OCLC Cataloging Express Service User Guide

Search and Catalog

CatExpress: Basic search

Basic searching

Use the Basic Search screen to search for items by standard number, keyword, or title.

To search other indexes, use the Advanced Search screen. On the navigation bar, under Search Options, click Advanced.

How to search

Action Result or Note
1 On the Basic Search screen, select the type of search you want. Click to select Standard Number or Keywords or Title Phrase 
2 In the Search for box, type a number, word(s), or title to find the records you need. Examples:
Standard Number search: 0043-5651
Keyword search: elizabethan
Title Phrase: one tank trips 
3 Optional: Limit search by Language of Cataloging
To limit results to records in your preferred language of cataloging, use the Apply Language of Cataloging Limiter check box (below the search entry box and index selection area).
Click to select the check box and then choose one of 11 languages from the list.		 The system retrieves only records in the language you specified.
4 Click Search. The Search Results screen appears (if only one item is found, the Full Record screen appears).

Standard number searches

Type of search Number on item Type Guideline
ISBN 1-565-9200-5
0-33002468-X		 156592005
033002468X 		 Omit hyphens, but retain final X.
ISSN 0043-5651 0043-5651  Retain hyphen
LC Control Number 86-3211
map32-14		 ln:86-3211
ln:32-14 		 Omit prefix. Retain the hyphen to get the most complete results. Precede the number with the index label nl: ( l is the lowercase letter el).

Stopwords

If you type a stopword along with valid words in a search, the system ignores the stopword and processes the search. If your search includes only stopwords, you receive an error message.

&
a
an
and
are
as
at		 be
but
by
for
from
had
has		 have
he
her
his
if
in
into
is		 it
its
not
of
on
or
she
so
than
that
the		 their
there
this
to
was
were
when
which
with
would
you

back to top

CatExpress: Advanced search

Advanced searching

Advanced searching allows you to search more indexes and lets you search for multiple terms. Always limit your search to increase precision. All means no limit has been chosen.

How to search

Action Result or Note
1 Type one or more search terms in the first Search for box. You can combine them using And, Or, Not. Using And, Or, and Not helps refine the search but is not necessary for performing an accurate search.
2 From the list to the right of the Search for box, select the index in which you expect to find your terms. The Music Publisher index contains record label numbers, publisher numbers for scores, and publisher numbers for videorecordings.
3 Enter search terms in the second or third Search for box if needed.  
4 Select indexes appropriate for any search terms you entered in the second or third Search for box.  
5 Select an operator ( And, Or, Not) to combine the search terms entered in the second or third boxes.  
6 Select Automatic Sort options (author, title, or date) in the order you want the Search Results sorted.
If you select more than one sort option, your results are sorted by the option in the top list, then by the option in the middle one, and last by the option in the bottom one.		 If there are more than 200 search results, they are not sorted. Ascending sorts from low to high (A-Z; 1,2, etc.). Descending sorts from high to low (Z-A, 9,8, etc.).
7 To Limit Search by Date, see the next section The Date limit lets you retrieve records for items published in a specific year or range of years.
8 To limit results to records in your preferred language of cataloging, use the Apply Language of Cataloging Limiter check box (directly below the search entry area).
Click to select the check box and then choose one of 11 languages from the list.		 The system retrieves only records in the language you specified.
9 Select Limit Search by Record Format to limit results by type of material. All indicates that no format has been chosen. You can select any of the standard MARC formats.
10 Select Limit Search by Language if you want to retrieve only records for items in a specific language. All indicates that no limit has been chosen.
11 Select Limit Search by Internet to specify whether you want to retrieve records for Internet resources. All indicates that no limit has been chosen. Internet retrieves only internet resources. Non-Internet excludes internet resources.
12 Optional. Click Clear Search to clear everything you have typed or selected.  
13 Click the Search button. The Search Results screen displays. Optional. Select Sort Order from the Actions list to sort search results.

Limit searches by date (year of publication)

To search for Type Example Result
A specific year The year 1994 Retrieves items published in year typed.
Items within a decade The millennium, century, decade and question mark 199? Retrieves items published in decade
Items after a certain date Start date and hyphen 1994- Retrieves items published in year typed in addition to those published after it
Items before a certain date Hyphen and end date -1994 Retrieves items published in year typed in addition to those published before it
Items within a date range Start date, hyphen, and end date 1994-1997 Retrieves items published in both years and all intervening years

Tips for selecting indexes

To select an index from the list, type the first letter of the name of the index you want. When multiple index names start with the same letter, press that letter key until the one you want appears.

