Connexion client: Record editing and processing 1:40 pm - 3:19 pm Wednesday, December 13, 2023 | (UTC-05:00) Eastern Time (US & Canada) WEBVTT 1 Crystal Rodriguez 00:21:07.880 --> 00:21:09.000 Okay. 2 Crystal Rodriguez 00:21:11.080 --> 00:21:29.360 Well, thank you all for joining today's session on connection, client record, editing and processing. So, whether you do copy or original catalogging, this class covers the basics of record editing and processing using connection client. 3 Crystal Rodriguez 00:21:34.760 --> 00:21:51.400 For this class, you should be able to edit add and delete fields use Mark Field help while editing a record update and delete world cat Holdings export records replace role, CAT records. 4 Crystal Rodriguez 00:21:52.040 --> 00:21:54.680 And create new world cat records. 5 Crystal Rodriguez 00:22:01.640 --> 00:22:22.120 So in our last class we searched world cat and found a matching record for our item using connection client. We can edit the record according to our libraries policies and procedures before exporting the record to use in our local catalog. I'm going to go ahead and. 6 Crystal Rodriguez 00:22:22.160 --> 00:22:24.120 Move over to connection. 7 Crystal Rodriguez 00:22:25.360 --> 00:22:31.880 I'm going to sign in using my library's authorization number. 8 Crystal Rodriguez 00:22:34.920 --> 00:22:45.000 All right, I'm gonna start with a basic search here. I'm gonna search we're all cat for a known OCLC number. 9 Crystal Rodriguez 00:22:52.240 --> 00:22:57.600 I'm just entering in that OCLC number in the command line search, and then I'm gonner. 10 Crystal Rodriguez 00:23:00.520 --> 00:23:03.680 And that pulls up the record for me. 11 Crystal Rodriguez 00:23:07.560 --> 00:23:26.120 So I'm gonna walk through some steps for navigating before I do that. I do want to go ahead and add a link into the chat, which is our learner guide for this session and in that you'll see some reference to a lot of the keystrokes and shortcuts that I'm going to be mentioning in this CLA. 12 Crystal Rodriguez 00:23:27.080 --> 00:23:29.760 So you can always refer back to that. 13 Crystal Rodriguez 00:23:33.160 --> 00:23:39.320 So you're looking at our mark record, I'm gonna just scroll down here a little bit. 14 Crystal Rodriguez 00:23:43.400 --> 00:24:01.320 I'm going to click into the two forty- five field and when I do that, you will note that the field becomes highlighted and encircled with the blue outline, indicating that, that is the current field that I'm working with. So to move. 15 Crystal Rodriguez 00:24:01.520 --> 00:24:18.720 Beyond that up or down. I can use the up arrow or the down arrow. So I'm going to go ahead and do that, so you can see how that works. So I'm clicking the down arrow and I'm, you can see how that blue highlight is moving across the fields and then the same when I go back up. 16 Crystal Rodriguez 00:24:21.160 --> 00:24:40.360 Another tool for navigating throughout the record is to use the F- six to move my cursor between the different record areas. So right now I'm in the variable fields, but if I use control F- six, I'm sorry, if I, if I use the function F- six, then you'll. 17 Crystal Rodriguez 00:24:41.680 --> 00:24:54.280 Into where the OCLC number is, and then I'll do that again, and I'm in my fixed fields, and again, I'm in the variable fields, so that just is a quick way to move around those different fields. There. 18 Crystal Rodriguez 00:24:59.560 --> 00:25:02.920 We'll go back down into my variable fields here. 19 Crystal Rodriguez 00:25:05.320 --> 00:25:19.920 So within the variable fields, if I click tab, I can move between the cell and the indicator, and then the field. So your notice here that I'm moving tab and I'm moving between each of those areas. 20 Crystal Rodriguez 00:25:27.720 --> 00:25:35.880 And then if I use control S, I can actually skip through those indicators and just move straight from the tag to the field. 21 Crystal Rodriguez 00:25:37.960 --> 00:25:44.400 And shift control S- is going to kind of do the opposite, but backwards there. 22 Crystal Rodriguez 00:25:46.280 --> 00:25:51.360 Now those only work within the variable fields, it will not work in the fixed fields. 23 Crystal Rodriguez 00:25:55.880 --> 00:26:13.800 So, a few other navigating tips here is that there may be some differences between your local system and other biblegraphic systems that you've used here. We have some unique fields within OCLC that I'm going to review for you. 24 Crystal Rodriguez 00:26:15.720 --> 00:26:31.440 So the, first of those, you'll note up here at the top is our OCLC number. So the OCLC number displays above the fixed field area in connection client and it is a unique number that's assigned to each record in roll cut. 25 Crystal Rodriguez 00:26:33.000 --> 00:26:52.880 And then I mentioned earlier the fixed fields here. So connection client displays some data that is technically part of the Mark record leader, along with the fixed field, which is the o- eight information and a labeled display to make editing and reading the record easier. 26 Crystal Rodriguez 00:26:55.400 --> 00:27:13.240 And then we're gonna move down into the variable fields and you'll note, so each of the variable fields do have a Subfield A, but in most cases that does not display, specifically, it does not display if it is the first subfield in a field, it will only display. 27 Crystal Rodriguez 00:27:14.600 --> 00:27:20.920 I'm sorry, this is only for display, but the Subfield A is present in exported records. 28 Crystal Rodriguez 00:27:23.560 --> 00:27:42.440 Connection does display a space be before and after a delimiter, so if we look down here in the O- five, O- you'll see that space displayed there. Those spaces are not present in an exporter record. Again, this is only for display and makes record the record easier to read. 29 Crystal Rodriguez 00:27:44.680 --> 00:28:03.880 Another unique field is the O- four O- field. So connection knows from your log on which library you are, and it automatically supplies your OCLC symbol in the O- four, O- Subfield A and Subfield C. for new records and in the O- four, O- Subfield. 30 Crystal Rodriguez 00:28:04.600 --> 00:28:07.280 When you replace an existing record. 31 Crystal Rodriguez 00:28:10.280 --> 00:28:28.840 You'll also note that there is a blank call number field again, connection knows from your log on whether your library is profiled for Library of Congress. Do we or another classification? So it displays the appropriate blank call number field such as, in this case, the o- nine. 32 Crystal Rodriguez 00:28:29.000 --> 00:28:37.840 For LC or o- nine, two for doy or an O- nine, six for NLM call numbers. 33 Crystal Rodriguez 00:28:42.280 --> 00:28:46.960 And again, I'm displaying that here for you, so you can see that. Oh, nine o- field. There. 34 Crystal Rodriguez 00:28:48.680 --> 00:29:04.440 In an existing rural cat record, this blank call number field will be in addition to any call number fields already in the record, you are not required to use this blank call number field, It's just there in case you would like to use that for local re- local purposes. 35 Crystal Rodriguez 00:29:05.960 --> 00:29:26.440 And then the last of the unique fields that we're gonna display here is the o- four, nine field and that's right below this blank call number field, the O- four nine displays in every record, it is always the last of the OXX fields and your default holding library code. 36 Crystal Rodriguez 00:29:26.480 --> 00:29:46.920 Displays in the O- four, nine for libraries with three character OCLC symbols the default holding library code is often the three character symbol followed by the letter A- in some cases it is the word main and the majority of five character OCLC symbols are going to. 37 Crystal Rodriguez 00:29:50.160 --> 00:29:52.400 Holding library code there. 38 Crystal Rodriguez 00:29:59.720 --> 00:30:19.560 Okay, so that's just a little bit of a navigation there for you. I'm gonna move on to displaying some editing options. So within connection you can use standard window functions such as cut copy paste, edit. 39 Crystal Rodriguez 00:30:21.160 --> 00:30:24.320 Using the edit menu up here at the top. 40 Crystal Rodriguez 00:30:27.240 --> 00:30:44.120 You also can place your cursor in the desired area and use the right click to open menu options or you can use some of the default key strokes which again are referenced in your learner guide and we'll display some of those as we go on. 41 Crystal Rodriguez 00:30:45.800 --> 00:30:52.200 To demonstrate some of those options here. I'm gonna make a few changes to this Mark record. 