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Use the Digital Archive Save File

Comments? Abstract & revision notes PDF Search for digital archive save file records View and use digital archive save file search results Use flagged digital archive save file records Digital archive record actions: Save File display mode Digital archive record actions: Save File edit mode Connexion Glossary

Use the Digital Archive Save File

Revision History
Date	Section title	Description of changes
November 2002	All sections on search results.	Revised to document new View List and View Record jump bars, and new buttons for moving among records and search results. Revised to reflect that the hyperlinked entry number in the results list, not the title, displays the record in display mode.
February 2003	View and use save file search results. Use flagged search results	Current constant data replaced by default constant data. Apply default CD record to flagged records.
September 2003	Search for DA save file records	Search history.

OCLC^® users are hereby granted permission to reproduce this manual for their internal use. Reproduction of substanstial portions of this manual must contain the OCLC copyright notice.

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Search for digital archive save file records

Search the digital archive save file

Search the digital archive save file to retrieve partially edited records from previous sessions that have been temporarily stored in the digital archive save file.

The search indexes listed in the drop-down lists search preservation metadata fields in digital archive records.

	Action
1	On the Digital Archive tab, under Search, click Save File. The Search Digital Archive save file screen appears.
2	Construct a search to specify the records you want to retrieve. Type search term(s) in 1 or more boxes in the form. For each term, select the index to search from the list to the right of the box in which you enter the term. Open the list and then click the index you want to use. To search for 2 or more terms in the same index, type the terms in 1 text box and select an index. Spaces between words are treated as and operators; you can also combine terms with or and/or exclude terms with not. To search for 2 or more terms in different indexes, type each term in a separate text box and select the index to search for each term. Select the Boolean operator with which to combine the term(s). Use the list of operators at the left end of the box in which you enter the second term. Open the list and then click the operator you want to use. Use truncation to expand a term to include variant endings. Or use truncation when you know only the first part of a term. Type the first characters of the term (include at least 3 characters); then type an asterisk (). Examples:librar, comput, catalog Use character masking (wildcards) to expand a term to include variant spellings or when you are unsure of the correct spelling for part of a term. Type a question mark (?) or a number sign (#) in place of the character(s) you want to mask. Use the question mark to retrieve variants of 0 or more characters. Examples:col?r retrieves `color` or `colour`; int?net retrieves `internet` or `intranet`. Use the number sign to retrieve variants of exactly 1 character. Example:wom#n retrieves both `woman` and `women`.
3	Optional. To limit your search by user status, select a status from the status drop-down list. Retain search. Check this box to preserve terms you typed in the text boxes and retain specified qualifier values. If Retain Search is not selected (the default setting), the system clears the text boxes and resets qualifiers to default values. Index lists always retain the last index you selected.
4	When finished constructing the search, click Search.

Boolean operators

Operator

Retrieves

Example

AND

(default)

Records that contain both of the combined terms in the field(s) specified for each term

java* [all fields] and python [all fields] retrieves records with both java* in any field and python in any field

Records that contain at least 1 of the combined terms in the field(s) specified for that term; records can contain either term or both terms

java* [all fields] or python [all fields] retrieves records with java* in any field, records with python in any field, and records with both java* and python in any field

NOT

Records that do not contain the term that follows NOT.

java* [all fields] and python [all fields] not coffee [all fields] not reptile [all fields] retrieves records with both java* in any field and python in any field that contain neither coffee in any field nor reptile in any field

Truncated searches: troubleshooting

The system limits results returned for truncated search terms (for example, ice*) to maintain system performance.
If a truncated term matches too many records, the system stops searching. The search returns no results.
To avoid problems, include as much of a truncated term as you can before the asterisk.

Search by user status

You can limit your search by user-assigned save file status. To retrieve records by system-assigned save file status, on the Digital Archive tab, under Show, click By Status.

User statuses are assigned by users based on local practice.

Note: System statuses overwrite user-assigned statuses so you always know harvest or ingest status of your records.

User statuses
Complete
Harvest-Reviewed
In-process
In-review
New
Ready-for-OCLC/SF#
Ready-to-Disseminate
Ready-to-Harvest
Ready-to-Ingest
Review-Harvest

Search history: view and use previous searches

Use the Search History window to
- View your previous 10 Digital Archive save file searches.
- Repeat a previous search.
- Revise a previous search.
Previous searches are associated with your authorization number and are retained between Connexion sessions. The search history is not cleared when you log off.

