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WorldCat support Documentation OCLC Authorities User Guide Comments? Abstract & revision notesAbout this Guide 1 Introduction 2 Accessing the OCLC Authority File 3 Authority Record Displays 4 Phrase Searching

5 Numeric Searching

5.1 Overview 5.2 Constructing Numeric Searches 5.3 Index Labels 5.4 Rules for Numeric Searches 5.5 Error Messages/Revising Searches 5.6 Search Results (Summary Description) 5.7 Reviewing Search History 6 Keyword and Command Line Searching in OCLC Connexion 7 Derived Search Key Searching 8 Viewing Search Results 9 Editing Authority Records 10 Using Save Files 11 Creating and Using Constant Data 12 Exporting Authority Records 13 Creating and Updating OCLC Authority File Records (NACO Only) A Passport Commands B Types of Records and Displays C OCLC Authority Record Format D Indexed Fields and Subfields E Change Requests Authorities Glossary

5 Numeric Searching

Chapter overview

This chapter describes how to perform numeric searches within the OCLC® cataloging service. Numeric searching is available in the OCLC interfaces as shown below:

Interface	Yes	No
OCLC ConnexionTM browser
OCLC ConnexionTM client
OCLC Cataloging Micro Enhancer® (CatME)
OCLC Passport software (Passport)

5.1 Overview

Definition

Numeric searches are the most direct way to find an authority record. This type of search uses a (theoretically) unique number to locate a single authority record. The number can be one of the following:

• Library of Congress Authority Record Control Number (LCCN)
• OCLC® Authority Record Control Number (ARN)
• International Standard Book Number (ISBN) [not available in OCLC Connexion™]
• International Standard Serial Number (ISSN) [not available in OCLC Connexion]

LC Authority Record Control Number

LC assigns authority record control numbers to all authority records. In LC documentation, this number is the Library of Congress Control Number or LCCN.

LCCNs consist of:

• An alphabetic prefix
• Two (pre-2001) or four (2001 and later) digits that indicate year of creation
• A six-digit record number

The year digits may be separated from the record number by a hyphen.

Alphabetic prefix.  The alphabetic prefix indicates which system created the authority record.

System	Prefix
LC	n (names) sh (subjects) sj (children's subjects)
OCLC	no
RLG (Research Libraries Group)	nr
British Library	nb

First two/four digits.  For an LCCN assigned in 2001 or later, the first four digits always represent the year of record creation. For earlier LCCNs, the first two digits usually represent the year of record creation with the following exceptions:

• Initial digits 50 indicate that an agency under contract to LC retrospectively converted the record.
• Initial digits 42 represent a retrospectively converted authority record for a series title.

Final six digits.  The final six digits are the record number. If the record has fewer than six digits, one or more zeros intervene between the first two digits and the record number.

Example 1:

Example 2:

Example 3:

OCLC Authority Record Number

The OCLC system assigns an OCLC Authority Record Number to each authority record. This number displays at the top of each record following the mnemonic label ARN. It is the most direct search index.

Example: 408040

ISBN

The International Standard Book Number (ISBN) is an identification number assigned to a work by its publisher. ISBNs in established heading records link the series heading and the bibliographic record in which the series heading is used.

Each ISBN is a ten-digit number; the tenth digit is a check digit, which may be the letter X. ISBNs have three hyphens. These hyphens do not appear in online records.

Example: 0-415-13115-4

ISSN

The International Standard Serial Number (ISSN) is an identification number assigned to a serial through the International Serials Data System. ISSNs in established heading records link the series heading and the bibliographic record in which the series heading is used.

Each ISSN is an eight-digit number. The eighth digit is a check digit, which may be the letter X.  A hyphen follows the fourth digit.

Example: 0326-6220

Search results

The result of a numeric search is usually a single authority record.

In some cases, the ISBNs or ISSNs in two or more records are identical except for the check digit. In searching, the check digit is ignored so you retrieve a list of records that match the first 9 digits (ISBN) or 7 digits (ISSN).

The different forms of results are described more fully in chapter 8, Viewing Search Results.

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5.2 Constructing Numeric Searches

To construct a numeric search, you must perform these steps:

• Enter the search number.
• Specify the index to be searched.
• Signal the system to perform the search.

The order in which you perform these steps varies depending upon which OCLC interface you are using, and whether you are using the mouse or the keyboard.

Connexion browser

You perform a numeric search in the Connexion browser using the Command Line Search area or the Keyword Search area of the Search Authorities screen.