42 Crystal Rodriguez 00:30:54.120 --> 00:31:09.120 So in my two forty six, I want to go ahead and delete the illustrated by area. So I'm just going to highlight that and I can just use the delete on my key on my keyboard here. 43 Crystal Rodriguez 00:31:10.120 --> 00:31:20.480 And I'm going to go into the two sixty four and again, I'm gonna remove part of that. I'm gonna remove this whole part here. That starts that mentions an imprint. 44 Crystal Rodriguez 00:31:23.560 --> 00:31:33.520 And then I want to add a little bit to my series statement. So I note that my book actually has the numbers, one, two, three listed there. 45 Crystal Rodriguez 00:31:35.720 --> 00:31:44.560 I want to note that as I'm making these changes, you may see the little arrow here on the corner that's indicating that those are the fields that I have changed. 46 Crystal Rodriguez 00:31:47.880 --> 00:31:54.600 Now let's assume that I no longer wanna make these changes. I'm going to go up into my two forty- five field here. 47 Crystal Rodriguez 00:31:55.560 --> 00:32:00.080 And here I can do a right click and I can click undo. 48 Crystal Rodriguez 00:32:01.440 --> 00:32:22.440 But note that, that only undoes that field, so I would have to go into each field and follow that same process or I have the option to undo all of my changes, regardless of where the cursor is on the record to do that. I would need to use the cancel changes option and that is under. 49 Crystal Rodriguez 00:32:22.520 --> 00:32:42.920 Edit menu, so I'm gonna click edit and then I'm going to go to cut copy paste and you'll note there the cancel changes option. I'm gonna click on that and watch what happens to the record as I do that. So all of my changes are undone and you may have noted that the little arrows went away. 50 Crystal Rodriguez 00:32:43.720 --> 00:32:46.760 To indicate that those changes are no longer active. 51 Crystal Rodriguez 00:32:48.680 --> 00:32:52.640 That's demonstrating ways that you can make those edits there. 52 Crystal Rodriguez 00:32:55.080 --> 00:33:06.200 I also have the option to delete fields again, I can do that using the edit menu options The right click when I'm in the desired field or using those shortcuts. 53 Crystal Rodriguez 00:33:09.800 --> 00:33:28.360 So let's assume that you want to delete some unwanted fields for your exported record, such as other call number fields or maybe subject fields. So I'm going to go ahead and in the same record, I'm gonna go down here to the six fifty fields and I want to remove. 54 Crystal Rodriguez 00:33:28.480 --> 00:33:32.520 Six fifty s- that have the second indicator of six. 55 Crystal Rodriguez 00:33:34.760 --> 00:33:45.680 So I'm going to click in the first one of those and again, note that, that field is highlighted and I'm going to right click and I'm just gonna choose delete field and that makes that go away. 56 Crystal Rodriguez 00:33:47.000 --> 00:34:01.760 Now I can also keep this next one highlighted and click on edit cut copy paste and choose the delete field there, but I also have the option of the alt delete as well to delete a field. 57 Crystal Rodriguez 00:34:07.400 --> 00:34:08.520 Right? 58 Crystal Rodriguez 00:34:12.520 --> 00:34:17.679 Is there a way to delete multiple fields at the same time? Yes, there is. 59 Crystal Rodriguez 00:34:18.919 --> 00:34:24.879 So if you have many fields that you want to delete and you don't want to have to switch around. 60 Crystal Rodriguez 00:34:25.960 --> 00:34:27.760 You know. 61 Crystal Rodriguez 00:34:29.159 --> 00:34:31.360 All right, bear with me. Just one moment. 62 Crystal Rodriguez 00:34:35.679 --> 00:34:52.840 So actually I apologize, you can't really like highlight those and delete them all at once, but the best option would be to use that alt delete, that's probably your fastest way to delete more than one field at a time. So I can click delete here in the six fifty that I have highlighted. 63 Crystal Rodriguez 00:34:53.480 --> 00:34:56.600 And then just keep doing that for each of those fields. 64 Crystal Rodriguez 00:34:59.280 --> 00:35:18.920 So just a reminder here that you are making edits to the record that you intend to export for your local use, so you do not want to delete correct and relevant data in the record, if you intend to make the changes a permanent permanent to the record, meaning that you intend to replace that record. 65 Crystal Rodriguez 00:35:19.600 --> 00:35:22.760 So just be careful when you are making those edits. 66 Crystal Rodriguez 00:35:24.840 --> 00:35:43.440 And later in the dis in the session, we will discuss how you can have connection client, delete unwanted fields at the time you export the record, which may actually address the question of deleting multiple fields as well. So hold on to that thought, and we'll demonstrate that later on, in the session. 67 Crystal Rodriguez 00:35:45.960 --> 00:35:54.840 All right now I want to add some information here to my record as well. Oops. 68 Crystal Rodriguez 00:35:58.120 --> 00:36:16.480 So I want to be able to copy and insert in my case, I went to add a two sixty- four field for a distributor and the place in year are the same, only the Subfield B is different. So I'm going to go into my existing two sixty- four field here. 69 Crystal Rodriguez 00:36:21.160 --> 00:36:30.720 I mean, and I can position my cursor anywhere in that field, and then I can choose right. Click and choose copy field. 70 Crystal Rodriguez 00:36:32.880 --> 00:36:43.800 You will not get a confirmation that, that was copied. just does it, and then here I can press enter to add an additional field, right? below that. 71 Crystal Rodriguez 00:36:44.840 --> 00:36:55.520 And I can use control V to paste the field that I just copied you'll note that, that was pasted right underneath of the one that he pasted there. 72 Crystal Rodriguez 00:37:00.200 --> 00:37:17.480 Now, as I'm working, I want to make sure that I confirm what second indicator I should be using when I'm adding a distributor, so I want to get some Mark field help here and I can do that directly using connection. So in the field that I'm in, in my two sixty- four. 73 Crystal Rodriguez 00:37:17.480 --> 00:37:37.960 Again, I'm gonna use that right click and I'm going to choose Mark Field help and when I do that, the OCLC bibiographic formats and standards is open for me, right there to the information on the two sixty- four field and I can see that the second indicator for distribution is. 74 Crystal Rodriguez 00:37:38.040 --> 00:37:46.960 Number two, so I can go back to my record and go ahead and close out of this and go back over into connection. 75 Crystal Rodriguez 00:37:51.400 --> 00:37:54.880 Sorry, taking a minute to open up for me. 76 Crystal Rodriguez 00:38:01.640 --> 00:38:03.720 There it is. 77 Crystal Rodriguez 00:38:06.760 --> 00:38:18.480 So I'm back in connection here and I'm going to go ahead and change that second indicator to a two. So I'm gonna just tab over to that second indicator and I can change that to two. 78 Crystal Rodriguez 00:38:25.960 --> 00:38:42.160 I'm also going to change my Subfield B here. I want to just leave that as Harper Collins publishers, so I'm gonna remove part of this here and I- on my item, there is a space between Harper, Collins and Publisher. So I'm gonna fix that. 79 Crystal Rodriguez 00:38:43.880 --> 00:38:48.680 And then earlier I mentioned that the date was the same, so we're gonna leave that. 80 Crystal Rodriguez 00:38:55.400 --> 00:39:15.240 Now another option for Mark Field help is to look up some information on my fixed fields. So again, in this case I need to confirm what I should be using for the DTST or the type of date public so to do that, I'm just going to click these, the fixed fields actually have hyperlinks for Mark. 81 Crystal Rodriguez 00:39:15.240 --> 00:39:35.720 Help, so I'm gonna Hyperlink, and again, it takes me to the bibly graphic formats and standards for that item. so I can review and confirm that I do, in fact, have the correct information for distribution. So here looks like I would use a P- there. 82 Crystal Rodriguez 00:39:37.640 --> 00:39:41.760 All right, but I'm gonna back over into my connection. 83 Crystal Rodriguez 00:39:44.040 --> 00:39:48.960 Okay, I'm gonna leave that field there for now. 84 Crystal Rodriguez 00:39:52.360 --> 00:40:04.520 Okay, now let's assume that my title has a Swedish title on the cover of this book. So I wanna go ahead and add a cover title field as well. 85 Crystal Rodriguez 00:40:07.080 --> 00:40:26.280 I'm going to position my cursor in the two forty- five field, and here I'm just, again, I'm gonna hit here. I'm gonna hit shift enter and that's gonna add a field above, so you recall to add a field below. It's enter to add a field above that shift enter, and here I'm going to start typing in. 86 Crystal Rodriguez 00:40:31.900 --> 00:40:47.900 So I typed in my two forty- six and my cursor automatically moves to the next indicator. so I want to make sure to remember that I'm typing in my four and again, it's automatically moving for me and here I'm going to enter in a Subfield I for Swedish title. 