Search History function	How to use
Open Search History window	At the Search DA Save File screen, Click Search History or press <Alt><=>.
List of previous searches	For each listed search, the window shows Search type: DA Save File. Timestamp: date and time the search was performed. Search criteria: terms, indexes, operators, and statuses.
Repeat a previous search	Click Repeat. Connexion immediately performs the selected search.
Revise a previous search	Click Revise. Results Connexion displays the Search DA Save File screen. The selected search is ready for revision.
Clear search history	Click Clear History (at the top of the Search History window).
Close the Search History window	Click Close (at the top of the Search History window).

View and use digital archive save file search results

Results display

Number of Records Found	Results Display
No records found	The system displays the following message at the top of the Search screen: `No Records Found for your Search Please change or simplify your search and try again.` The search entry form retains the search term(s) you used.
1 record found	The system displays the full record.
Up to 10 records	The results screen lists the titles of all retrieved records. Results are sorted by save file number. In each brief entry, the entry number is hyperlinked to the full record.
11 or more records	The results screen lists titles for the first 10 retrieved records. Results are sorted by save file number. In each brief entry, the entry number is hyperlinked to the full record. The View List box lets you type an entry number to display 10 entries beginning with that number. The left and right arrow buttons let you move forward or back 10 entries. The View Record box lets you type an entry number to view the full record.

Sort save file results (200 or fewer records)

Action

Scroll to the top of the first screen of search results.

On the Actions list, click Sort by Descending Date or Sort by Ascending Date.

The system sorts entries in the entire result set by the Modified date of the record (shown in brief entry).

Ascending date sort: Records with the earliest Modified date appear first.

Descending date sort: Records with the most recent Modified date appear first.

Check expiration dates of saved records

Action

In each brief entry, check the item Expires in __ days. The same information appears in the record header in a full record.

The number of days (shown in red type) is updated daily. Records not modified or resaved are automatically deleted from the save file after 180 days.

To restart aging, resave the record. Or flag record(s) you want to resave and then take the Reset SF Expiration Date action on the Show Flagged SF Records screen.

When you resave the record, the system resets the counter to 180 days.

Check save file numbers of saved records

Action

The save file number appears in each brief entry. Save file numbers can be up to 4 digits. The save file number also appears in the header in a full record.

Save file number search: You can search by save file number to retrieve a specific record.

Check statuses of saved records

Action

In each brief entry, check the item's Status.

The same status information appears in the record header in a full record retrieved from the save file.

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 Digital Archive tab, under Search Options, Save File, click Search Results.

Print screens of save file results list

	Action
1	If the list includes multiple screens, jump to the screen you want to print.
2	Click once in the frame that contains the record list.
3	In your browser, on the File menu, click Print or on the toolbar click the Print button.
4	In the Print dialog box, click OK or press <Enter>.

Actions on save file results

Action	How to
Apply Default CD to Flagged Records	Save file results list Flag saved records to which you want to apply the default constant data. Open the actions list and click Apply Default CD to Flagged Records. The system responds `Constant Data added to all records`.
Flag record	Save file results list Click the open box in front of the title of the record. Or open the Actions list and click Flag All on Page or Flag All Records Retrieved. Full record On the Actions list, click Flag Record.
Unflag record	Save file results list Click the check mark in front of the title of the flagged record. Or open the Actions list and click Clear Flags on Page or Clear All Flags. Full record On the Actions list, click Unflag Record.
Resave record (Reset Expiration)	In Edit mode, on the Actions list, click Save Record. Optional. Select new status from status list. Click Yes to save the record. The system resets the 180-day expiration counter.
Resave (Reset Expiration) multiple saved records	Retrieve and flag saved records you want to resave to reset the expiration dates. On the Digital Archive tab, under Show, click Flagged SF Records. On the Flagged SF Records screen, open the actions list and click Reset SF Expiration Date. The system changes the expiration date for each flagged record to 180 days.
Delete record from save file	On the Actions list, click Delete from Save File.
Change status on a single record	In Edit mode, on the Actions list, click Save Record. Select new status from status list. Click Yes to save the record. The system updates the status and resets the 180-day expiration counter.
Change status on multiple saved records	Retrieve and flag saved records for which you want to change the status. On the Digital Archive tab, under Show, click Flagged SF Records. On the Flagged SF Records screen, open the actions list and click Set Status to. At the Set Status to screen, select the status from the drop-down list. Click OK to change the records' statuses as specified.
Edit saved record	Save file results list Click the hyperlinked entry number in front of the title of the record you want to edit. Record in display mode On the Actions list, click Edit Record.