Example: Selecting the Government Document Number index:

  Action
1 Click in the list to highlight it.
2 Press <G> once and Genre/Form displays.
3 Press <G> again and GovDoc Number appears.

Searching Dewey, LC, and NLM call numbers

When you search for Dewey Decimal, Library of Congress, and National Library of Medicine call numbers, make sure to:

  • Include decimal points
  • Delete all other punctuation
  • Delete spaces

Note: The system searches for these numbers in the subfield $a portion of the 050, 060, 082, 090, 092, 096 fields.

Example. To search for Library of Congress call number (lc:) M357.4, type: m357.4

Retained searches

Everything you have typed or selected when searching is retained until you change it. This allows you to correct or refine searches.

Clear searches

Click Clear Search to clear either the last search or everything you have typed or selected.

Searching with index labels

Each search type has a 2-letter index label. You can type the label, including a colon (an equal sign for the Title Phrase index ti=) before your search term or select the desired index from the list. Do not type a space between the colon (or equal sign) and the search term. If you type an index label preceding a term, CatExpress ignores the index name selected in the list.

Example. bn:: is the index label for the ISBN search.

Search Result
bn:0061057320  Bibliographic record for Black Light by Elizabeth Hand

You must type the index labels in lowercase letters. You can type search terms in upper or lowercase letters, or a combination. Below is a list of all index labels for CatExpress advanced searches. Some searches are narrower than others, resulting in fewer matches. Where there are 2 labels, the narrower search appears first.

List of index labels

Index Index label
Author
Corporate/Conference Name
Dewey Call Number
Genre/Form
Gov Doc Number
ISBN
ISSN
Keywords
LC Call Number
LC Control Number
Publisher Number
NLM Call Number
Notes
OCLC Number
Personal Name
Publication Location
Publisher
Report Number
Series Name
Standard Number
Subject Words
Title
Title Phrase
Uniform Title		 au:
cn:
dd:
ge:
gn:
bn: or sn:
in: or sn:
kw:
lc:
ln: or sn:
mn:
lm:
nt: or kw:
no:
pn: or au:
pl:
pb:
rn:
se:
sn:
su: or kw:
ti:
ti=
ut:

Searching for hyphenated terms

The way you search for hyphenated terms depends on the index you are searching. The table below describes how to search for hyphenated terms.

Index Search
Title ( ti:)
Notes ( nt:)
Subject Words ( su:)		 with the hyphen, as one word
or
without the hyphen, as separate words
All other indexes with the hyphen, as one word

Hyphenated search examples

To search for In index Type
Ben-Gurion Title ( ti:) ben-gurion
ben
gurion
ben gurion  
Wolf-Ferrari Notes ( nt:) wolf-ferrari
wolf
ferrari
wolf ferrari  
Abderdeen-Angus Subject Words ( su:) aberdeen-angus
aberdeen
angus
aberdeen angus  
Baskin-Robbins Publisher ( pb:) baskin-robbins 

back to top

CatExpress: Search results

No search results

If a search retrieves no results, the Advanced Search screen appears so you can revise your search.

Sorting search results

At the right side of the screen, above the list of records retrieved, open the Action/Sort list.

Select Sort by Author or Sort by Title or Sort by Sort by Descending Date or Sort by Main Entry.

Note: Sorting is only available with results of 200 or fewer items.

If a record is not found

CatExpress retrieval may be affected by database maintenance, as well as creation and modification of bibliographic records. If you cannot find a matching record, wait a day or 2 and try again.

National library records

The table below lists the national libraries whose records are identified by an abbreviation on the Search Results screen.

Abbreviation National library
CYT National Central Library of Taiwan
GPO U.S. Government Printing Office
LC Library of Congress
NAL National Agricultural Library
NLC Library and Archives Canada
NLM National Library of Medicine
PCC Program for Cooperative Cataloging
UKM British Library

View one record

If a search retrieves only one record, it is displayed immediately (the Search Results screen does not appear). When multiple records are retrieved, they are displayed on the Search Results screen. Use the procedure below to view one record:

Action Result
1 Click the title of the record you want. The Full Record screen appears.
2 Click Edit Record to begin the cataloging process.
Or
If the record requires no editing, click Save to Catalog to attach your default holding library code.		 The Catalog screen appears.
Note: Depending on the size of your record, you may need to scroll down to view it all.