87 Crystal Rodriguez 00:40:47.900 --> 00:40:52.300 So to get these Subfield indicator, I'm gonna use controlled D. 88 Crystal Rodriguez 00:40:53.660 --> 00:40:57.900 And this is a subject I, and I'm gonna type in Swedish title. 89 Crystal Rodriguez 00:40:59.420 --> 00:41:05.460 And then I'm going to enter a Subfield a, again control D. 90 Crystal Rodriguez 00:41:07.740 --> 00:41:12.540 And I am adding the spaces here after that cell field. 91 Crystal Rodriguez 00:41:15.420 --> 00:41:31.060 I'm typing out my title there. Now if I want to move this field down, I can use the ALT and the down arrow at the same time to move that field OOP. So I'm not sure where I went here. 92 Crystal Rodriguez 00:41:33.540 --> 00:41:44.020 Here, I am, I want to use ALT down and note that I was able to move that down below the two forty- six. I'm gonna move it one more time just so you can see that done there. 93 Crystal Rodriguez 00:41:46.140 --> 00:41:51.420 And later in the session we will discuss reordering multiple fields as well. 94 Crystal Rodriguez 00:41:55.100 --> 00:42:13.020 So connection client supports inserting diacritics and special characters in Latin script records, so you can enter Diacritics following the letter to be modified. This is the Unicode standard and there are, you can use one of two ent. 95 Crystal Rodriguez 00:42:13.180 --> 00:42:33.500 Methods you can either use the character chart window or keystroke shortcuts. So in the case of my Swedish title, I see that there is an unlock above the a, so I'm gonna go to that two forty- six field place, my cursor directly after the, a. 96 Crystal Rodriguez 00:42:34.140 --> 00:42:39.140 And here I'm going to click on the ALA Toolbar option. 97 Crystal Rodriguez 00:42:40.820 --> 00:42:49.860 To open that up and you'll note when you hover over the toolbars, it tells you what option this performs for you. So I'm gonna click on that. 98 Crystal Rodriguez 00:42:52.060 --> 00:43:12.540 In the chart window, you can select a diet critic or a special character. You can do that just visually seeing those there. You can do it by name. So here I have the oom out under character or by language. So, in my case I have Swedish and the options that are, that are available for Swedish show here, so I'm gonna make sure that I've got. 99 Crystal Rodriguez 00:43:13.500 --> 00:43:22.700 Selected, and I'm, I'm going to go ahead and click insert and close and note that, that added the oout, right after my a there. 100 Crystal Rodriguez 00:43:29.820 --> 00:43:33.220 I'm just check and see if there's any questions. I don't see any coming in yet. 101 Crystal Rodriguez 00:43:34.980 --> 00:43:55.420 I'm gonna go ahead and move on to demonstrate the reformat option, so you can use Reformat command as you edit online or local records to support to sort the variable fields in the correct order. So the Reformat command can be found in the edit menu. You can also us. 102 Crystal Rodriguez 00:43:55.700 --> 00:44:15.900 Control R- or you can use the reformat button on your toolbar and a couple of notes about that reformat it's going to sort the variable fields in order, so your... oh six and your three through your three XX fields will be sorted by tag with the exception of the O- two. 103 Crystal Rodriguez 00:44:16.060 --> 00:44:36.380 Ine field that's going to resort as the last field in the record, your four XX through your nine XX sort by tag group, but within the group, the import input order is preserved and then you're as mentioned earlier the O- four nine is always the last o. 104 Crystal Rodriguez 00:44:36.580 --> 00:44:45.420 XX field and the O- two nine is always at the end of the record. So we'll see some of that in action here. 105 Crystal Rodriguez 00:44:46.620 --> 00:44:53.340 So within this record, I'm gonna scroll all the way down to the bottom of my record. 106 Crystal Rodriguez 00:44:54.940 --> 00:44:58.380 And I'm gonna add a couple of fields here. 107 Crystal Rodriguez 00:44:59.420 --> 00:45:14.740 I'm going to again, click in the O- two nine. I'm gonna hit enter to add a field underneath, and I'm gonna add a five hundred note and I keep I can tab to go into the field here to indicate that this is title from cover. 108 Crystal Rodriguez 00:45:16.060 --> 00:45:34.300 And again, I want to add another field, so I'm going to hit enter and enter in a six ten and my cursor automatically moves to the first indicator and then again, to the second indicator, I'm gonna add a zero and within the field going to add the corporate subject entity here. 109 Crystal Rodriguez 00:45:46.780 --> 00:46:05.980 So now that I have those here I'm going to go ahead and click on the Reformat button and when I do that, I want you to watch what happens to the record here. So as of right now, the record, the fields are at the bottom and again, you can see the little carrot there that indicates that these are edited fields. I'm going to click. 110 Crystal Rodriguez 00:46:06.180 --> 00:46:22.340 The reformat button and you'll see the little flash there. You still see the carrots indicating the edits, but if I scroll through my record now I see that the five hundred was added at the end of the five XX fields. 111 Crystal Rodriguez 00:46:24.540 --> 00:46:44.380 And the six ten was added at the end of the six XX fields. Now again, that preserves the order that it was added in. So with those, the- those are sorted by TIG group, but within the group, the input order is preserved. Let's assume that you want to go. 112 Crystal Rodriguez 00:46:44.980 --> 00:46:52.620 Your five hundred field again, you can do that using your up and down. So here I can highlight the five hundred. 113 Crystal Rodriguez 00:46:55.260 --> 00:47:02.500 And I can use the ALT up to move that up or ult down to move it down. 114 Crystal Rodriguez 00:47:03.580 --> 00:47:06.380 And the same would be true of the six ten field. 115 Crystal Rodriguez 00:47:09.980 --> 00:47:19.220 That's the reformat function don't see any questions coming in yet about that. So I'm gonna move on to the validate record function. 116 Crystal Rodriguez 00:47:20.860 --> 00:47:41.340 So validation checks the quality of the abographic record and prevents records with errors from being added to roll cat or replaced in world cat validation can be automatic, which is when you add your role cap holdings or export record the record or it can be manual. 117 Crystal Rodriguez 00:47:41.340 --> 00:48:01.820 By command both automatic and manual validation checks the mark structure of the record. It's checking for several items. We're looking for the validity of tags indicators and Subfield codes, making sure that the record includes all the required fields for. 118 Crystal Rodriguez 00:48:02.460 --> 00:48:22.060 The two forty- five field, the three hundred field and we're looking to make sure that there's no repeatable that non- repeatable fields only occur once in the record validation will not check for spelling incorrect usage of a tag or the authority file. 119 Crystal Rodriguez 00:48:26.780 --> 00:48:38.540 Now there is an option that you can set, this is to set your validation level options. So I'm going to demonstrate that now. 120 Crystal Rodriguez 00:48:40.540 --> 00:48:44.700 Under the tools menu and then you're gonna go to options. 121 Crystal Rodriguez 00:48:46.620 --> 00:48:48.740 And then general. 122 Crystal Rodriguez 00:48:49.860 --> 00:49:09.620 And here you can click on validation level options and the default here is the structure and the under set holds and then export under none, there is some additional information docu in the learner guide on what each of these settings will do for you. 123 Crystal Rodriguez 00:49:12.220 --> 00:49:17.340 So in this setting as we have listed here, there will be no validation. 124 Crystal Rodriguez 00:49:19.260 --> 00:49:39.740 So you do not need to stop and fix those errors to be able to set the holdings or the export record, but you can always manually validate the record and this is the default validation level for set holdings and export that we're seeing on the screen here. There's also the option for, to change that to basic, which is going to check the. 125 Crystal Rodriguez 00:49:39.940 --> 00:50:00.220 Ity of the mark elements and then there's full, which is the basic it, it does all the same things as basic level, but it also checks for relationships between Mark elements and checks for valid structure in some non- textual variable fields such as the oh six or the O- two. 126 Crystal Rodriguez 00:50:00.300 --> 00:50:12.900 Et cetera, I'm gonna go ahead and leave that at the default and again, if you want some more information on which of those settings might best fit, you, you can read through the documentation in the learner guy. 127 Crystal Rodriguez 00:50:14.940 --> 00:50:19.340 All right, so I'm going to demonstrate manually validating this record. 