Use flagged digital archive save file records

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, Constant Data, click Search Results.

Flag save file records

Single records	All on a page	Result set
Click the open box in front of the record you want to flag.	Open the Actions list and click Flag All on Page.	Open the Actions list and click Flag All Records Retrieved.
A check mark appears in front of each brief entry you have flagged.

Unflag save file records

Single records	All on a page	Result set
Click the check mark in front of the record you want to unflag.	Open the Actions list and click Clear Flags on Page.	Open the Actions list and click Clear All Flags.
An open box appears in front of each unflagged brief entry.

Show records flagged in the save file

Action

1 On the Digital Archive tab, under Show, click Flagged SF Records.

The system displays a Flagged Save File screen listing titles of digital archive records currently flagged.

Work with the list and digital archive records, using the same methods as for other search results.

No flagged records

If no saved bibliographic records have been flagged, the system displays the message: You currently have no flagged Digital Archive save file records.

Actions on flagged save file records

Note: These actions can be performed only if you have already flagged the bibliographic records.

From the Actions list (top right corner of Show Flagged SF Records screen), select the action you want.

Action	How to
Apply Default CD to Flagged Records	Open the actions list and click Apply Default CD to Flagged Records. The system responds `Constant Data added to all records`.
Flag all on page	Open the Actions list and click Flag All on Page. A check mark appears in the box in front of each brief entry on the page.
Clear flags on page.	Open the Actions list and click Clear Flags on Page. An open box appears in place of the check mark in front of each brief entry on the page.
Clear all flags	Open the Actions list and click Clear All Flags.
Set Status of records	Open the Actions list and click Set Status to...
Resave (Reset Expiration) multiple saved records	Open the Actions list and click Reset Expiration. The system changes the expiration date for each flagged record to 180 days.

Digital archive record actions: Save File display mode

Edit modes and edit views

Display mode. You are in display mode when you have not begun editing a record. Display mode is in effect when you retrieve a single record or click a record title in a search results list.

Edit mode. You are in edit mode when you use the Edit Record action to begin editing a record. The record is locked.

Display view in edit mode. While in edit mode, you can switch to a display view of the record via the Display Record action. You remain in your original edit mode. From the display view, some editing actions are not available. To resume editing the record, use the Back to Editing action.

Switch to display mode from edit mode. You switch from edit mode to display mode when you save a record or when you take the Cancel Changes action.

Actions available in display mode

Important. Harvest Document is available only from display mode. It is not available from display view in edit mode.

Action	How To
Cancel Changes Note: Only present in display view if you go to it from edit mode.	In the Actions list click Cancel Changes. Then click OK to confirm the action. In edit mode, canceling changes unlocks the record. Or click Cancel to resume editing the record.
Create Cataloging Record	In the Actions list click Create Cataloging Record. A new bibliographic record appears for you to edit.
Delete from Save File	In the Actions list click Delete from Save File. The system responds `Record deleted`.
Derive DA Record	In the Actions list click Derive DA Record. The record content is redisplayed in an edit view. NEW appears in the Digital Archive: field.
Derive New Constant Data Record	In the Actions list click Derive New Constant Data Record. The record content is redisplayed in an edit view.
Disseminate Document	In the Actions list click Disseminate Document. Note: Only available for ingested records resaved from the Digital Archive to the save file.
Edit Record	In the Actions list click Edit Record. The system presents the record in a edit view.
Flag Record	In the Actions list click Flag Record. The system responds `Record(s) flagged`.
Harvest Document Note: Not available after ingest.	In the Actions list click Harvest Document. The system responds by asking you to confirm the URL you want to harvest. Click Yes to harvest it.
Harvest Review Note: Available after harvest.	In the Actions list click Harvest Review. The Harvest Review screen appears, listing the files you have harvested. Click View to view a file. Note: The URL is bold is the entry point.
Unflag Record	In the Actions list click Unflag Record. The system responds `Record(s) unflagged`.
View DA Reports Note: Available after harvest.	In the Actions list click View DA Reports. The Reports List screen appears with your digital archive reports listed. Click a report name to view the report. The Reports List screen also has your Audit Log, which contains details of your digital archive activity. Click View Audit Log to view it.

Actions available in display mode after dissemination

After resaving an ingested record from the Digital Archive to the digital archive save file (in order to disseminate it) the record

Cannot be edited (edit mode not available).
Can be viewed only in display mode. Only the actions below are available.

