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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

4.1 Overview 4.2 Constructing Phrase Searches 4.3 Index Labels 4.4 Rules for Phrase Searches 4.5 Error Messages/Revising Searches 4.6 Search Results (Summary Description) 4.7 Reviewing Search History (OCLC Connexion only) 5 Numeric Searching 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

4 Phrase Searching

Chapter overview

This chapter describes how to perform phrase searches within the OCLC® cataloging service. Phrase 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)

4.1 Overview

Definition

A phrase search allows you to use ordinary language to locate one or more authority records for:

• Names (personal, corporate or conference)
• Titles (uniform, series)
• Places
• Subject headings
• Children's subject headings
• Subdivision headings
• Reference headings

The records can be used as an established heading or as a reference. A phrase search uses the initial words of name, title, or subject headings as a search text. The system matches the text, character by character, against the characters of the terms in the index you selected and displays the phrase or the closest matching phrase.

A phrase search allows you to view all established headings and references in the authority records and to retrieve every authority record for a phrase.

Access points, indexes, and index labels

The system indexes certain types of information (e.g., personal names, corporate names, control numbers, subjects) in authority records. Each type of indexed information is an access point. Each access point has an index label.

An index label indicates within which index you want the system to search.The system selects the corresponding index and matches your text against the index entries to retrieve matching record(s).

Search results

The result of a phrase search is a series of increasingly specific lists (also called indexes). The number of lists you work through depends mainly on the number of records you retrieve in the initial list. In CatME™ and Passport this initial list is called the Root Index. In Connexion™ browser it is called Browse Results. The various phrase search paths to authority records are shown below.

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

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4.2 Constructing Phrase Searches

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

• Enter the search.
• Specify the index to be searched.
• Identify the search as a phrase search.
• 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 phrase search in the Connexion browser using the Browse Authorities screen. Use of the Browse Authorities rather than the Search Authorities screen identifies this as a phrase search to the OCLC Connexion software.

	Action
1	Click Authorities or press < Alt >< A >.
2	Click Browse or press < Alt >< 2 >. Result: The Browse Authorities screen is displayed.
3	Enter the search in the Browse for box.
4	Click the down arrow to open the index list. Select the index you want to search. Or Press < Tab > until the index list is highlighted. Use the keys to highlight the index you want to search.
5	Click Browse or press < Tab > until the Browse button is highlighted, then press < Enter >. Result: Connexion performs the search and displays the results.

Connexion client

You perform a phrase search in the Connexion client using the Browse Authority File dialog box. Use of the Browse Authorities dialog box rather than the Search Authorities dialog box identifies this as a phrase search to the OCLC Connexion software.

	Action
1	Log on to OCLC Connexion (if not logged on).
2	On the Authorities menu, click Browse, then click Authority File. Or On the toolbar, click Or Press < Alt >< F2 >. Result: The Browse Authority File dialog box opens.
3	Enter the search in the Browse Authorities for box.
4	Do you need to insert one or more diacritics or special characters? If Yes: go to the next step. If No: go to step 9.
5	In the Browse Authorities for box, position the cursor after the character for which you want to insert a diacritic or special character:
6	Click Enter Diacritics. Or Press < Tab > until the Enter Diacritics button is highlighted, then press < Enter >. Result: The Enter Diacritics and Special Characters dialog box opens.
7	(Optional) Click the down arrow to open the Language list. Select the language of your search. Or Press < Tab > until the Language list is highlighted. Use the keys to highlight the language of your search. Result: Valid diacritics/special characters for your selected language become highlighted.
8	Click the diacritic or special character you want to insert, then click Insert and Close. Or Press < Tab > until the Character list is highlighted. Use the keys to highlight the desired character. Press < Tab > until the Insert and Close button is highlighted. Press < Enter >. Result: The character appears with the selected diacritic or special character.
9	Repeat steps 6-8 to enter additional diacritics or special characters.
10	Click the down arrow to open the index list. Select the index to be searched Click OK or press < Enter >. Or Press < Tab > until the index list is highlighted. Use the keys to highlight the desired index. Press < Enter >. Result: Connexion performs the search and displays the results.