128 Crystal Rodriguez 00:50:23.260 --> 00:50:38.780 To do that, There are three options you can use the edit menu and then choose validate right here on the edit and then validate you can use the shift f- five or you can click the validate button on your toolbar. 129 Crystal Rodriguez 00:50:42.160 --> 00:51:00.880 Changes, I'm gonna go to my second two sixty four fuel here. I'm gonna change this first indicator to a five, keep that second indicator as a two, and then I want to change my Subfield C- to a Subfield queue. 130 Crystal Rodriguez 00:51:04.240 --> 00:51:06.840 And I'm going to click the validate button. 131 Crystal Rodriguez 00:51:08.760 --> 00:51:12.800 Next moment and you'll note that I get some errors here. 132 Crystal Rodriguez 00:51:15.760 --> 00:51:34.160 You can print a list of the errors using the bottom. I'm sorry, the button at the bottom left of the screen or you can click on window and click tile vertically, and then you can actually see your errors next to your record. 133 Crystal Rodriguez 00:51:34.320 --> 00:51:53.880 I'm gonna go ahead and keep mind up like that. So now I know which errors I need to correct, I'm going to go ahead and change. I'm gonna remove that five there and leave it blank, then I'm going to change this one over here. 134 Crystal Rodriguez 00:51:55.440 --> 00:51:59.680 Back to a. C. so I'm take my myself feel to make that a. C- again. 135 Crystal Rodriguez 00:52:01.840 --> 00:52:04.880 Let's go ahead and click on validate again. 136 Crystal Rodriguez 00:52:07.600 --> 00:52:09.920 So I'm still getting one error. 137 Crystal Rodriguez 00:52:14.640 --> 00:52:15.760 So. 138 Crystal Rodriguez 00:52:17.840 --> 00:52:25.040 This is telling me that my second indicator must be equal to blank on my second two forty- six here. 139 Crystal Rodriguez 00:52:26.160 --> 00:52:46.640 Go ahead and remove that. Eight months more a note that I don't get an error this time I'm gonna go ahead and, and enlarge that screen again, and I do want to use this opportunity to point out down at the bottom of my record is what we refer to as the status bar and you'll note that the. 140 Crystal Rodriguez 00:52:47.480 --> 00:53:07.120 Shows a C for complete, so C indicates complete R- would indicate ready, which is typically used in our batch processing, which we will discuss in our next class and then F would indicate failed, so it would be action was not successful. You would see. 141 Crystal Rodriguez 00:53:07.880 --> 00:53:18.880 In your status bar and you'll see that there's different options out here that you would see a status, so you can see export delete option, delete holdings, update holdings, validate, et cetera. 142 Crystal Rodriguez 00:53:22.480 --> 00:53:41.040 And now speaking of update holdings that's our next topic. So it is important to maintain accurate holdings in world CAT as this information enables other OCLC services to accurately reflect your holdings to users in world cat discovery, first search. 143 Crystal Rodriguez 00:53:41.080 --> 00:53:56.960 Et cetera, it also ensures that IOL staff will not get requests for items that you no longer own and it accurately identifies any gaps in your collection as well as your unique holdings, if you use collection evaluation. 144 Crystal Rodriguez 00:53:58.960 --> 00:54:15.960 So the update Holdings process is going to add your libraries OCLC symbol to the world cat record, any world CAT record, your library either has holdings or it does not, it does not matter how many copies you have. 145 Crystal Rodriguez 00:54:18.800 --> 00:54:34.960 To update holdings in rural Cat, you can use the action menu and then holdings and then update holdings, you can use F- eight or you can click on the update holdings button on the toolbar. 146 Crystal Rodriguez 00:54:38.640 --> 00:54:56.120 So, for the record that I have on the screen now, now that I've validated, I want to go ahead and update my holdings. I'm going to do that by clicking on the update Holdings Toolbar button here and as I do that pay attention to that status bar. 147 Crystal Rodriguez 00:54:57.200 --> 00:55:05.400 So I clicked on that, you saw a little bit of a flash there and then now my update holding shows with the status of C- for complete. 148 Crystal Rodriguez 00:55:07.440 --> 00:55:22.640 And also if you look at the top of the record, it now shows that it is held by my library and the delete holdings button is now active on my toolbar, and that's this button right here that I've got highlighted. 149 Crystal Rodriguez 00:55:26.000 --> 00:55:44.560 So, deleting holdings is also equally important. It's going to remove your libraries OCLC symbol from the rural cat record deleting whole you want to delete hold these when you no longer own or have access to the item note that you should not delete holdings in roll cut. 150 Crystal Rodriguez 00:55:44.600 --> 00:55:54.440 If you still have at least one copy of that title to delete your holdings, you can use the action menu then holdings and then delete holdings. 151 Crystal Rodriguez 00:55:56.720 --> 00:56:16.560 Which you'll see is now a little longer grayed out. You can use the shift f- eight or you can use the Toolbar button that is now visible for you. So I'm going to go ahead on this record. I'm going to click that toolbar button, and again, I want you to pay attention to both the status bar and the help by statement here. 152 Crystal Rodriguez 00:56:17.200 --> 00:56:19.160 As I do that. 153 Crystal Rodriguez 00:56:20.400 --> 00:56:33.920 So now my status bar shows delete holdings at C and no Lo, no Holdings in my library and then also that update holdings button becomes accessible again. 154 Crystal Rodriguez 00:56:35.760 --> 00:56:44.720 All right, just take a moment here. See if there's any questions before I move on, Bringing a lot of stuff here today. All right. 155 Crystal Rodriguez 00:56:46.640 --> 00:57:06.480 So another step that is useful here is to export your role capabilographic records, you may want to export a record when you want to load it into your local system, exporting the record, moves it from connection to a local destination. The local destination could. 156 Crystal Rodriguez 00:57:07.360 --> 00:57:26.960 On your workstation or a network drive, it can also be a destination. Sorry, the destination could also go directly to your local system, depending on how you set up the export to do that. Look direct to local system. You may need some information from your local system provider before. 157 Crystal Rodriguez 00:57:27.480 --> 00:57:35.840 Before we export a record, we need to set up our export options to do that. We're going to go to the tools menu in connection. 158 Crystal Rodriguez 00:57:37.200 --> 00:57:57.680 And then options and export, and I'll note that right now the setting, there's noth, nothing no default, but there is also an option here to have connection prompt me for a file name. So if I wanted to leave that as my default, any time that I would export, I. 159 Crystal Rodriguez 00:57:57.680 --> 00:58:14.800 I would get a prompt to indicate which file name that can be a little cumbersome, so it's a lot easier to go ahead and set up a file, so I'm going to do that. I'm going to go ahead and click on create and I can set up an ex- file export destination here, so I'm clicking export. 160 Crystal Rodriguez 00:58:17.520 --> 00:58:20.440 And I do see a question. I'll get to that in just a moment. 161 Crystal Rodriguez 00:58:22.000 --> 00:58:42.000 I'm gonna click okay, and here I'm going to enter in a name, so I'm going to just call this export name and I've got this. I'm gonna set it to go to my desktop. I can just click on that there and then I'm gonna click open. 162 Crystal Rodriguez 00:58:43.120 --> 00:58:48.120 Can I get an ex- a notice telling me what my export destination is, and I click, okay. 163 Crystal Rodriguez 00:58:49.520 --> 00:58:51.760 And then I can apply that. 164 Crystal Rodriguez 00:58:53.360 --> 00:59:13.200 And you can create multiple export files so to do that, I would just, again, click on create and go through that same process again, click okay, this one I'm just gonna call it export name two click open notice and click. Okay, now the. 165 Crystal Rodriguez 00:59:13.360 --> 00:59:24.280 That I choose the one that's highlighted is going to be my default. So I'm gonna click on the first file that I created click apply and then click close. 