Move through list (View List and View Record jump bar)

  • The View List jump bar appears at the top and bottom of each screen of the results list.
  • The View Record jump bar appears at the top and bottom of each screen of the results list.
Action How to
Move forward 10 entries Click the right arrow button (right of View List box).
Move back 10 entries Click the left arrow button (left of View List box).
View 10 entries beginning with specific entry Type an entry number in the View List box and press <Enter>.
View a specific record Click the hyperlinked entry number for the record you want to view.
Or
Type an entry number in the View Record box and press <Enter>.

Move between records (View Record jump bar)

  • The View Record jump bar appears at the top and bottom of each record screen.
  • The record position indicator ( Record _ of _) appears at the top and bottom of each record screen. As you move through the records, the indicator changes to reflect your current position in the results list.
Action How to
View next record in list Click the right arrow button (right of View Record box).
View previous record in list Click the left arrow button (left of View Record box).
View a specific record Type an entry number in the View Record box and press <Enter>.
Return to search results Click the Search Results button at the top or bottom of the record screen. Or
On the Cataloging tab, under Search Options, Resource Catalog, click Search Results.

Guidelines for selecting records

Use the following guidelines to determine if the record you are viewing matches the item that you are cataloging:

  • Standard Numbers. Because standard numbers (ISBN, ISSN, LCCN) are used as unique identifiers, the presence of the same standard number on the item you are cataloging and the record you have found strongly indicates a match.
  • Edition. Edition statements in titles should match. Different editions are different records. If editions do not match, the record is not a match.
  • Physical description (Format). The dimensions and other physical characteristics should match. If physical description is different, the record is not a match. For example, a CD and a cassette tape are different records, even if they have the same title and are issued by the same publisher.
  • Publishers. Publishers should match. If the title is the same and the publishers are different, the record is not a match.
  • Notes. Notes often highlight distinctions among similar items. Check notes for descriptions of distinctive characteristics of an item to help determine a match.
  • Library of Congress cataloging. Many libraries prefer records created by the Library of Congress. If LC appears after the title of the item on the Search Results screen, the record was created by the Library of Congress or another library participating in the Program for Cooperative Cataloging (PCC).
back to top

CatExpress: Cataloging basics

Determine holdings

Use the following table to decide whether your library holds the item. You cannot check the holdings of libraries other than your own.

If Then
Ownership (the first line in the record) reads Holdings in [OCLC institution symbol]- [#] other holdings  Your OCLC symbol is attached to the record in WorldCat. This indicates that you may already have a record for the item. Follow local guidelines.
Ownership (the first line in the record) reads Holdings in [OCLC institution symbol]/Local [OCLC institution symbol] holdings - [#] other holdings  Your OCLC symbol is attached to the record in WorldCat. And your library has also created at least one local holdings record (LHR) to describe detailed holdings for the item. This indicates that you may already have a record for the item. Follow local guidelines.
Ownership (the first line in the record) reads No holdings in [OCLC institution symbol]-[#] other holdings  Your OCLC symbol is not attached to the record in WorldCat. You may need the record. Follow local guidelines.
Note: If you have holdings set on the record, Holdings in [OCLC institution symbol] will appear on the record on the search results screen.

Delete holdings

Check local guidelines for policies about deleting holdings.

Action Result
1 From the Full Record screen, click Delete Holdings.
Note: Delete Holdings only appears if your institution holds the item.		 The Delete Holdings screen appears.
2 Click Yes. The Delete Holdings Success screen appears.

Transaction code for Delete Holdings

Records whose holdings have been deleted may be included in your file of downloaded records, depending on your MARC Subscription options. Libraries usually want to avoid adding these records to their local systems.

The records contain a code (represented by a hexadecimal number) indicating that holdings have been deleted; many local systems use such codes to remove unwanted records when loading MARC record files.

In OCLC MARC Subscription records, the transaction type is identified in field 994, subfield a. Field 994 subfield b contains the OCLC symbol involved (for Delete Holdings, the symbol deleted).

Example: $03$bCSL

Transaction codes:
02 = Update Holdings
03 = Delete Holdings

The hexadecimal codes are documented in OCLC-MARC Records, chapter 5: Character set, section 5.1, in a paragraph titled Hexadecimal codes.

Local holdings records

If your library creates local holdings records, you may have LHRs attached to the bibliographic record when you delete your holdings. The system deletes your LHRs as well as your holdings from the record. Follow local guidelines when deleting holdings.