CatME

You perform a phrase 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 the down arrow 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 search, then click Scan or press < Alt >< S >. Result: CatME performs the search and displays the results Example: Enter pn kissinger, henry and click Scan.

The remaining fields in the window are not used in a phrase search.

Note: Phrase search is not available in batch mode.

Passport

You perform a phrase search in Passport by entering a Scan (sca) command at the Home position with the Authority File selected.

	Action
1	At the Home position, with the Authority file selected, enter the scan command: sca [index label] [search text] Example: sca pn kissinger, henry
2	Press < F11 > to start the search. Result: Connexion performs the search and displays the results.

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4.3 Index Labels

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

Access Point	Index Label (OCLC Connexion)	Index Label (CatME and Passport)
Personal names	Personal Names	pn
Corporations	Corporate Names	co
Conferences	Conference Names	cn
Places	Geographic Names	[no index label exists for this access point in these interfaces]*
Titles	Titles	ti
Subjects (topical)	Topicals	su
Genre	[no index label exists for this access point in this interface]	ge**
Subdivision headings	Subdivision Headings	sb
Children's subjects	Children's Subjects	sc
LCSH only	LCSH	[no index label exists for this access point in these interfaces]
Reference headings	Reference Headings	[no index label exists for this access point in these interfaces]

* Use index label co or su to get geographic information.

** Although MARC 21 has established tags 155/455/555 as genre form headings, LC has yet to establish any genre/form terms for the OCLC index label ge.

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

Access Point	OCLC Connexion Index Label   example	CatME Index Label   example	Passport Index Label   example
Personal names	Personal Names   hemingway, ernest	pn   pn hemingway, ernest	pn   sca pn hemingway, ernest
Corporations	Corporate Names   world wildlife fund	co   co world wildlife fund	co   sca co world wildlife fund
Conferences	Conference Names   oxford farming conference	cn   cn oxford farming conference	cn   sca cn oxford farming conference
Places	Geographic Names   pittsburgh pa	[no index label exists for this access point in this interface]*	[no index label exists for this access point in this interface]*
Titles	Title   king lear	ti   ti king lear	ti   sca tiking lear
Subjects (topical)	Topicals   cubism	su   su cubism	su   sca su cubism
Subdivision Headings	Subdivision Headings   anatomy	sb   sbanatomy	sb   sca sbanatomy
Children's Subjects	Children's Subjects   best friends	sc   sc best friends	sc   sca sb best friends
LCSH only	LCSH   hibiscus	[no index label exists for this access point in this interface]	[no index label exists for this access point in this interface]
Reference Headings	Reference Headings   timetables	[no index label exists for this access point in this interface]	[no index label exists for this access point in this interface]

* Use index label co or su to get geographic information.

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4.4 Rules for Phrase Searches

The general rules apply to all types of phrase searches. Specific rules for subjects, personal, corporate and conference names, and titles follow the general rules.

General rules

You can enter up to 128 characters in a phrase, but you do not need to enter the entire phrase.

Because phrase searching is based on a character-by-character match, search techniques such as truncation, character masking (wildcards) and Boolean operators cannot be used.

Characters included

• Standard Roman letters a–z (either lower- or uppercase)
• Numerals 0–9
• Roman numerals
• Blank spaces between words
• Parentheses
• Special symbols: #  &  ♭

Characters excluded

• Tags
• Indicators
• Subfield delimiters
• Subfield codes

Characters substituted

Use the substitute instead of the character.

Character	Substitute
Superscript 0123456789( )	corresponding standard character
Subscript 0123456789( )	corresponding standard character
Superscript or subscript   + -	space
a	alpha
b	beta
g	gamma
Æ æ	ae
Œ œ	oe
Đđ (Crossed d, eth)	d
ı (Turkish i)	i
łŁ (Polish l)	l
Ø ø (Scandinavian o)	o
(Hooked o)	o
þÞ(Icelandic thorn)	th
(Hooked u)	u

Characters converted to spaces

You may include or exclude the following characters. If you exclude them, enter a space in their place. If you include them, the system converts them to a space. The system compresses multiple spaces to a single space.

• Hyphen:  -
• Symbols:  $  *  %  @  £  ®
• Punctuation: .  :  ;   ?   !
• Mathematical symbols:  +  =  <  >  +
• Slashes: /  \

Commas

Use with inverted headings from subfield a for tags 100, 150, and 151. In other situations, substitute a blank space.