166 Crystal Rodriguez 00:59:26.640 --> 00:59:28.920 And I, I. 167 Crystal Rodriguez 00:59:31.120 --> 00:59:32.840 I'm going to. 168 Crystal Rodriguez 00:59:34.960 --> 00:59:36.080 Okay. 169 Crystal Rodriguez 00:59:37.520 --> 00:59:58.000 So, as I mentioned, you also do have that option of exporting directly to your local system in many cases, so that would again be set up under the tools option export and when I click create, I would choose OCLC gateway, export choose okay, and this is where I need that information directly from my. 170 Crystal Rodriguez 00:59:58.480 --> 00:59:59.600 Provider. 171 Crystal Rodriguez 01:00:02.480 --> 01:00:07.000 I'm gonna go ahead though. I'm gonna hit cancel to refer back. 172 Crystal Rodriguez 01:00:10.160 --> 01:00:11.360 All right. 173 Crystal Rodriguez 01:00:13.360 --> 01:00:33.200 Earlier we mentioned that you can, you can export multiple fields at. I'm sorry that you can set up options to export multiple fields. So I'm gonna talk a little bit about that now within your settings there, so back. 174 Crystal Rodriguez 01:00:33.840 --> 01:00:36.360 Tools options and export. 175 Crystal Rodriguez 01:00:37.800 --> 01:00:39.960 Go back over there to that. 176 Crystal Rodriguez 01:00:42.840 --> 01:01:03.320 Still on the export tab, you'll note this field export options. So this allows you to specify tags to delete from export records for both your bibly graphic and authority records as mentioned earlier, there may be fields that you do not want in your record, such as all the call number fields that your. 177 Crystal Rodriguez 01:01:03.800 --> 01:01:23.800 Does not use or perhaps the nine, three, eight vendor fields. So rather than deleting these fields for each record, you can set up the field export options for connection client to delete these fields at the time of export and note that this deletes the entire tag regard. 178 Crystal Rodriguez 01:01:24.440 --> 01:01:31.760 Specific indicators, so in other words, this option would remove all of the six fifty fields if you chose that. 179 Crystal Rodriguez 01:01:33.440 --> 01:01:38.160 You can't just choose like a six fifty and a second indicator of seven. 180 Crystal Rodriguez 01:01:39.200 --> 01:01:59.640 So to click on to do that, we're gonna click on field export options and we're gonna type in some options that we want to remove. So we want to remove any of the O- eight o- through the O. O. Eight, eight fields and note that I'm using the hyphen as a range there, and then to add a. 181 Crystal Rodriguez 01:01:59.640 --> 01:02:16.120 Additional fields I can hit a comma and then I'm gonna add the nine three eight because I don't want those removed. I'm sorry, I want those removed, so I'm gonna go ahead here and click okay, and then we're gonna click apply enclose. 182 Crystal Rodriguez 01:02:20.120 --> 01:02:27.440 But those are options and then to export, we're going to. 183 Crystal Rodriguez 01:02:28.520 --> 01:02:44.840 We're on this record. We have a few options. We can use the action menu and then export we can use the F- five or we can use the export button on the toolbar. I'm going to go ahead and click on the export tool button. 184 Crystal Rodriguez 01:02:50.840 --> 01:02:59.120 And I don't get a notice letting me know that that exported, but I do see in the status bar that the export shows as C. 185 Crystal Rodriguez 01:03:04.920 --> 01:03:14.160 All right now I have some questions for you. I do want to know. I did get a question. I'm gonna see if I'm gonna try to answer that at the end of the session. 186 Crystal Rodriguez 01:03:16.440 --> 01:03:19.000 But I did see your question. 187 Crystal Rodriguez 01:03:22.200 --> 01:03:31.560 So I'm going back over here to my Powerpoint and as I said, I have a question for you all want to open up a poll for you so that you can answer that. 188 Crystal Rodriguez 01:03:36.920 --> 01:03:53.560 So you should be seeing the poll up for you. The question is, which is not a function of validate. Is it checks validity of tags indicators or sub- field codes checks the validity of subject headings verifies all required fi. 189 Crystal Rodriguez 01:03:55.560 --> 01:04:07.320 Verifies that non- repeatable fields occur only once and checks relationships between some elements, so go ahead and use that poll to indicate your answer there. 190 Crystal Rodriguez 01:05:03.320 --> 01:05:07.800 Just give it a few more seconds here, looks like most have answered. 191 Crystal Rodriguez 01:05:39.800 --> 01:05:55.800 So the answer is B- that it does not check the validity of subject headings, Validate does not check authority files. Therefore it cannot check for the validity of subject headings that are used in the. 192 Crystal Rodriguez 01:05:57.720 --> 01:06:13.000 Our sixth class of connection will go over authority files that will be sometime in March. So if you have questions regarding that, and would like to join us for that class love to have you. So I have another question for you. 193 Crystal Rodriguez 01:06:15.720 --> 01:06:35.480 Well, I gave you the answer, but we'll, so we'll just go ahead and go over that together. So you had two copies of a title, but have withdrawn one copy from your library since it has been declared lost. What should you do about the record in world cat and as I said, I mistically. 194 Crystal Rodriguez 01:06:35.600 --> 01:06:55.960 A little too fast there and gave you the answer already. So the answer is nothing, you would not delete the record from rural Cat. You would not delete your holdings from world Cat because the key part here is that you would still have a copy of the record. So you only wanna delete the world Cat Holdings if you do not. 195 Crystal Rodriguez 01:06:56.600 --> 01:06:58.520 Copies of that record. 196 Crystal Rodriguez 01:07:08.120 --> 01:07:25.400 So we're going to shift gears a little bit actually before I do that. I am gonna address the question that came in. Let me go back over to my connection and address that question. So the question I received was how can we get a list of all of our holdings to check against our record. 197 Crystal Rodriguez 01:07:26.680 --> 01:07:45.880 So within connection you can do a search, so you're gonna do catalogging search. We're all cat and what you're gonna search for is the L. I. index which indicates library holdings and your OCLC symbol. So I would do li. 198 Crystal Rodriguez 01:07:47.160 --> 01:07:53.720 Two, five, nine and hit. okay, here now I get too many records. 199 Crystal Rodriguez 01:07:55.480 --> 01:08:15.360 So you could use some indicators like indicating different year ranges. Another option if your library is a collection manager user would be to create a query collection and I'm gonna recommend that you reach out to our support team at supported OCLC dot org for some assistance with that. 200 Crystal Rodriguez 01:08:19.160 --> 01:08:36.440 So that would give you that option to look at those records of the other reason for using the query collection as well. Is that you actually can get an export of Mark Records, whereas within connection you can't export those results. So I would recommend that you reach out to support for that query collection. 201 Crystal Rodriguez 01:08:41.640 --> 01:08:56.920 Answered that question? I believe we're gonna go ahead now and shift gears to that replacing record. So I'm gonna go back over to my Powerpoint for you. Talk a little bit about what happens when we replace a record. So. 202 Crystal Rodriguez 01:08:56.960 --> 01:09:14.680 When you replace a record connection client saves your changes to the world cat record it adds your OCLC symbol to the Subfield. D in the O. four O- field in order to replace you do need to have a full level catalogging authorization. 203 Crystal Rodriguez 01:09:26.359 --> 01:09:29.319 And then let's see here. 204 Crystal Rodriguez 01:09:33.400 --> 01:09:39.240 So here's some information on when should you replace a world cat record? 205 Crystal Rodriguez 01:09:40.440 --> 01:10:00.920 So when you edit a roll cat record, you would want to correct correction you wanted to make that change for corrections such as fixing typing errors, incorrect coding, et cetera, enrichments such as adding subject headings, formatting content notes, et cetera to upgrade the encoding level of the record. 206 Crystal Rodriguez 01:10:02.200 --> 01:10:21.400 And you can also control headings in the record. It is important to note that changes are not just for local use, but our appropriate for the Rapat record. So you never wanna delete fields that are correct or that are used by other libraries such as subject headings, call numbers and replacing the record. 