Status of holdings

All changes to Ownership (holdings) take effect and can be viewed immediately. If you make a mistake while cataloging a record (thus adding your holdings to a record), you can retrieve the record and edit it or delete your holdings at any time.

MARC and text displays (Full Record screen)

On the Full Record screen, you can view the record in MARC format or with text-only field labels.

  Action Result
1 Click MARC Display. The record appears with MARC tags instead of text labels. MARC Display changes to Text Display.
2 Click Text Display. The record appears with text-only field labels instead of MARC tags. Text Display changes to MARC Display.

Note: The display option you select will persist until you log off, unless you change it.

MARC or plain text field names (Catalog screen)

On the Catalog screen, you can view the data entry boxes with text-only field names or add MARC element names to the field name.

  Action Result
1 Click MARC Display ON. Names for data entry boxes include MARC tags as well as text. MARC Display ON changes to MARC Display OFF.
2 Click MARC Display OFF. Names for data entry boxes are text-only, without MARC tags. MARC Display OFF changes to MARC Display ON.

Note: The display option you select will persist until you log off, unless you change it.

Help for fields (data entry boxes) on Catalog screen

  • Basic help. On the Catalog screen, click Help Display to make basic field help available when needed. Then hover the mouse pointer over the name of a field. A definition of the data to be entered in that box appears in a popup window. When you click Help Display, the button changes to Help Display OFF
  • Detailed help. When you need more information on a field or detailed guidance on data entry, click the hyperlinked name of the desired field. A new browser window opens to display the section from OCLC Bibliographic Formats and Standards that describes the selected field and explains its use.

Show or hide data entry areas

The Catalog screen provides four data entry areas. One area, for the OCLC Holding Library Code, always appears because the holding library code is required in every record. The other areas are optional. If desired, you can hide any optional area that you do not use. Hiding unnecessary entry areas makes the Catalog screen shorter and simpler.

Action Procedure
Hide a visible data entry area Click the minus-sign button on the right side of the entry area, next to the up/down arrow buttons.
Result
The text boxes disappear and the entry area shrinks to a single line.
Show a hidden entry area Click the plus-sign button on the right side of the hidden entry area, next to the up/down arrow buttons.
Result
The full entry area reappears.

Catalog an item

The data you enter on the Catalog screen is added to the information already present in the record. This means, for instance, that if the record already has a Summary Note (520) field, you do not need to re-enter the note on the Catalog screen.

If you do add a field, such as the Price (020 $c) or the Summary (520), it does not replace the field already in the record. The new field is added in addition to the existing fields.

Your local system and guidelines determine whether you should edit the data on the Catalog screen or edit in your local system.

The only field you must complete is the OCLC holding library code (049) field.

Action Result
1 From the Full Record screen, click Edit Record. The Catalog screen appears.
Note: Scroll down to view the rest of the screen and the record at the bottom.
2 Type information in data entry boxes according to local practice.
Use the mouse or <Tab> to move between boxes.		 The data you type appears in the data entry boxes.
Enter key: Do not press <Enter> to move the cursor. <Enter> has the same effect as Save to Catalog in Internet Explorer. (It has no effect in Netscape Navigator.)
Note: The OCLC holding library code must be 4 characters. If you add a call number, you must select a call number type.
3 Optional: Click Preview to view the data you have added. The Preview screen appears, which lists all the data you have added.
4 Click Save to Catalog when you are finished. The Cataloging Successful screen displays the message, "Record Successfully Cataloged."

Setting holdings on locally edited records

If you edit your records on your local system and have set your institution's default holding library code, you may set holdings on the record screen without going to the catalog screen by clicking Save to Catalog.

Export record (add to export file)

Each time you click Export only (interface users) or Save to Catalog (subscribers or interface users) the current record is added to your export file.

Important: If Electronic MARC Subscription is the primary record delivery mechanism, export is not available.

Action Result
From the Full Record, Catalog, or Preview screen:

Subscribers: or interface users click Save to Catalog

Interface users: click Export only 		 The Cataloging Successful screen displays the message: Item successfully cataloged. You now have (n) record in your export file. Please select Download Export Files to retrieve exported records. 

Recataloging a record

If you have recataloged a record, another copy appears in your file of downloaded records.

Search and catalog another item

After you catalog an item, you can repeat the cataloging process by clicking Basic or Advanced under Search on the Express tab.

Validation errors

If the record has validation errors, the Cataloging Error screen appears with validation error messages. Switching to the MARC display may help you diagnose validation errors.

