WEBVTT 1 "Crystal Rodriguez" (3902395136) 00:00:06.900 --> 00:00:25.620 Okay, so welcome today's session Connexion client three record editing and processing. My name is Crystal Rodriguez and I am a Product Trainer with OCLC's Member Education team. 2 "Crystal Rodriguez" (3902395136) 00:00:25.620 --> 00:00:45.620 So whether you perform copy or original cataloging, this class covers the basics of record editing and processing the using Connexion client. After this class, you should be able to edit, add, and delete fields, use MARC field help while you're editing the record. Update and delete WorldCat holdings as well. 3 "Crystal Rodriguez" (3902395136) 00:00:45.620 --> 00:00:47.790 Well as exporting records. 4 "Crystal Rodriguez" (3902395136) 00:00:47.790 --> 00:01:06.750 You'll also see how to replace WorldCat records and how to create new records both from scratch and through deriving records. In our previous class, we searched WorldCat and found a matching record for our item "reader come home". 5 "Crystal Rodriguez" (3902395136) 00:01:06.750 --> 00:01:26.750 Using Connexion client, we can edit the record according to our libraries, policies, and procedures before exporting the record to use it in our local system. So I'm going to go ahead and open up my Connexion. Just be a moment cause that's gonna open on another screen for me and I'll drag it over for you to see. Here we go. 6 "Crystal Rodriguez" (3902395136) 00:01:26.750 --> 00:01:45.600 All right. Now I will point out that I am using Connexion 3.1. If you're using 2.63, you may see some differences. Also, I have updated a few of my toolbar options, so some things may look a little larger or be in a different spot than yours. And we do go over toolbars in our. 7 "Crystal Rodriguez" (3902395136) 00:01:45.600 --> 00:02:05.370 I believe that's our 5th class, our customization. Yeah, it's 5th class. Okay, so I'm going to 1st line sign into my Connexion. I have already saved my authorization, which we look at in our 1st class on how to do that, so I'm gonna go ahead and just click ok and close here. 8 "Crystal Rodriguez" (3902395136) 00:02:05.370 --> 00:02:24.510 And then I can search either using the cataloging menu or using toolbars or the quick search key in the toolbar area here. So I'm actually gonna use that. I'm going to search by an OCLC number to bring up my record. 9 "Crystal Rodriguez" (3902395136) 00:02:27.720 --> 00:02:47.720 And just hitting enter there. So before we do some editing I just want to kind of walk through what we're looking at on our screen here in some of the steps that you can use on editing. So I'll start by clicking within my 245 field and when I do that, you'll see that the. 10 "Crystal Rodriguez" (3902395136) 00:02:47.720 --> 00:03:03.150 Entire field now has this blue box around it, this blue outline that's indicating that that's the field that I'm currently working with. I also can move fields up and down using the up and down arrow. So if I use that. 11 "Crystal Rodriguez" (3902395136) 00:03:03.150 --> 00:03:23.150 Down here I can move down through the record to go to a different field. Sorry, I said that wrong. This is for me to move around the record. I'll show later how you can actually move an entire field. And then if I use the F6 key, I can move between various areas of those. 12 "Crystal Rodriguez" (3902395136) 00:03:23.150 --> 00:03:39.810 Record, so right now I'm in the variable fields. If I use F6, I'm now into the fixed fields area or the status bar up there at the top, and then I'm in the fixed field, and then I'm back into the variables. So that's just helping you move around those different areas. 13 "Crystal Rodriguez" (3902395136) 00:03:39.810 --> 00:03:56.580 And here I'm currently in the tag field of the 264. If I want to move around that variable field, I can just click tab and I moved through the different indicators into the different fields. And then if I use. 14 "Crystal Rodriguez" (3902395136) 00:03:56.580 --> 00:04:16.500 Control S, that's going to let me move to the next subfield. So you'll see I'm now in subfield A, which we don't see and I'll talk about that later. We don't see that subfield A marker. But now I'm in subfield B, I'm in subfield C and now I just moved into the next subfield. So that's control S. 15 "Crystal Rodriguez" (3902395136) 00:04:16.500 --> 00:04:36.500 So the key difference there is that the tab is going to stop in those indicator fields, but the control S is just gonna jump to that next tab in in the next subfield tag in the field. And then if you're on the last subfield, you can actually use control S instead of. 16 "Crystal Rodriguez" (3902395136) 00:04:36.500 --> 00:04:46.439 Yes, like control S to skip to the next tag of that next field. So here I'll just view control S again and just going to that next tag. 17 "Crystal Rodriguez" (3902395136) 00:04:46.439 --> 00:05:05.519 And then what I was about to say is that shift control S will take you backward, so you can jump back the backward through those tags. There we go. Now when you're looking in Connexion, there may be different fields from your local system. 18 "Crystal Rodriguez" (3902395136) 00:05:05.519 --> 00:05:25.499 Or from bibliographic systems that you've used in the past. So I want to review what those would be. So the 1st thing we see at the very towards the top of our screen is our OCLC number. This is a unique number that's system assigned for each record. It displays above the fixed field area in Connexion client within the. 19 "Crystal Rodriguez" (3902395136) 00:05:25.499 --> 00:05:45.499 Your local system, you're most likely gonna see that either in an 010 or an 035 field, but the way that we display it in Connexion is up at the top under this OCLC area here. Below that holdings bar there we see the fixed fields. So Connexion client display displays. 