207 Crystal Rodriguez 01:10:25.880 --> 01:10:41.520 For guidelines, on when to replace your record, you would want to review chapter five of the bibiographic formats and standards and that link is visible here on my screen. It is also in your learner guide. 208 Crystal Rodriguez 01:10:42.040 --> 01:10:53.360 And real quick I did get a question about what was the product that I mentioned with the query collection that is collection Manager, and again, you can reach out to our support team, additional information on that. 209 Crystal Rodriguez 01:10:57.040 --> 01:11:00.360 All right, so going back over here. 210 Crystal Rodriguez 01:11:06.640 --> 01:11:12.880 So typically to replace your records, you're going to save or lock the record that is optional. 211 Crystal Rodriguez 01:11:14.360 --> 01:11:34.800 Locking the record is going to prevent another user from making simultaneous changes that override and prevent your changes, saving the record is going to give you the ability to come back and review that maybe you need to verify something again, both of those options are. Well there. 212 Crystal Rodriguez 01:11:34.880 --> 01:11:41.320 Optional, so the next you would want to edit the record and then replace the record. 213 Crystal Rodriguez 01:11:42.960 --> 01:12:02.000 Editing the records going to use the functions that we've already covered in the class and then the replace command saves the changes to the world cap record the, the replace command can be found under the action menu and then the replace record, we'll go ahead back over to connection and take a look at that. 214 Crystal Rodriguez 01:12:06.160 --> 01:12:14.440 I'm going to go ahead and close this record that I had been previously working with. 215 Crystal Rodriguez 01:12:16.400 --> 01:12:29.160 And I'm going to search for another, so I'm going to click cloud logging search row cat and clear out my previous search there, and here I'm going to enter in a different OCLC number. 216 Crystal Rodriguez 01:12:36.880 --> 01:12:42.360 And I can either hit, okay, or just click enter bring up that record. 217 Crystal Rodriguez 01:12:50.960 --> 01:13:09.520 So I have this record here that is for a score that right now it indicates that the place of publication is not identified, but I can tell from my item that the place of publication is actually in Vanize California. So again, I have the option that I could use the action. 218 Crystal Rodriguez 01:13:10.160 --> 01:13:30.000 And lock the record, a note about the locking of the record is that it will be released after fourteen days, so he would want to make sure you make that finish your changes by then, and once you have locked the record, if you to release it again, you would just go to the action menu and the Relea. 219 Crystal Rodriguez 01:13:30.200 --> 01:13:40.040 Record lock would be available. Do you see a question here? Do you have to enter the number simple to search for an OCLC number? 220 Crystal Rodriguez 01:13:41.520 --> 01:13:56.960 Yes, or you can use the N. O. index, so I can show that if I go to Worldcat, I can either use the number symbol or I can do N. o- colon and that's gonna bring up the record for me. 221 Crystal Rodriguez 01:13:58.160 --> 01:14:16.280 Let's try without pretty confident that you do need that, but let's just confirm. Yeah, so if I don't put it, what's happening is then connection is searching as a keyword. it's gonna search that number. So you definitely want to make sure that you have either the number symbol or the index. 222 Crystal Rodriguez 01:14:21.200 --> 01:14:22.480 Good question. 223 Crystal Rodriguez 01:14:24.400 --> 01:14:44.240 All right, so I'm going to go ahead and I'm gonna save this record, and this is a good point for me to let you know that our next class is actually on save records or on the save files. So we'll discuss a little bit more on that, but we're getting a little bit of a sneak peak here so I'm going to save this record. 224 Crystal Rodriguez 01:14:44.320 --> 01:14:50.520 To the online file. I get a notice telling me that it's saved as record number forty- one. 225 Crystal Rodriguez 01:14:52.560 --> 01:15:12.320 So I'm going to go over and find that I'm gonna go to search. I'm going to the online safe file and I'm just putting in record number forty- one in the safe file number index here you can see some drop down changes there, and I'm going to click, OK. and again, that brings up the record that I just saved. 226 Crystal Rodriguez 01:15:14.320 --> 01:15:26.320 So this is where I would be able to add in the publication location. So I'm gonna remove what I have here and go ahead and put in vanize California. 227 Crystal Rodriguez 01:15:30.960 --> 01:15:48.880 And now if I were ready to replace this record, then I would go ahead and I could use the action menu and click replace record. I am not gonna do that because we don't want to make this change permanent, but just for demonstration purposes, you can see that and note. 228 Crystal Rodriguez 01:15:49.040 --> 01:15:53.920 Since I did say this in the safe file, I am seeing that it expires here within fourteen days. 229 Crystal Rodriguez 01:15:59.760 --> 01:16:14.680 Okay, so to simplify your workflow holdings can be added to a record at the same time that a record is replaced by clicking the action menu and then this time choosing replace and update holdings. 230 Crystal Rodriguez 01:16:20.880 --> 01:16:23.880 I do see a question. I'll, I'll get to that in a moment. 231 Crystal Rodriguez 01:16:28.560 --> 01:16:36.880 Okay, and again, as I mentioned earlier, if you choose, if you have locked the record, then you would be able to release the record here as well. 232 Crystal Rodriguez 01:16:39.840 --> 01:16:53.760 Because I can't make this change. I want to remove this record from my save file so I'm going to choose action and then delete record. I know that's a little bit of a misnomer, but it's just going to remove it from my save file. 233 Crystal Rodriguez 01:16:56.720 --> 01:17:15.920 So I'm gonna say, okay there, then I'm gonna address the question that I received. The question is, can you replace a record from a local save file? I believe the answer is, yes, I'm going to try that. So let's go ahead and search that record again, and again, we'll talk more about save files in our next. 234 Crystal Rodriguez 01:17:16.400 --> 01:17:32.320 I know we're getting a little bit of a preemptive look here, but I'm going to choose to save to the local file this time and see do I see? Yes, I do see my replace options. So the answer to your question is, yes, you can do that from a local safe file. 235 Crystal Rodriguez 01:17:35.120 --> 01:17:50.680 And yes, I did. So I did save to the online safe file and that is different from the local safe file. Again, we'll talk more about that in the next class, but essentially the quick explanation is that the online say file is. 236 Crystal Rodriguez 01:17:51.800 --> 01:18:07.760 Saved on OCLC servers and it is visible to anyone at your library and you can use it within connection and record manager if your library uses both your local safe file is saved locally to your computer. 237 Crystal Rodriguez 01:18:13.560 --> 01:18:16.200 Mail back over to my Powerpoint here. 238 Crystal Rodriguez 01:18:22.480 --> 01:18:42.960 So there are times when you may not be able to make these changes yourself, or maybe you're unsure of what changes need to be made. So there's several ways that you can report errors to our quality control team. So one would be within connection client while you're online, you can click the. 239 Crystal Rodriguez 01:18:43.960 --> 01:19:03.440 And choose the report error. There is also the option under the help menu to, and you would choose the useful web links and choose record change request. I will demonstrate those here in a moment. You also can email our quality control team at BIP change at OCL. 240 Crystal Rodriguez 01:19:03.680 --> 01:19:07.680 Dot org and I'm gonna put their email in the chat for you. 241 Crystal Rodriguez 01:19:09.840 --> 01:19:29.680 And then as indicated here, there's also a web form and you may be asked to provide proof to your changes. So again, you'll want to refer to the bibly graphic formats and standard section five point five you go back over into connection and just show you those options. So. 242 Crystal Rodriguez 01:19:29.800 --> 01:19:50.160 Within connection client, I can click on action and there is a report error button. I'm not, it's not highlighted right now because I don't have a record open, but if I did, it would be highlighted and I could click on that and then under help and then useful web links, there is the record change request. 243 Crystal Rodriguez 01:19:50.200 --> 01:20:00.240 I do want to point out if I didn't do this at the beginning, but I am using connection three point one if you're using connection two point six three, you may see some different functionality. 