Characters deleted

You may include or exclude the following characters. If you exclude them, do not enter a space in their place. If you include them, the system deletes them and closes up the space.

Special characters/diacritics
Acute	'	High comma off center
Alif		Leading space
Angstrom		Left hook
Apostrophe	'	Ligature	︠ and ︡
Ayn		Macron	¯
Braces	{ }	Miagkii znak	ʹ
Brackets	[ ]	Middle dot	·
Breve	˘	Pseudo question mark	̉
Candrabindu		Right cedilla
Cedilla	¸	Right hook
Circle below	̥	Script "el" lowercase
Circumflex	^	Superior dot	˙
Dot below	̣	Tilde	~
Double acute	˝	Trailing space
Double dot below		Tverdyi znak	ʹʹ
Double tilde	︢ ︣	Umlaut or dieresis	¨
Double underscore	‗	Underscore	_
Grave	`	Upandhmaniya
Hacek		Vertical bar	|
High comma centered

Use with inverted headings from subfield ‡a for tags 100, 150, and 151. In other situations, substitute a blank space.

Headings with parentheses

Include the parentheses in the search text.

OCLC Connexion	CatME	Passport
Tolkein, J R R (John Ronald Reuel)	pn Tolkein, J.R.R. (John Ronald Reuel)	sca pn Tolkein, J R R (John Ronald Reuel)
cat family (mammals)	sc cat family (mammals)	sca sc cat family (mammals)
education (elementary)	sb education (elementary)	sca sb education (elementary)

Stopwords

There are no stopwords with phrase searches.

Initial articles

Include the initial article in your search for the following types of headings:

• Surnames
• Established headings for corporate and conference names
• Geographic names
• Cross-references for established headings
• Actual words (not articles, e.g., A stars)

Initial articles are unlikely in established headings for topical subjects, corporate and conference names, and uniform titles.

A multilingual list of initial articles to omit is available on the OCLC Web site.

Since system indexing of initial articles depends on how the heading is input, search with and without the initial article to confirm the existence of the heading.

Personal names

You can search for personal name headings from all records with LCCN prefix n, no, nr or nb and tags 100, 400, or 500. See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Personal names used as subjects.  Search for personal names used as subjects using a subject search (index labels su or LCSH) if the personal name is in Library of Congress Subject Headings (LCSH).

Example:
Name	OCLC Connexion	CatME	Passport
Washington, George	washington, george	su washington, george	sca su washington, george

Heading order.  If the heading is inverted, enter the comma in your search. If the heading is in direct order, do not enter a comma.

Example:
Heading	OCLC Connexion	CatME	Passport
Leopold, Aldo [one significant comma]	leopold, aldo	pn leopold, aldo	sca pn leopold, aldo
Leopold III, King of the Belgians [no significant commas]	leopold III king of the belgians	pn leopold III king of the belgians	sca pn leopold III king of the belgians
Leopold-Sharp, Lynne A. [one significant comma]	leopold-sharp, lynne a	pn leopold-sharp, lynne a	sca pn leopold-sharp, lynne a
Black Elk [no significant commas]	black elk	pn black elk	sca pn black elk

Partial date information.  Enter partial date information in the search to find a specific name.

Example:
Name	OCLC Connexion	CatME	Passport
Smith, John, 1745-1820	smith, john 174	pn smith, john 174	sca pn smith, john 174

Pseudonyms and other common names.  These systems gather pseudonyms and other common names by indexing tracing fields (4xx and 5xx). You can search for pseudonyms and common names using a personal name search.

Corporate names

You can search for corporate name headings from all records with LCCN prefix n, no, nr or nb and tags 110, 151, 410, 451, 510 or 551. See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Corporate names used as subjects.   Search for corporate names used as subjects using a subject search (index labels su or LCSH) if the corporate name is in Library of Congress Subject Headings (LCSH).

Example:
Name	OCLC Connexion	CatME	Passport
Girl Scouts	girl scouts	su girl scouts	sca su girl scouts

Direct word order and parentheses.  Enter corporate names and subbodies of corporate names in direct word order. If the heading contains parentheses, include the parentheses in your search text.

