resource records
Notes:
  • See more about the Program for Cooperative Cataloging (PCC), including NACO and CONSER, at 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.

Definitions of master record upgrades versus records with local edits

Edit mode Definition and notes
Master bibliographic or name authority record
(locked or unlocked)
  • 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.
Locally edited bibliographic or authority record
  • 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.

Summary: Authorization levels and making master record edits versus local edits

The following table summarizes editing and actions on master versus locally edited records, depending on authorization level:

Record level/authorization level Connexion client: Editing/actions authorized Connexion browser:
Editing/actions authorized		 Records/modifications authorized
Locally edited records

Search and higher		 Edit records locally; save to local save file; export Display record; export Any record in WorldCat or the LC authority file.

Client: Any modifications for local use.
Locally edited records

Limited and higher		 Lock, edit, and save record to local or online save file; export Lock, edit, and save record to online save file; export Any record in WorldCat or the LC authority file.

Any modifications for local use.
Master records

Full, NACO, or higher 		Lock (optional), edit, and save (optional) record; replace; export Lock, edit, and save record; replace; export
  • 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.

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Maintain URLs in bibliographic records

When you can correct or add a URL

Basic capabilities

  • You qualify for a database enrichment credit when you correct a URL (universal resource locator, or Internet address) and replace the master record.
  • To correct URLs and replace records, you need at least a Full mode authorization.
  • With a Full mode authorization, you can replace records created by any institution to correct URLs in the following fields: 505, 506, 520, 530, 583 and 856. In addition, you can replace records to correct any other fields if you contributed the records and they are held only by your library.

Authorization levels required for specific record types

  • For CONSER records (serials that have field 042), you must have a CONSER level authorization to change the URL in field 856 or to add field 856 in the master record.
  • For minimal-level records (also called "less-than full" level), any cataloging user with a Full authorization may edit and replace most of the data in the record. (CONSER records are again an exception; you must have a CONSER authorization to replace a master record.)
  • An Enhance level authorization allows selected users to edit master records based on the format of the record (sound recording, computer file, etc.).
  • Additional information is available in chapter 5 of OCLC Bibliographic Formats and Standards.

Correct or add a URL: basic steps

  Action
1 Open the record for editing.
2 On the Action menu, click Lock Master Record, or press <Ctrl><F8>.
3 Change the URL in one of the fields specified in the next section, or add one of these fields.
4 Take the appropriate action: Replace Record or Replace and Update Holdings:
5 After completing the Replace action, edit the record for your own use.

Record fields that may contain URLs

The following fields and subfields may contain a URL:

505 ‡u 530 ‡u 552 ‡u 856 ‡u
506 ‡u 538 ‡u 555 ‡u  
514 ‡u 540 ‡u 563 ‡u  
520 ‡u 545 ‡u 583 ‡u  

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Exchange records with other libraries for peer review

Review workflow: Summary

Review procedures, selection of reviewers, record quality standards applied, and other details depend on the program, institution, project, or other arrangements you or your library have established independently of Connexion.

Connexion provides a way to manage the records. You provide the communication using the best method for you.

The following steps are a high-level summary of record review workflow and distinguish the steps you can do via Connexion.

Send a record for review:

  1. Establish appropriate reviewers for records you want to submit.
  2. Via Connexion, prepare record or workform for review (see more about editing bibliographic or authority records or creating bibliographic or authority records).
  3. Via Connexion, send a record for review (interactively or via batch processing) to one or more libraries you specify by OCLC institution symbol.
  4. Notify reviewer(s) that a record is available for review. Use e-mail, telephone, or any other convenient method.
  5. Via Connexion, view or recall records any time that you submitted for review.

Review a record submitted to your library:

  1. Via Connexion, retrieve record(s) to be reviewed.
  2. Respond with review comments and corrections to the person who submitted the record. Use e-mail, telephone, fax, postal mail, Web-based conferences or any other convenient method.

Complete the process:

  1. Via Connexion, the person who submitted for review retrieves the record and makes needed changes.
  2. Via Connexion, that person can resubmit the record for review and approval, if needed, or take an action to complete the record.

About sending records for review

Why send records for review?