Keyword Numeric Search.

	Action
1	Click Authorities or press < Alt >< A >.
2	Click Search or press < Alt >< 1 >. Result: The Search Authorities screen is displayed.
3	Enter the search number in the Search for box. Note: If you want to keep this number in the for box for subsequent searches, check the Retain Search check box.
4	Click the down arrow to open the index list. Select either LCCN or OCLC ARN Click Search or press < Enter >. Or Press < Tab > until the index list is highlighted. Use the keys to highlight either LCCN or OCLC ARN. Press < Enter >. Result: Connexion performs the search and displays the results.
5	Do you want to include See and See also references in the search results list? If Yes: Check the corresponding check box. Or Press < Tab > until the corresponding check box is highlighted, then press < Space Bar >. If No: Uncheck the corresponding check box (if currently checked). Or Press < Tab > until the corresponding check box is highlighted, then press < Space Bar >.
6	Do you want to keep this search in the for box for subsequent searches? If Yes: Check the Retain Search box. Or Press < Tab > until Retain Search is highlighted, then press < Space Bar >. If No Uncheck the Retain Search box. Or Press < Tab > until Retain Search is highlighted, then press < Space Bar >.
7	Click Search or press < Tab > until Search is highlighted, then< Enter >. Result: Connexion performs the search and displays the results.

Command Line Numeric Search.

	Action
1	Click Authorities or press < Alt >< A >. Result: The Search Authorities screen is displayed.
2	In the Search for box of the Command Line Search area, enter: An index label followed by a colon and an optional space Your search number Example:ln 79-117152
3	Do you want to include See and See also references in the search results list? If Yes: Check the corresponding check box. Or Press < Tab > until the corresponding check box is highlighted, then press < Space Bar >. If No: Uncheck the corresponding check box (if currently checked). Or Press < Tab > until the corresponding check box is highlighted, then press < Space Bar >.
4	Click Search or press < Tab > until Search is highlighted, then< Enter >. Result: Connexion performs the search and displays the results.

Connexion client

You perform a numeric search in Connexion client using the Search Authority File dialog box.

	Action
1	Log on to OCLC Connexion (if not logged on).
2	On the Authorities menu, click Search, then click Authority File. Or On the toolbar, click Or Press < Shift >< F2 >. Result: The Search Authority File dialog box opens.
3	Enter the search number in the Search for box.
4	Click the down arrow to open the index list. Select either LCCN or OCLC ARN Click OK or press < Enter >. Or Press < Tab > until the index list is highlighted. Use the keys to highlight either LCCN or OCLC ARN. Press < Enter >. Result: Connexion performs the search and displays the results.

CatME

You perform a numeric search in CatME™ via the Search OCLC Online window.

	Action
1	Log on to OCLC Cataloging (if not logged on).
2	On the Search menu click OCLC Online. Or Click on the toolbar. Or Press < F2 >. Result: The Search OCLC Online dialog box opens.
3	Specify the database: Click to open the Default Database list and select Authority FIle. Or Enter the database indicator AF: in the Query box.
4	In the Query box, enter an Authority File numeric search and click Find or press < Alt >< S >. Example: Enter ln 2001-44 and click Find. Result: CatME performs the search and displays the results.

Passport

You perform a numeric search in Passport by entering a Find (fin) command at the Home position with the Authority File selected.

	Action
1	At the Home position, with the Authority file selected, enter the find command: fin [index label] [search number] Example: fin ln 2001-44
2	Press < F11 > to start the search.

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5.3 Index Labels

This table shows the index labels that are used with numeric searches. Note that some access points that are valid for CatME and Passport are not available in OCLC Connexion.

Access Point	OCLC Connexion Index Label	CatME and Passport Index Label
Library of Congress Authority Record Control Number	LCCN	ln
OCLC Authority Record Number	OCLC ARN	an
International Standard Book Number	n/a	bn
International Standard Serial Number	n/a	sn

This table shows numeric search examples for all index labels in each interface.

Examples:
Access Point	OCLC Connexion Index    Label     example	CatME Index Label    example	Passport Index Label    example
LCCN	LCCN   79-117152   2001-000044	ln   ln 79-117152   ln 2001-000044	ln   fin ln 79-117152   fin ln 2001-000044
OCLC ARN	OCLC ARN   047232	an   5047232	an   fin an 5047232
ISBN	n/a	bn   bn 0415131154	bn   fin bn 0415131154
ISSN	n/a	sn   sn 03266220	sn   fin sn 03266220

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5.4 Rules for Numeric Searches

General rule

Left bracket (CatME and Passport only).  When searching in Passport, you may omit the Find (fin) command and the index label. Enter an LCCN, an ISBN, or an ISSN immediately. In CatME, enter a left bracket and omit the index label. For an LCCN, the separating hyphen is still required. For ISBNs and ISSNs, omit the hyphen.