Examples:
Name	OCLC Connexion	CatME	Passport
United States. Dept. of Agriculture	united states dept of agriculture	co united states dept of agriculture	sca co united states dept of agriculture
American Bar Association	american bar association	co american bar association	sca co american bar association
Supremes (Musical group)	supremes (musical group)	co supremes (musical group)	sca co supremes (musical group)
New York (State). Legislature. Assembly	new york (state) legislature assembly	co new york (state) legislature assembly	sca co new york (state) legislature assembly

Geographic terms used as corporate names.  You can search for geographic terms under corporate names (jurisdictional use). The system includes root geographic terms (x51 ‡a and ‡b) as corporate names and subjects.

Examples:
Name	OCLC Connexion	CatME	Passport
Great Britain Forestry Commission	great britain forestry commission	co great britain forestry commission	sca co great britain forestry commission

Earlier, later and variant corporate names.  These systems gather earlier, later, or variant corporate names by indexing tracing fields (4xx and 5xx). You can search for these names using a corporate name search.

Conference names

You can search for conference name headings from all records with LCCN prefix n, no, nr or nb and tags 111, 411, or 511. See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Conference names used as subject headings.  Search for conference names used as subjects using a subject search (index labels su and LCSH) if the conference name is in Library of Congress Subject Headings (LCSH).

Direct word order.  Enter conference names and subbodies of conference names in direct word order. If a heading contains parentheses, include the parentheses in your search text

Examples:
Name	OCLC Connexion	CatME	Passport
Olympic Games (11th: 1936: Berlin, Germany)	olympic games (11th 1936 berlin germany)	cn olympic games (11th 1936 berlin germany)	sca cn olympic games (11th 1936 berlin germany)
Oxford farming conference	oxford farming conference	cn oxford farming conference	sca cn oxford farming conference

Earlier, later, and variant conference names.   Error processing SSI file
These systems gather earlier, later, or variant conference names by indexing tracing fields (e.g., 411 or 511). You can search for earlier, later, or variant conference names using a conference name search.

Titles

You can search for title headings from all records with LCCN prefix n, no, nr or nb and tags 130, 430, or 530 and title information (subfield ‡t and following) in any other heading field (x00, x10, x11). See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Titles used as subjects.  Search for titles used as subjects using a subject search (index labels su and LCSH) if the title is in Library of Congress Subject Headings (LCSH).

Example:
Title	OCLC Connexion	CatME	Passport
bible	bible	su bible	sca su bible

Direct word order.  Enter titles in direct word order. If a heading contains parentheses, include the parentheses in your search text.

Examples:
Name	OCLC Connexion	CatME	Passport
Olympic Games (11th: 1936: Berlin, Germany)	olympic games (11th 1936 berlin germany)	cn olympic games (11th 1936 berlin germany)	sca cn olympic games (11th 1936 berlin germany)
Oxford farming conference	oxford farming conference	cn oxford farming conference	sca cn oxford farming conference

Series title changes.  These systems gather series title change information for title headings by indexing tracing fields (e.g., 430 or 530). You can search for series title change information using a title search.

Subjects— topical, name, title

You can search for headings from all LC subject heading records (records with LCCN prefix sh and sj), names (personal/corporate/conference), or titles used as subjects, and all topical subject headings from name authority records.

Examples:

• Fishes
• Shakespeare, William, 1564-1616. Hamlet
• United States. Navy
• Beowulf

Inverted terms and names used as subjects.   Include the first comma in the search text.

Examples:
OCLC Connexion	CatME	Passport
shakespeare, william	su shakespeare, william	sca su shakespeare, william
authors, english	su authors, english	sca su authors, english
erie, lake	su erie, lake	sca su erie, lake

Geographic terms used as subject headings.  You can locate geographic terms used as subject headings (geographical use). The system includes root geographic terms (x51 ‡a and ‡b) for both corporate and subject searches.

Note: When using OCLC Connexion, the index labels Topical Phrases and Geographic Names do not produce identical results.

Broader related subject headings.   These systems gather broader subject headings by indexing tracing fields (i.e., 550).

Subdivisions

You can search for subdivision headings from all records with LCCN prefix sh, sj, n, no, nr or nb. See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Inverted terms and names.  These are not used as subdivision headings.