244 Crystal Rodriguez 01:20:02.960 --> 01:20:04.920 But just a note on that. 245 Crystal Rodriguez 01:20:06.160 --> 01:20:07.280 Okay. 246 Crystal Rodriguez 01:20:08.760 --> 01:20:10.440 Pop back over here. 247 Crystal Rodriguez 01:20:14.480 --> 01:20:25.640 I don't see any additional questions yet on replacing records, but feel free to pop those in and send those to in the chat to everyone. 248 Crystal Rodriguez 01:20:27.280 --> 01:20:32.520 In the meantime, I'm gonna go ahead and move on to discussing creating a new world cat record. 249 Crystal Rodriguez 01:20:35.600 --> 01:20:53.760 So, OCLC and member libraries worldwide collectively create enhance and share quality records found in world cat for most resources, you should be able to find a record in Rollcut so that you can copy catalog instead of doing original catalogging. 250 Crystal Rodriguez 01:20:54.800 --> 01:21:09.880 First, you would do a thorough search in real CAT to avoid adding a duplicate if possible, and then if you find a record for a similar item, you may choose to derive a new record rather than starting from a Workform. 251 Crystal Rodriguez 01:21:19.340 --> 01:21:38.540 There are guidelines for when to enter a new world cat record to determine whether to input a new world cat record, you want to refer to chapter four of the bibly graphic formats and standards, and then if you do not find a matching record in role, cat, you can create a new record, according to. 252 Crystal Rodriguez 01:21:38.660 --> 01:21:48.500 Current catalogging practices and for additional information on that, you can refer to bilographic formats and standards chapter two. 253 Crystal Rodriguez 01:21:50.700 --> 01:22:10.540 And just to note this class does not discuss the policies or guidelines for when to input a new Worldcat record. Nor, do we discuss the, how to catalog or kind of like any practices? So we're just really focusing on the methods for creating a new record. So if you do have questions, you want to refer to these link. 254 Crystal Rodriguez 01:22:11.180 --> 01:22:17.940 Or reach out to our quality control team or ask QC team. 255 Crystal Rodriguez 01:22:21.420 --> 01:22:32.900 And I'm gonna put their email also in the chat because I noted that that's not here for you and their great resource if you have specific questions on catalogging practices. 256 Crystal Rodriguez 01:22:45.100 --> 01:22:58.260 If you determine that, you do need a new record, you can, there's two primary ways. You can do that. You can create a new record from a blank work form or you can derive a new record from existing world CAT record. 257 Crystal Rodriguez 01:23:01.740 --> 01:23:19.060 It is important to remember that when using either of these methods, the record is not added to world cat until you take the update action that meaning you update your holdings. This action adds the record to Rollcut and assigns an OCLC number. 258 Crystal Rodriguez 01:23:20.500 --> 01:23:22.740 I'm gonna go back over into connection. 259 Crystal Rodriguez 01:23:26.700 --> 01:23:44.620 My demonstrate creating a record from a blank work form, so I'm going to click on catalogging and then this time I'm going to click create, I'm choosing single record and my item is a book, but you will see that there are other item options here for me. 260 Crystal Rodriguez 01:23:44.620 --> 01:23:50.180 I'm gonna go ahead and choose the book. That's gonna open up the book work form for me. 261 Crystal Rodriguez 01:23:52.340 --> 01:24:06.980 A couple of things to note here, if we're looking at the fixed fields, you'll see that there are some full characters, in some cases, it's for all three Sam. you'll just see the one fil character. 262 Crystal Rodriguez 01:24:10.220 --> 01:24:19.420 So you want to make sure that your changing in inputting those three characters there. So this just kind of a template for you. 263 Crystal Rodriguez 01:24:20.460 --> 01:24:38.300 Also, if we look in the variable fields, we can see that some of these also have field characters. So if we look in the five XX field here, essentially we've got the five, but then the blanks there to indicate that we do need to fill in those options. 264 Crystal Rodriguez 01:24:40.940 --> 01:24:52.820 And then you'll note the O- four O- field as I had mentioned earlier in the session, the Subfield A and Subfield C are going to have your OCLC symbol there. 265 Crystal Rodriguez 01:24:54.380 --> 01:25:15.500 And then note that also right now are OCLC number just states new. So we would not get an OCLC number assigned until we actually update our holdings now again, it, because this is just a demonstration, I can't really create a new record for you. I just want you to see this work form and where you would enter things. 266 Crystal Rodriguez 01:25:15.500 --> 01:25:30.380 And also you can use those same editing tools that we previously used. So I can hit enter to add an extra field, so all those shortcut keys I can move those fields up and down, et cetera, just like we've been doing. 267 Crystal Rodriguez 01:25:31.500 --> 01:25:51.980 And so when I'm all done, then I would go to action and I would choose re, I would choose holdings and update holdings and that would add my holdings and it would create the record and add that OCLC number. I'm gonna go ahead and close out of this work form. 268 Crystal Rodriguez 01:25:56.460 --> 01:26:00.540 Do not want to save this, so I'm just gonna go ahead and say close. 269 Crystal Rodriguez 01:26:04.140 --> 01:26:23.340 All right, so the other option is to derive a new record from an existing record. This is useful when you've searched Brocat and cannot find a record for the item that you have, but you have found a record that's similar maybe it's for the same item, but in a different format or perhaps it's a different. 270 Crystal Rodriguez 01:26:24.700 --> 01:26:42.820 So these fields will be copied over from the record into the workform for a new record. You will still have to do some editing, but it could save you some time, for example, if you have a different format, the title author and other access points will likely be the same. 271 Crystal Rodriguez 01:26:44.460 --> 01:27:04.300 There is a one time setup that is optional for you to set, which fields you want moved over when you're deriving a record when I demonstrate that. Now we go to tools and then options and we're gonna click on derive record this time and you'll see. 272 Crystal Rodriguez 01:27:04.380 --> 01:27:19.780 Default settings here that for billygraphic records, the one XX through the eight XX are set to be pulled over. I want to go ahead and add some additional items here. 273 Crystal Rodriguez 01:27:22.860 --> 01:27:41.420 So I want to have my O- two X fields moved over, which is gonna be my Ispn's, my Issn's, etc. I wanna have the O- five X, which is going to be your library of Congress call numbers. I want, Oh, eight XS, which is my duty call numbers. 274 Crystal Rodriguez 01:27:41.420 --> 01:27:53.780 And then I also want any O- nine X, is there any additional call numbers that might need to be moved over. I'm gonna keep all the others and then here I'm gonna click apply and close. 275 Crystal Rodriguez 01:27:58.060 --> 01:28:09.820 All right, and we're gonna go ahead and derive a record, so let's go to catalogging search world plan and I'm going to search for it and OCLC number. 276 Crystal Rodriguez 01:28:15.980 --> 01:28:18.220 Go ahead and hit enter here. 277 Crystal Rodriguez 01:28:23.020 --> 01:28:39.660 So let's pretend that we're creating a record for a video version of this seminar. So we're gonna click edit and then we're gonna click derive and new world cat record. Now I get asked, do I want to trans. 278 Crystal Rodriguez 01:28:40.020 --> 01:29:00.140 The fixed field values to a new record. I'm gonna say, yes, that's gonna transfer all these fixed fields up at the top that are about that are valid for this item. So I'm going to click yes, and there, you'll see that most of my items were remo or were transferred over. I do see a question. I'll get to that here in. 279 Crystal Rodriguez 01:29:03.980 --> 01:29:20.620 So in this derive record, I want to point out a few things. So note again, that my OCLC number is new. My O- two X field was transferred over as well as my one eight one XX through eight XX and then also my fixed field V. 280 Crystal Rodriguez 01:29:21.060 --> 01:29:26.340 Were transferred over now it's important to note that these may need to be edited. 281 Crystal Rodriguez 01:29:28.300 --> 01:29:35.980 So from the format menu at the top of the fixed field, I'm gonna change this from a sound recording to a visual materials. 