Action	How To
Cancel Changes Note: Only present in display view if you go to it from edit mode.	In the Actions list click Cancel Changes. Then click OK to confirm the action. In edit mode, canceling changes unlocks the record. Or click Cancel to resume editing the record.
Create Cataloging Record	In the Actions list click Create Cataloging Record. A new bibliographic record appears for you to edit.
Delete from Save File	In the Actions list click Delete from Save File. The system responds `Record deleted`.
Derive DA Record	In the Actions list click Derive DA Record. The record content is redisplayed in an edit view. NEW appears in the Digital Archive: field.
Disseminate Document	In the Actions list click Disseminate Document. Note: Only available for ingested records resaved from the digital archive to the save file.
Edit Record	In the Actions list click Edit Record. The system presents the record in a edit view.
Flag Record	In the Actions list click Flag Record. The system responds `Record(s) flagged`.
Unflag Record	In the Actions list click Unflag Record. The system responds `Record(s) unflagged`.
View DA Reports Note: Available after harvest.	In the Actions list click View DA Reports. The Reports List screen appears with your digital archive reports listed. Click a report name to view the report. The Reports List screen also has your Audit Log, which contains details of your digital archive activity. Click View Audit Log to view it.

Digital archive record actions: Save File edit mode

Edit modes and edit views

Edit mode. You are in edit mode when you use the Edit Record action to begin editing a record. The record is locked.
Display view in edit mode. While in edit mode, you can switch to a display view of the record via the Display Record action. You remain in your original edit mode. From the display view, some editing actions are not available. To resume editing the record, use the Back to Editing action.
Display mode. You are in display mode when you have not begun editing a record. Display mode is in effect when you retrieve a single record or click a record title in a search results list.
Switch to display mode from edit mode. You switch from edit mode to display mode when you save a record or when you take the Cancel Changes action.

Actions available in edit mode

Action	How To
Apply Default Constant Data	In the Actions list click Apply Default Constant Data. The system merges your default constant data with the record you are editing.
Cancel Changes	In the Actions list click Cancel Changes. Then click Ok to confirm the action. In edit mode, canceling changes unlocks the record. Or click Cancel to resume editing the record.
Create Cataloging Record	In the Actions list click Create Cataloging Record. A new bibliographic record appears for you to edit.
Delete from Save File	In the Actions list click Delete from Save File. The system responds `Record deleted`.
Derive DA Record	In the Actions list click Derive DA Record. The record content is redisplayed in an edit view. NEW appears in the Digital Archive: field.
Derive New Constant Data Record	In the Actions list click Derive New Constant Data Record. The record content is redisplayed in an edit view.
Display Record	In the Actions list click Display Record. The system presents the record in a display view.
Display Linked Record	Scroll down to the OCLCIdentifier field. In the Functions list click Display Linked Record. The system presents the record in a display view. Note: If there is no OCLC number in this field then there is no linked record to display.
Flag Record	In the Actions list click Flag Record. The system responds `Record(s) flagged`.
Harvest Review Note: Available after harvest.	The Harvest Review screen appears, listing the files you have harvested. Click View to view a file.
Ingest Document Note: You can take this action can only once .	In the Actions list click Ingest Document. The system responds with a list of properties that you apply to the document.
Reformat Record	On the Edit list, click Reformat Record. The system redisplays the record. Reformatting removes empty fields and arranges fields in (approximate) ascending tag number order.
Save Record Save a new or existing record or resave a saved record	In the Actions list click Save Record. Assign a workflow status appropriate for the record's position in your cataloging workflow. Click Yes to add the record to the save file. The system saves the record and displays the save file number for the record. Or click No to cancel saving the record. Resave record. When you resave a record, the system resets the record's age in the save file to 180 days.
Select Constant Data	In the Actions list click Select Constant Data. A new window opens listing your constant data records. Click the record you want to apply. The system merges the constant data you chose with the record you are editing. Note: The system always applies the entire CD record, ignoring any field selections you made. See .
Unflag Record	In the Actions list click Unflag Record. The system responds `Record(s) unflagged`.
Validate Record	On the Edit list, click Validate Record. For a valid record, the system redisplays the record.If the record contains invalid data, the system displays 1 or more error messages that identify the problem(s). Messages appear directly above the fields/elements to which they refer. Correct any validation errors.Validate the record again to verify.
View DA Reports Note: Available after harvest.	In the Actions list click View DA Reports. The Reports List screen appears with your digital archive reports listed. Click a report name to view the report. The Reports List screen also has your Audit Log, which contains details of your digital archive activity. Click View Audit Log to view it.

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