Reporting errors

Some records you find may have errors. CatExpress does not allow you to correct them. This validation process checks and allows corrections only on data that you enter on the Catalog screen. You can, however, report errors by filling out the forms below on the OCLC web site.

WorldCat Record Change Request

at: < https://www3.oclc.org/app/bibchg/ >

WorldCat Duplicate Record Merge Request

at: < https://www3.oclc.org/app/bibdup/ >

back to top

CatExpress: Add local data

Basic data entry

Use the following techniques to add data to boxes:

  • Use the mouse to place the cursor in the box to which you want to add data.
  • Click the arrows on the list boxes and select from the lists.
  • Press <Tab> to move the cursor from box-to-box.

Warning: Holding library code required

The system automatically displays the default OCLC holding library code (found on the Express Options screen and based on your profile) in the data entry box labeled OCLC holding library code. Make sure this holding library code is the correct one for your workflow.

Show or hide data entry areas

The Catalog screen provides four data entry areas. One area, for the OCLC Holding Library Code, always appears because the holding library code is required in every record. The other areas are optional. If desired, you can hide any optional area that you do not use. Hiding unnecessary entry areas makes the Catalog screen shorter and simpler.

Action Procedure
Hide a visible data entry area Click the minus-sign button on the right side of the entry area, next to the up/down arrow buttons.

Result
The text boxes disappear and the entry area shrinks to a single line.
Show a hidden entry area Click the plus-sign button on the right side of the hidden entry area, next to the up/down arrow buttons.

Result
The full entry area reappears.

Call number entry

You can enter a Dewey call number, Library of Congress call number, a National Library of Medicine call number, or a local call number in records.

  Action Result
1 Place the cursor in Call Number Class. Type the class part of the call number. The class part of the call number appears as you type.
2 Place the cursor in Cutter. Type the Cutter part of the call number. The Cutter number appears as you type.
3 Click the arrow in the Type box. Select a type from the list.

Note: Once you choose a call number type, it persists until logoff, unless you choose another type.

Action buttons on the Catalog screen

Action button Description
Cancel Click to clear all fields and locations except the holding library code (049) field and return to the Full Record screen.
Clear Fields Click to clear all fields and locations except the holding library code (049) field.
Export Only* Adds record to your export file (without setting holdings)
* Export Only button available only for interface users.
Help Display Click the button and then hover the mouse pointer over the label next to any data entry box. A definition of the data to be entered in that box appears in a popup window. When you click Help Display, the button changes to Help Display OFF.
Note: Your selection persists until you log off, unless you change it.
MARC Display OFF Shows text labels only (no OCLC-MARC tags or codes) for data entry boxes. When you click MARC Display OFF, the button changes to MARC Display ON.
Note: Your selection persists until you log off, unless you change it.
MARC Display ON Adds OCLC-MARC elements to the text labels for data entry boxes. When you click MARC Display ON, the button changes to MARC Display OFF.
Note: Your selection persists until you log off, unless you change it.
Preview Click to view a list of fields to which you added data. If necessary, scroll down to view all changes. Click Back to Edit to return to the Catalog screen.
Save to Catalog Click to complete the work on the record for your local system. Your edits are in the copy of the record you receive in your MARC Subscription file or (if profiled for export) your export file. After you click Save to Catalog, the system displays the message Record Successfully Cataloged.
Save to Catalog also attaches your OCLC symbol to the bibliographic record in WorldCat.
View Label Click to view, edit, and print label information. Note: You must have the OCLC Label Program installed to produce labels.

Note: Moving the cursor over the action buttons also displays help. Netscape Navigator does not display some action button help.

Details on record fields (data entry boxes)

When you need more information on a field or detailed guidance on data entry, click the hyperlinked name of the desired field. A new browser window opens to display the section from OCLC Bibliographic Formats and Standards that describes the selected field and explains its use.

back to top

CatExpress: Add multiple location (852) fields

Multiple 852 location fields

If your local system accepts local item information in 852 fields (Location), you can use multiple 852 fields to record item information for multiple copies or volumes associated with a single record. Your local system may require a separate 852 field for each holding library code you add. Follow local guidelines.

Blank fields

Some or all of the Location data entry boxes may be left blank; however, you must enter a Location ($a) code if you enter data in another data entry box in 852 (Location).

Add multiple 852 location fields

Use the following procedure to add multiple 852 fields to a record.