  • You may be required to submit work for review because you are a newly authorized participant in a cooperative cataloging program.
  • Although not required to submit work for review, you have questions about a record you created.

Who can submit records for review?

Catalogers who log on to Connexion using a Limited or higher authorization can submit records for review and review records submitted to their libraries.

What records can be reviewed?

You can exchange the following records for review: authority and bibliographic workforms or records from:
  • WorldCat
  • LC authority file
  • Online bibliographic and authority save files
  • Local bibliographic and authority save files

Send records for review interactively

  Action
1 Identify the appropriate reviewer(s).

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
2 Optional. Log on to Connexion.

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.

3 Prepare one or more bibliographic or authority records.

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.

4 On the Action menu, click Submit for Review, or press <Alt><A><B>.
5 In the Submit for Review window, type one or more OCLC institution symbols for thelibrary(ies) to which you want to submit.

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
6 Click OK to submit the record or workform immediately (online) or mark for batchprocessing (offline). If marked for batch, when ready, run batch processing.

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.


View or recall records you submitted interactively

You can either search the online save file for submitted records or show records by online save file status Submitted.

To search the online save file exclusively for records you submitted:

  Action
1 On the Cataloging menu, click Search > Online Save File, or press <Ctrl><F3>.
Or
On the Authorities menu, click Search > Online Save File, or press <Alt><F3>.
2 In the Search Bibliographic Save File window, select the Submitted for Review check box. Leave all other search criteria blank.
3 Click OK or press <Enter> to retrieve a list of records you submitted for review.OrClick Cancel to close the window without retrieving the records.
4 Optional, if you do not cancel: To recall a record you submitted, open the record you want to recall from the results list if necessary:

On the Action menu, click Recall Submitted Record, or press <Alt><A><M>.

Results:
  • 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.

Mark records with Submit action for batch processing

Minimum authorization level: Submitting records for review via batch requires a Limited or higher authorization, as does submitting records interactively.

  Action
1 Save the records you want to batch submit to the default bibliographic or authority local save file.
2 Display a record from the local save file.

Or

Select records in the local 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.
3 On the Action menu, click Submit for Review or Replace and Update Holdings, or press <Alt><A><B>.

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

4 When finished marking records, run batch processing. See "Run batch processing."

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


Remove Ready status for batch Submit

To withdraw record(s) from batch Submit, remove the Ready status:

  Action
1 Open a record from the local bibliographic save file with a Ready status for Submit.

Or

Select records in the local bibliographic save file list that have the Ready status for Submit:

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.
2 On the Action menu, click Set Status, or press <Alt><Shift><S>.
3 In the Set Status window, under Remove ready status for batch, select the check box for Submit.
4 Click OK to remove the action and close the window.
Results:
  • 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.


Retrieve records sent to you for review

Records submitted to your library for review are called Review File records. You can search the online save file for all review records or for records sent by a single institution:

  Action
1 On the Cataloging menu, click Search > Online Save File, or press <Ctrl><F3>.
Or
On the Authorities menu, click Search > Online Save File, or press <Alt><F3>.
2 In the Search Online Bibliographic [or Authority] Save File, under Review File, select one of the following check boxes:
  • 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.

3 Click OK or press <Enter> to retrieve a list of review records.

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


Note: The Retain Search option for the window does not retain your settings in the Review File area.

Review record results list

Bibliographic review records. If your search for review records retrieves more than one record, the results list for bibliographic records is similar to any online bibliographic save file list. Columns show the following information for each record:

  • Save # (assigned by system)
  • Title
  • Modified (date the record was last modified)
  • Expires (number of days before record expires)
  • Workflow (status the system asks that you select when you save a record, or it assigns the default In Process)
  • Source (status the system assigns based on the source of the record)
  • Action statuses:
    Delete Holdings (C=Complete or F=Failed)
    Export (C=Complete, F=Failed, or R=Ready)
    Label (C=Complete, F=Failed, or R=Ready)
    Produce (C=Complete or F=Failed)
    Replace (C=Complete or F=Failed)
    Update Holdings (C=Complete or F=Failed)
    Validate (C=Complete or F=Failed)
  • My Status (free-text note or identifier you enter)
  • Review (shows Submitted status for records sent to your library for review)
  • Reviewing Institutions (shows institution symbol for the institution that sent the record to your library for review)

    Note: The system sorts the list first by owning institution and then by title (for bibliographic records) or by main entry (for authority records).