Example:	[88-000023 or [88-23 (LCCN)
	[03266220 (ISSN)

LCCNs

Hyphen.  Include a hyphen between the year digits and the record number.

Example:
LCCN	OCLC Connexion	CatME	Passport
79-1171522 2002-000274	79-1171522 2002-000274	ln 79-1171522 ln 2002-000274	fin ln 79-1171522 fin ln 2002-000274

Optional zeros.  Entering zeros that intervene between the year and the record number is optional. The following searches retrieve the same record:

Example:
LCCN	OCLC Connexion	CatME	Passport
82-000012	82-000012 or 82-12	ln 82-000012 or ln 82-12	fin ln 82-000012 or fin ln 82-12

Optional alphabetic prefixes.  Include the alphabetic prefix to make the search more specific. When using the prefix, omit spaces between the prefix and the number.

Example: Using an LCCN number of 88-000025 (or 88-25) retrieves a list of four records for:

• n88-002555
• no88-002555
• nr88-002555
• sh88-002555

If you enter the LCCN with a prefix, for example no88-002555, you retrieve only the appropriate record.

OCLC ARNs

Shortcut (CatME and Passport only).  You may omit the fin command and the index label and enter the ARN preceded by:

• A left bracket ( [ ) and a number sign (#) or
• A left bracket ( [ ) and an asterisk (*).

In CatME, omit the index label and use either combination.

Example:
ARN	OCLC Connexion	CatME	Passport
1559187	1559187	[#1559187 or [*1559187	[#1559187 or [*1559187

ISBNs (CatME and Passport only)

First digit zero.  If the first digit is 0, entering it is optional. Otherwise, enter all ten digits. If the check digit is X, use either upper- or lowercase x.

Example:
ISBN	OCLC Connexion	CatME	Passport
0415131154	n/a	bn 0415131154 or bn 415131154	fin bn 0415131154 or fin bn 415131154

Valid, canceled, and invalid ISBNs.  The system indexes valid, canceled, and invalid ISBNs.

Example:

For the following field 020, the searches shown retrieve the same record:

020 0806945923 ‡z 0806945931

Example:
ISBN	OCLC Connexion	CatME	Passport
0806945923 0806945931	n/a	bn 0806945923 or bn 0806945931	fin bn 0806945923 or fin bn 0806945931

Identical ISBNs.  Occasionally, the ISBNs in two or more records are identical except for the check digit. Since a mathematical formula determines the check digit, only one is correct. But the system ignores the check digit and, therefore, retrieves any records whose ISBNs match the first nine digits.

ISSNs (CatME and Passport only)

Optional hyphens with Find (fin) command.  When you enter an ISSN search using a command, the hyphen is optional.

ISSN	OCLC Connexion	CatME	Passport
0326-6220	n/a	sn 0326-6220 or sn 03266220	fin sn 0326-6220 or fin sn 03266220

Valid, canceled, and invalid ISSNs.  The system indexes valid, canceled, and invalid ISSNs.

Identical ISSNs. Occasionally, the ISSNs in two or more records are identical except for the check digit. Since a mathematical formula determines the check digit, only one is correct. But the system ignores the check digit and, therefore, retrieves any records whose ISSNs match the first seven digits.

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5.5 Error Messages/Revising Searches

All interfaces

If you omit the hyphen when searching using an LCCN, you receive an error message.

To revise the search.  Reenter the LCCN with a hyphen between the two- or four-digit year and the record number.

Connexion browser

You receive an error message if you make any error in:

• Typing the LCCN (too many digits, too few digits, enter letter o instead of digit 0), or
• Selecting the index label (LCSH instead of LCCN)

To revise the search.  Clear the search to reenter it:

• If you notice an error before you click Search: click Clear Search or press < Tab > until the Reset button is highlighted, then press < Enter >.

  This clears the search terms and returns the index label to the Personal Names default.

• If you have already clicked Search: click Search on the Authorities tab or press < Alt >< 1 >.

  The empty Search Authorities screen appears.

Connexion client

In numeric searching, the number in the Search for box is compared against the terms in the index you selected. If you accidentally select Reference Headings as the index instead of OCLC ARN, the system responds that no records were found.