Action Result or Note
1 To add the first 852 field, click in the Location box. The cursor blinks in the box.
2 Type a location and other 852 field information.
Note: The 852 field is locally controlled. Follow local guidelines.		 The location you type appears in the Location box.
3 To add an 852 field for a second copy, click Add More Locations above the Location box. A new window opens.
Note: If you see "Location information" instead of "Add More Locations," exit and log on again. If the problem persists, make sure your browser has JavaScript enabled
4 In the new window, type a location for the second 852. Click OK. The screen reformats. The Location box changes to Current Location.
Note: The Current Location field has a list box, which contains the locations you have entered.
5 Enter other information following local practice.  
6 Optional: Click Preview to check your work. The Preview screen appears.
7 If you are finished entering data, click Save to Catalog. The system responds, "Cataloging Successful."

Delete 852 location fields

You can use the following procedure at any time before you click Save to Catalog. If you have recataloged a record, another copy of it appears in your file of downloaded records.

Action Result or Note
1 On the Catalog screen, select the location you want to delete from the Current Location list box, then click Delete. A new window opens.
Note: When you delete a location, all 852 location data is also deleted.
2 Click Yes in the new window. The Catalog screen reformats.
Note: Current Location remains as long as you have at least 2 locations. If you delete all but one location, Current Location changes back to Add More Locations.

back to top

CatExpress: Print labels

About printing labels in CatExpress

  • The OCLC Cataloging Label Program is required to create labels from CatExpress.
    • To view, edit, and print labels for a bibliographic record, you need the latest version of the Label Program (version 1.22 or later) installed on your workstation.
    • The Label Program is a Microsoft Windows-based application that is available at no charge from the OCLC web site. You must have Microsoft Windows to use the Label Program.

Download and install Label Program

Action
1 Install the OCLC Cataloging Label Program or upgrade to the latest version (1.22 or later) on the workstation you use to do CatExpress work.
  • Download the Label Program from the Cataloging Label Program page at:
    < www.oclc.org/oclc/menu/label.htm >
  • For instructions on installing and setting up the software, see Getting Started with OCLC Cataloging Label Program, available in HTML or PDF format from the Cataloging Label Program documentation page at:
    < www.oclc.org/oclc/label/doc.htm >
Note: To install or reinstall the Label Program on Windows 2000, Windows XP Professional, or Windows XP Home, you need local administrator privileges for your workstation.
2 (Optional) If you have not previously used the Label Program, you may need to:
  • View and update settings for Label Program options.
  • Select a label printer if you do not use your Windows default printer for label printing.
  • Load label stock in your printer and check the alignment by printing a test label.
See Getting Started with OCLC Cataloging Label Program or the Label Program Help for instructions.

Set label format in CatExpress

Action
In CatExpress, specify the label format you want to use for viewing and printing labels.
  • On the General tab, under Admin Options, click Preferences.
  • At the Preferences screen, click Express Options.
  • On the Express Options screen, under Default Label Format,
Click to select one of the option buttons:
  • SL4 (1 spine and 2 single-spaced card pocket labels)
  • SL6 (1 spine and 2 double-spaced card pocket labels)
  • SLB (1 spine and 1 card pocket label)
  • SP1 (spine label)
Default setting: SL4.
Save changes to Express Options.
  • Click Save as default or Use for this session only.