282 Crystal Rodriguez 01:29:39.180 --> 01:29:52.260 Before I do that, I want to point out right now that the type here shows as I, which equals sound recording, but when I change this to visual materials, my type and my fixed field automatically changes to a G. 283 Crystal Rodriguez 01:29:53.900 --> 01:30:13.740 And then of course, other parts of the records still need to be edited manually, such as the physical description that, that being the three hundred, some notes in the five hundred et cetera. So, again, I can't actually save this record, but if I wanted to, if, if this was real life, I would click action holdings and do update holdings. 284 Crystal Rodriguez 01:30:13.820 --> 01:30:34.220 But I'm gonna go ahead and close this in a moment, but I want to address the question first when creating a new record. Do you use update holdings or produce and update holdings? That is a very good question, and it's one that gets asked frequently. So you're gonna just use update holdings in reality, you could do produce an update holdings. It's, it's not gonna do anything. 285 Crystal Rodriguez 01:30:34.220 --> 01:30:54.700 Additional that is a legacy setting from back when we used to actually produce card catalogs, produce cards for card catalogs, so it's still, I believe the function still works, but all it's gonna do is update your holdings, so we would recommend just using your update Holdings option, but. 286 Crystal Rodriguez 01:30:54.700 --> 01:31:13.260 I appreciate that question. All right, just checking to see if there's any other questions before I move on. I don't see any, but again, as always go ahead and add those as they come up, so since this isn't real life, I'm gonna go ahead and just X out of this. I don't want to save it. so I'm going to click close. All right. 287 Crystal Rodriguez 01:31:15.820 --> 01:31:36.220 A little bit of time I do have an additional option that I can show when time allows. So I'm gonna go ahead and show that since I don't see any questions, but should it only take a couple of minutes if you do have some questions come up, please add those. So there is one additional method to create new records that is often useful. 288 Crystal Rodriguez 01:31:36.300 --> 01:31:56.620 You can import records from your IOS or an external source. This is useful if you've already created records in your ILS and you want to add them to Worldcad, it is important that you would search world Cat first to be sure that there are no existing records and then you would need to export the records from your Ios. 289 Crystal Rodriguez 01:31:56.740 --> 01:32:17.180 In March, twenty- one communication format a connection client you import the file of records save them to either your local or online save file where they become workforms with same characters as if you had manually typed them directly in Roll cap. I'm just gonna do a quick demo. So for that. 290 Crystal Rodriguez 01:32:17.620 --> 01:32:37.660 Connection client, I'm gonna close out of this, but I would go ahead and I would click on the file menu and import records, and I'm gonna get a box here with a file to import. So if I have a file of records, it has to be marked twenty- one communication I could go ahead CLI. 291 Crystal Rodriguez 01:32:37.860 --> 01:32:48.860 Browse find that file on my computer. I can decide if I want to import two online or say file or local, and again, we'll talk more about those and a future costs. 292 Crystal Rodriguez 01:32:51.100 --> 01:33:09.340 And then I click on options and I decide if I want to apply any constant data and I know I'm giving you a really big preview here, cause that's actually gonna be, and I believe our fifth class that we talk about constant data, you can also assign a. 293 Crystal Rodriguez 01:33:10.580 --> 01:33:30.780 A status here, so I can make I could add my initials so that any record that I import is going to have that status on it, and then the last thing here is our record characteristics. So this is where we would decide, we would indicate our Billy Graphic record. 294 Crystal Rodriguez 01:33:32.700 --> 01:33:51.260 If we're running Mark eight or Unicode. So this is really important. So you must select the correct character set or the records may not import correctly. Now there is additional information on our help site regarding this, you can find our help site information in your learner guide. I know that that demo. 295 Crystal Rodriguez 01:33:51.460 --> 01:33:57.100 There was really quick, but since we had a little time, I just wanted to show you that, that is an option. 296 Crystal Rodriguez 01:33:58.940 --> 01:34:16.340 So I'm gonna go back over here to my Powerpoint still not seeing any questions, but we do have a little time, so I'm gonna pause for a few minutes. See if anything else comes in if there's anything else that with the next few minutes, if you need me to review, I can do that. 297 Crystal Rodriguez 01:34:19.420 --> 01:34:27.900 If we don't have any questions, we may just end early. I'll give you all a little bit of time back so I'll just wait a few moments to see what we got here. 298 Crystal Rodriguez 01:34:34.780 --> 01:34:55.260 While you're thinking about that, I do have up here on screen that shows information on our help site. So you can go directly to our help site at HTTPS. Colin slash slash help dot OCLC dot org and you can see here, also the link for contacting OCLC support. 299 Crystal Rodriguez 01:34:56.180 --> 01:35:15.740 When you go to that help site, it's right at the top corner there and it will open up information on how to submit a ticket or to email directly to our support team. So if you have any questions as you're working regarding connection, you can certainly reach out to them as I mentioned ear. 300 Crystal Rodriguez 01:35:16.380 --> 01:35:32.100 Our SQC at OCLC dot org team, their, a great resource for questions on catalogging procedures and any errors can be reached with the information that we shared earlier or you can email big change at OCLC dot org directly. 301 Crystal Rodriguez 01:35:37.500 --> 01:35:52.900 I'm not seeing any questions, but speak slowly in case I need you come in. So I think I may, I see a comment. Let me see if that's a question or not. No, it's like, okay, all right, thank you. Yeah. 302 Crystal Rodriguez 01:35:56.060 --> 01:36:14.620 I do see a question that was sent directly to me, Just double checking a library has to update its holdings in order to add a record to rural cat correct. Yes, that is correct. So a new record, so until you add that holdings that new record is not going to be added to world. 303 Crystal Rodriguez 01:36:21.020 --> 01:36:40.220 Can not see any questions. so before I let you all go just to quick reminder here at the end of the session you will be taken to a link for a survey. We always appreciate your feedback. Here's information on this session, specifically that you may be asked if you have any questions on the training itself, you can reach us. 304 Crystal Rodriguez 01:36:40.300 --> 01:37:00.700 Training at OCLC dot org. and just a quick note for anyone that may be watching this later on is a recording in you, if you would like to leave feedback the link for that will be available on the registration page where you found the recorded session. So I don't see any other questions coming in. 305 Crystal Rodriguez 01:37:00.700 --> 01:37:12.180 And we have just a little over ten minutes, so I'm going to go ahead and stop the recording and I don't, I'm not seeing anything else. 306 Crystal Rodriguez 01:37:13.500 --> 01:37:31.460 So with that, I'm gonna extend a great, thank you and I hope to see you all in our fourth connection class that's coming up in January. I believe that's the twenty- fourth check our sign, our registration page for confirmation on that. 307 Crystal Rodriguez 01:37:34.180 --> 01:37:46.740 Okay, somebody asked where could you find the recording? Yeah, let me grab that for you, actually, since we have a little bit of time, I can actually go on to our help site and grab that's see here. 308 Crystal Rodriguez 01:37:48.700 --> 01:37:53.500 We go over bear with me while I get over to my. 309 Crystal Rodriguez 01:37:54.740 --> 01:38:13.500 This here, so you can get it by going directly by going to our help dot OCLC dot org, but I'm gonna show you here also, let's see, I can put the direct link in, It's on this connection client live in recorded classes. 310 Crystal Rodriguez 01:38:16.220 --> 01:38:26.820 So I'm gonna put that link in the chat for you since that was asked directly, but you can also just go to our help site and search connection training, and that would. 311 Crystal Rodriguez 01:38:30.940 --> 01:38:37.660 Thank you again. I'm gonna go ahead and end the session and I hope you all have a good rest of your week.