Authority review records. Columns show the following information for each record:

  • Save # (assigned by system)
  • Main Entry
  • Expires (number of days till the record expires and the system deletes it unless you resave)
  • Workflow (status the system asks that you select when you save a record, or it assigns the default In Process)
  • Review (shows Submitted status for records sent to your library for review)
  • Reviewing Institutions (shows institution symbol for the institution that sent the record to your library for review)

    Note: The system sorts the list alphabetically by main entry.

Notes on lists:

  • For distinguishing exclusive window types that stay open without pinning when you have multiple windows open, the client includes a review record list as another online save file results list. If you do another search of the online save file, the search results list for review records closes.
  • For more about working with lists, see Record lists.

Actions on review records

While a record is in review:

  • The reviewer can view the record only (cannot edit or take any actions).
  • The person who submitted the record can act on the record even while the reviewer views it. He or she can:
    • Recall a submitted record or delete it from the save file any time. If the reviewer is displaying the record when it is recalled or deleted, the record remains open, but once the reviewer closes it, it can no longer be retrieved
    • Edit the record at the same time the reviewer views it. This capability can help speed completion of the review process if combined with simultaneous interactive communication between the record "owner" and the reviewer (for example, by telephone).

Manage review comments and responses

  • Connexion does not handle communication between reviewer and the originator who submitted the record for review.
  • Review participants can use any method to exchange status information, review comments, follow-up questions, and proposed revisions.
  • Interactive review and revision. The person who submitted the record can retrieve it and edit it while a reviewer is viewing that record. Both people can discuss changes by phone while both view the record. When the person who submitted the record completes the edits and resaves it, the reviewer can close the record and reopen it to see the revisions (does not have to search for the record again).

Complete the review process

The person who submitted the record for review can:

  Action
1 Use the interactive review and revision process given in the last bullet point above.
Or
Once the reviewer has responded, retrieve the record from the online save file and revise it as needed.
2 Depending on the review procedure you have set up, take the next appropriate step. For example:
  • 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

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Report errors in bibliographic records

Errors to report

  • Do not report errors requiring proof that requires examination of the item you are cataloging.
  • For a list of errors to report or not to report, definition of errors that require proof, suggested ways of supplying proof, and detailed guidelines, see "Error Reporting" in chapter 5 of OCLC Bibliographic Formats and Standards.

Types of records

  • You can report errors for WorldCat records or online bibliographic save file records that already exist in WorldCat.
  • You cannot report errors for workforms or for imported records in the bibliographic save file.

Report an error to OCLC

Reporting errors requires no minimum authorization.

  Action
1 Log on to the OCLC system. (You must be logged on to report an error.)
2 With a bibliographic record open for which you want to report an error:

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

3 In the Report Error window, check or complete the required fields at the top of the window: your OCLC symbol, user name, and e-mail address.

The system automatically inserts:
  • The OCLC symbol associated with your logon authorization number, as shown in View > User Information.
  • Your name and e-mail address if you already entered them in Help > Contact Support.
4 Optional. Select the check box labeled Send a copy of the e-mail message to me if you want a copy sent to your e-mail address.
Default: Check box cleared. You do not receive a copy.
5 In the large text box, type a description of the record error(s).
  • Include any information that may help OCLC staff verify the change (for example, other sources you consulted) and identify related records.
  • The client automatically appends the text of the record to your message.
6 Click Report Error to send the error report, or click Cancel.
Note: You must supply data in all areas of the window in order to send the error report.

Results: The report is sent to OCLC quality control staff via e-mail (bibchange@oclc.org) using your Internet connection and, if you requested it, sends you a copy.

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Run batch processing

About batch processing

  • Batch processing is available for WorldCat and Library of Congress (LC) authority file searches and for processing record actions on bibliographic and authority records.
  • Run batch processing for multiple local files at once.
  • The client stores searches and actions you set on records until you batch process the file