Create label

Action
1 Retrieve the bibliographic record for which you want to print labels.
2 Edit the record as you wish. For example:
  • Supply a call number for the classification scheme your library uses.
  • Type a lowercase x as the only text in a call number field to produce labels without a call number.
  • Type input stamp(s) in brackets in the OCLC Holding Library Code field (049 field, subfield $a).
    • If you type the input stamp to the left of the holding library code, the input stamp will appear above the call number on the spine and to the left of the call number on the pocket.
    • If you type the input stamp to the right of the holding library code, the input stamp will appear below the call number on the spine and to the right of the call number on the pocket.
    • Examples
      [REF] azum
      azum [Prof][Shelf]
Note on call numbers
  • If you type a call number in the record, it will appear in the label.
  • If you do not type a call number, the system will automatically put into the label a call number (of the type you set as your default call number) from the record in the following order:
    • Library of Congress: 099, 098, 090, 050, 092
    • Dewey: 099, 098, 092, 090, 050
    • National Library of Medicine: 099, 098, 096, 060, 090, 050
  • The system does not pull call numbers from 852, 082, or 086 fields.
3 Click View Label.
Results
  • The system extracts data from the record and sends it to the OCLC Cataloging Label Program.
  • The Label Program starts automatically (if it is not already running).
  • The Label Program displays the label(s) using the label format you specified in Express Options.
Note: Browser messages. When you generate a single label from CatExpress, the system sends a temporary file to your workstation to load into the Label Program. Some browsers display a message box asking whether to save the file or open it. If you see this message, select the Open option to automatically open the file in the Label Program (version 1.22 or later).
To prevent the browser from displaying this message each time you create a single label, click the Don't show again option at the bottom of the message box.
4 In the Label Program, finish processing the label.
You can:
  • Edit the label text, specify print constants, or change the number of copies to print.
  • Print the label(s) now.
  • Save the label to the Label Program local file for later printing.
  • See the Label Program Help for instructions.
Notes:
9-line spine label in SL6 format. CatExpress sends 9 lines of SL6 spine label information to the Label Program. Most call numbers fit within 9 lines, so you seldom need to make adjustments. The SL6 display in the Label Program allows you to add additional lines on the spine label up to a total of 15, if needed.
Prompt to save unedited label. If you close the label window or exit the Label Program after printing, without first saving the displayed label, the Label Program asks whether you want to save the changes to the Label Program file (even if you have not edited the displayed label). Save labels to the Label Program file to print later in batch mode or to keep a file of all labels you print. However, if you do not want to keep your labels in a Label Program file, you may turn off this warning.
To turn off the warning message,
  • In the Label Program, on the Options menu, click Warn Before Closing Unsaved Label.
  • The check mark is removed from the option.

Label formats

Label format Label set produced
SL4
 1 spine label:
Up to 9 lines of 8 characters each for call number and input stamps
2 card/pocket labels:
5 text lines
Call number: 1 line
Main entry (author or uniform title): 2 lines
Title: 2 lines
No blank lines
SL6 1 spine label:
Up to 15 lines of 8 characters each for call number and input stamps
2 card/pocket labels: 5 text lines
Call number: 1 line
Main entry (author or uniform title): 2 lines
Title: 2 lines
Blank lines separate text groups
Note: 9-line spine label in SL6 format. CatExpress sends 9 lines of SL6 spine label information to the Label Program. Most call numbers fit within 9 lines, so you seldom need to make adjustments. The SL6 display in the Label Program allows you to add additional lines on the spine label up to a total of 15, if needed.
SLB
 1 spine label:
Up to 9 lines of 8 characters each for call number and input stamps
1 card/pocket label:
5 text lines
Call number: 1 line
Main entry (author or uniform title): 2 lines
Title: 2 lines
No blank lines
SP1
 1 spine label:
Up to 9 lines of 8 characters each for call number and input stamps
No card/pocket labels:

Label Program documentation

The Label Program Getting Started booklet, keyboard template, FAQ, and other information are available online at

http://www.oclc.org/support/documentation/label/

back to top

CatExpress: Exporting records

How export works

The export action produces a file of OCLC-MARC bibliographic records that are exported either by any user from one institution (OCLC symbol) or by one user (authorization number). The default file type is Institution. To create export files for your individual authorization, set the Export File Type option (on the Export Options screen) to Individual. Records are added to the file as a result of your actions during a session.

CatExpress Plus creates copies of records in UNIMARC format. CatExpress Plus does not use export in Connexion. See MARC subscription section below.

Who can use export?

Subscribers can use either export or Electronic MARC Subscription to receive records, but not both.

Interface users can use export regardless of their MARC Subscription status.

To change your record delivery method, contact your OCLC regional service provider.

Data in records

Records include all information present in the MARC record, including:

  • Updated 005 (Date and Time of Latest Transaction)
  • 994 (the OCLC-MARC Processing Information) with encoded type of transaction
  • Any user-entered information present in the edited record at the time of export, including default editing options

Subscribers vs. interface users

Export functions differ depending on whether your institution is a CatExpress subscriber or is using CatExpress as an interface option.

User type Command
Subscriber Use Save to Catalog to add records to export file.
Note: Subscribers can use either export or Electronic MARC Subscription to receive records, but not both. To change your record delivery method, contact your OCLC regional service provider.
The export file is built automatically when you click Save to Catalog. Records cannot be exported without holdings being set.
Interface user Use Export only to add records to export file.
Export only exports records without setting holdings.
Save to Catalog:
  • executes the Update command
  • creates file of records as part of Electronic MARC Subscription or export file (depending on profile)

Specify fields to delete from exported bibliographic records

  • You can have the system remove specific fields from each bibliographic record before exporting the record for local use.
  • You use tag numbers to specify single fields and/or field ranges

Export record (Save to catalog)

Each time you click Save to Catalog the current record is added to your export file.