To revise a search.  Clear the search to reenter it:

• If you notice an error before you click OK: click Clear Search or press < Tab > until the Clear Search button is highlighted, then press < Enter >. This clears the text in the Search for box. Note: It does not clear the value in the in box.

• If you have already clicked OK: click this icon on the toolbar or press < Shift >< F2 >.The Search Authority File dialog box appears.

CatME

If you are not using a left bracket (see "General rule" on page 5:10), the system automatically expects the first three characters to be a valid two-character index label followed by a space.

• If you mistype the index label (for example: lc 82-000012), CatME displays an error message.

• If you forget to leave at least one space between the index label and the rest of the search text (for example: ln82-000012), CatME displays an error message.

To revise the search.

	Action
1	Change the text in the Query box.
2	Click Find or press < Alt >< F >. Result: The Search OCLC Online window closes and the browse results are displayed.

If you click the Scan button instead of the Find button, CatME displays an error message. Once you receive an error message you must:

	Action
1	Click OK in the error message window. Or Press < Enter > then press < Backspace >.
2	Repeat the search with the correct text.

Passport

In Passport, the system displays the Revise screen automatically when your search has an entry error. The Revise screen indicates the type of error and presents your search text for correction.

To revise the search.  The system places the cursor on the first character of your search.

• Use the left/right arrow keys to move the cursor as necessary.

• Insert, delete, or replace characters, then press < F10 >.

The system displays the results of the revised search.

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5.6 Search Results (Summary Description)

Results

After you enter a numeric search, the system displays a full authority record. A CatME record is shown here.

In the case of a duplicate ISBN or ISSN, the system displays a list of all matching records:

Click a list item to see its corresponding authority record.

More information

The layout and fields of an authority record are discussed in chapter 3, Authority Record Displays.

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5.7 Reviewing Search History

Each OCLC interface provides a way to repeat previous searches without re-keying.

Connexion browser

To see the results of your most recent search:

	Action
1	Do one or more searches.
2	Click Search Historyor press < Alt >< = >. Result: The OCLC Connexion Search History window opens showing your last ten searches, with your most recent search listed first. Note: To empty the list, click Clear History.
3	Locate the search you want to re-do. If you want to: Repeat the same search: Go to the next step. Modify one of the searches: Go to step 5.
4	Click Repeat for the desired search. Result: The search history window closes, and Connexion performs the search and displays the results.
5	Click Revise for the search you want to modify. Result: The search history window closes and the Browse Authorities screen shows your selected search with the text in the Browse for box highlighted.
6	Revise the search and click Browse. Result: Connexion performs the search and displays the results.

Note: Do not use the Back and Forward buttons for this type of navigation. See Help for details.

Connexion client

Connexion client keeps track of the last ten terms (names, topics, and subject headings as well as numbers) that you have entered in each box in the Search Authority File dialog box.

To repeat or revise a search:

	Action
1	Click the down arrow to open the list of previous terms, then select a term. Result: The term appears in the Browse Authorities for text box.
2	Does the corresponding index match the term you selected? If Yes: Go to the next step. If No: Click the down arrow to open the index list and select either LCCN or OCLC ARN
3	If you want to: Repeat the same search: Click OK. Modify the search: Revise the term and click OK. Result: Connexion performs the search and displays the results.

CatME

CatME does not keep search results but keeps track of up to the last ten searches (numeric or otherwise) and lets you select and repeat a specific search. CatME keeps this list until you log off. To view this list and repeat a search:

	Action
1	Do one or more searches (Find commands).
2	Click History. Result: The list of previous searches appears.
3	Double-click the search you want to reuse. Or Click the search you want to reuse and press < Enter >. Result: The search appears in the Query box.
4	Revise the search if you wish. For example, add terms to retrieve fewer records. Or remove terms if a search retrieved no records.
5	Click Find or press < Enter >. Result: CatME sends the search to the OCLC system. Note: Default database. Not used. The search includes the database indicator.

Passport

Passport does not keep search results as such, but rather keeps track of your last ten searches (numeric or otherwise) and lets you select and repeat a specific search. You use the Review (rev) and Display (dis) commands to view this list and repeat a search:

	Action
1	At the Home position enter rev and press < Enter >.
2	At the Home position enter: dis s[line number] or s[line number] and press < F11 >. Example: To repeat the search for LCCN 79-117152, enter: dis s3 or s3. Result: The Search Query screen disappears and the search results are displayed.

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