References

You can search for reference headings from all records with LCCN prefix sh, sj, n, no, nr or nb. See appendix D, Indexed Fields and Subfields, for complete tag, field and subfield information.

Note: CatME and Passport do not provide a separate index label for reference headings. When phrase searching for a reference heading, you must use one of index labels: pn, co, cn, su, sc, ti.

Inverted terms and names used in references.   Include the first comma in the search text.

Examples:
OCLC Connexion	CatME	Passport
teper, bernard	pn teper, bernard	sca pn teper, bernard
theology, ecclesiastical	su theology, ecclesiastical	sca su theology, ecclesiastical
persons, care of	su persons, care of	sca su persons, care of

Children's subjects

You can search for children's headings from all LC subject heading records with LCCN prefix sj. See appendix D, Indexed Fields and Subfields, for tag, field and subfield information.

Examples:

• best friends
• dogs
• galileo
• number games
• robots

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4.5 Error Messages/Revising Searches

OCLC Connexion

Because the system compares the search text character-by-character against the characters of the terms in the index you selected, incorrect phrase searching generates no error messages. If you accidentally enter an index label as part of the search text, the system treats the label as part of the search text.

Example: The text: ti little women with the index label Titles yields these results, which all begin with the string ti li:

To revise a phrase search in Connexion browser. Clear the search to reenter it:

• If you notice an error before you click Browse: click Clear Search or press < Tab > until the Reset button is highlighted, then press < Enter >.This clears the search text and returns the index label to the Personal Names default.

• If you have already clicked Browse: click Browse on the Authorities tab or press < Alt >< 2 >.The empty Browse Authorities screen appears.

To revise a phrase search in Connexion client. Clear the search to reenter it:

• If you notice an error before you click OK: click Cancel or press < Tab > until the Cancel button is highlighted, then press < Enter >. This closes the Browse Authority File dialog box.

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

CatME

When you enter a search and click Scan, the system automatically expects the first three characters to be a valid two-character index label followed by a space.

CatME displays an error message if you:

• Mistype the label (for example: to little women instead of ti little women)
• Forget to leave at least one space between the index label and the rest of the search text (for example: tilittle women)

To revise the search.

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

If you click Find instead of the Scan, 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 and click Scan.

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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4.6 Search Results (Summary Description)

Search results

After you enter a phrase search, Connexion browser displays authorized and reference headings in a list called Browse Results. Either your search text or the closest alphabetic word or phrase appears highlighted in the middle of the results list. Each list entry is a link to one or more authority records.

Examples:

• Successful Connexion browser phrase search with search text for title david copperfield:

  

• Unsuccessful Connexion browser phrase search with search text for topical phrase mexican food:

  

CatME and Passport

After you enter a phrase search, CatME and Passport display authorized and reference headings in a list called the Root Index. Either your search text or the closest alphabetic word or phrase appears highlighted in the middle of the Root Index. Each list entry is a link to one or more authority records.

Examples:

• Successful search with search text for title david copperfield:

  

• Unsuccessful search with search text for subject mexican food:

  

More information

Navigating within and accessing individual records from these results is discussed in chapter 8, Viewing Search Results.

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4.7 Reviewing Search History (OCLC Connexion only)

OCLC Connexion interfaces provide a way to repeat previous phrase searches without re-keying.

Connexion browser

Connexion browser does not keep search results as such but keeps track of your last ten phrase searches and lets you select and repeat or modify and repeat a specific search. Connexion keeps this list across sessions.

To repeat or revise a 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. Or Press < Tab > or < Shift >< Tab > until the search's Repeat button is highlighted, then press < Enter >. 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. Or Press < Tab > or < Shift >< Tab > until the search's Revise button is highlighted, then press < Enter >. Result: The search history window closes and the corresponding area of the Search Authorities screen shows your selected search with the text in the Search 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 phrases that you have entered in the Browse Authorities for text box.

To repeat or revise a search:

	Action
1	Click the down arrow to open the list of previous phrases, then select a phrase. Result: The phrase appears in the Browse Authorities for text box.
2	If you want to: Repeat the same search: Click OK. Modify the search: Revise the phrase and click OK. Result: Connexion performs the search and displays the results.

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