Action Result
Click Save to Catalog. If profiled for export:
The Cataloging Successful screen displays the message,
Item successfully cataloged. You now have [n] record(s) in your export file. Please select Download Export Files to retrieve exported records 
If profiled for Electronic MARC Subscription:
The Cataloging Successful screen displays the message,
Item successfully cataloged. Record available for download within 24 hours.

Download export files

Export files:

  • Are created and stored on the Connexion server.
  • Allow appending until downloaded. You can continue exporting to the same file until you download the file.
  • Contain records that are exported either by any user from one institution (OCLC symbol) or by one user (authorization number). The default file type is Institution. To create export files for your individual authorization, set the Export File Type option (on the Export Options screen) to Individual.
  • Remain available for download for 30 days from the file creation date. After 30 days, the system automatically deletes export files.

Follow these steps when ready to download one or more export files.

Action
1 Go to the Download Export Files screen.
On the Express tab, on the Other Options list, click Download Export Files.
2
  1. In the list of files, find the file(s) you want to download.
  2. Click to select the check box for the file.
    Download multiple files: You can download 2 or more files at once. Before sending the files to the browser, the system creates one file that contains records from all selected export files.
3 When finished selecting files, click Download.
4 The next step depends on which browser you use.
  • Internet Explorer. In the File Download dialog box, select Save or press <Enter>.
  • Netscape Navigator. In the Unknown File Type dialog box, click Save File.
5
  1. In the Save As dialog box, use the Save In box to select the location (drive and folder) where you want to save the exported record.
  2. In the File Name box, use the supplied name.
    Or
    Change the supplied file name and add the appropriate extension:
    • Supply a name that identifies the file as containing records exported from Connexion. You may want to include a date or day of the week and/or the type of records contained in the export file.
    • Add an extension to the filename.
      Note: An extension, such as .dat or .exp or .mrc, identifies the file format and/or content. A specific extension may be required if you plan to import record(s) from the file to a local system or other software.
    • Note: To change the default file name for export files, use the Export File Name setting on the Export Options screen.
6
  • Click Save or press <Enter>.
  • Click Close or press <Enter> to close the Download Complete message box.

Tip: Override browser-supplied file type and name for export file

Note: To change the default file name for export files, use the Export File Name setting on the CatExpress Export Options screen.

  Action
1

When the Save As dialog box appears, the browser supplies a default location (drive and folder), file type, and file name. The File Name box is selected.

To override the default file type and file name:

  • In the File Name box, type the name for the export file, including the extension, enclosed in quotation marks. Use the extension your software requires to identify the file as a MARC export file (for example, .dat, .exp, or .mrc).
  • Example

    "exp1017.dat"

To save the export file to a different location, specify the drive and folder within the quotation marks:

  • Type the drive letter followed by a colon and a backslash.
  • Type the folder name(s), separated by backslashes.
  • Example

    "c:\data\export0310\exp1017.dat"
2

Click Save or press <Enter>.

back to top

CatExpress: Fix errors

Fix errors

Clicking Fix Errors does not automatically correct errors; you must manually correct them. Follow the steps below.

  Action Result
1 After entering data, click Save to Catalog. Cataloging error screen appears.
2 Click Fix Errors. The Cataloging screen returns with red error box.
Note: If there are multiple errors, click the up and down arrow buttons on the right side of the red error box to view all error messages.
3 Type correct data in field named in red error box and click Save to Catalog. The system responds, "Cataloging Successful."

Error conditions

Few error messages appear to CatExpress users. The most common are discussed below.

 

Kind of error Error Condition Explanation
Upper case index labels Unable to find input query Check to make sure that you are using lower-case letters for the search key index labels, e.g., [au: twain]. The system will not accept uppercase letters for the indexes.
Holding library code incorrectly typed Invalid symbol ZZZZ in 1st $a of 049
1st $a in 049 is too short

 Add or edit characters to the default institution symbol to create a holding library code.
Holding library code absent Missing Main Holding Library

1st $a in 049 is too short		  

back to top

© 2013 OCLC
Domestic and international trademarks and/or service marks of OCLC Online Computer Library Center, Inc. and its affiliates