20 "Crystal Rodriguez" (3902395136) 00:05:45.499 --> 00:05:54.719 Some data that is technically part of the MARC record leader along with the fixed field 008 information in a labeled display. 21 "Crystal Rodriguez" (3902395136) 00:05:54.719 --> 00:06:12.149 This is to make editing and reading the record easier. You do have the option, if you go to the view menu and go to OCLC fixed field, you can change both the location of those fixed fields or if you would prefer to see those as a variable field. 22 "Crystal Rodriguez" (3902395136) 00:06:12.149 --> 00:06:32.149 You can make that option as well and it would put that into a leader field or an 008. Let me quickly do that so you'll see what it does. So I click on that and we now see that those fixed fields broken out went away and we have the leader field and the 008. I'm going to go ahead and switch that back cause I personally prefer. 23 "Crystal Rodriguez" (3902395136) 00:06:32.149 --> 00:06:37.199 To have it at the top broken into the fixed fields and later you might see why I prefer that. 24 "Crystal Rodriguez" (3902395136) 00:06:37.199 --> 00:06:54.809 Alright, and then looking at the variable fields, I mentioned earlier that we don't typically see a subfield A, it is there, it's kind of, it's just not displayed on the record in WorldCat, but it does display when you export the record. 25 "Crystal Rodriguez" (3902395136) 00:06:54.809 --> 00:07:12.089 And it's typically subfield A is gonna be that 1st subfield that you're gonna see in 99 % of the time. The only time you might see a difference is like some examples of like an 020 might have a different subfield towards the end. 26 "Crystal Rodriguez" (3902395136) 00:07:12.089 --> 00:07:28.349 That's the only time I can think of anyway. Also if we look Connexion displays a space before and after the delimiter or subfield code combinations. So we see if we look at the 300, we see a space, subfield indicator. 27 "Crystal Rodriguez" (3902395136) 00:07:28.349 --> 00:07:45.929 And then the B for this up, you'll be and then a space after that. These spaces are not present in the export record, they're really just for display and to make that record easier to read. We also see the O4O field. Let me scroll up, that's towards the top here. 28 "Crystal Rodriguez" (3902395136) 00:07:45.929 --> 00:08:05.929 Connection knows from your log on which library you are, so it automatically supplies your OCLC symbol in the O4O sub field A and subfield C for new records and in the O4O subfield D when you replace an existing record. So this is a helps you indicate libraries that have a. 29 "Crystal Rodriguez" (3902395136) 00:08:05.929 --> 00:08:11.789 Edited this record or replaced this record. You can see at the beginning who added it, et cetera. 30 "Crystal Rodriguez" (3902395136) 00:08:11.789 --> 00:08:31.789 This can be very helpful when you're doing matching or even sometimes libraries use it for collection evaluation as well. Alright, the next thing I want to point out is that you're going to see a blank call number field. So connection knows again from your log on whether you are profiled for library of congress, do we, or another classification scheme. 31 "Crystal Rodriguez" (3902395136) 00:08:31.789 --> 00:08:50.489 So it will display the appropriate blank call number field for local editing such as here we see an 090 because my library is profiled as in library of congress. If I were Dewey, I would see 092. If I were a Library of Medicine, I would see 096 and so on. 32 "Crystal Rodriguez" (3902395136) 00:08:50.489 --> 00:09:10.489 And this is just gonna help you to be able to copy that existing data into a local field for that based on your profile. And that, as I said, that's gonna be in addition to any call number that's already there. You're not required to use. 33 "Crystal Rodriguez" (3902395136) 00:09:10.489 --> 00:09:16.709 That blank call number field, it's really just there to help you if you do prefer to use those local call number fields. 34 "Crystal Rodriguez" (3902395136) 00:09:16.709 --> 00:09:35.699 And then the other field that you're gonna see in connection that you likely wouldn't see in other systems is going to be the O49 field, and that is going to be the last of the OXX fields. It is your default holding library code, which is. 35 "Crystal Rodriguez" (3902395136) 00:09:35.699 --> 00:09:51.839 A 4 or five characters typically, I'm sorry, I misspoke. It's typically your three character OCLC symbol with an A at the end or the word main. And this is just helping to indicate. 36 "Crystal Rodriguez" (3902395136) 00:09:51.839 --> 00:10:08.549 You're holding, you know, your, your libraries holdings. Oftentimes if libraries use have different branches, they may request different holding library codes. But typically you're gonna see either that main or the symbol with the A at the end. 37 "Crystal Rodriguez" (3902395136) 00:10:08.549 --> 00:10:28.549 Okay, when you're editing, you're going to be able to use standard Windows functions so you can use control C to copy, control V to paste, et cetera. You also can use the edit menu option, so if I go to the edit menu at the top, I see cut copy paste, and then I see the options that are available to me. 38 "Crystal Rodriguez" (3902395136) 00:10:28.549 --> 00:10:30.989 Here. 39 "Crystal Rodriguez" (3902395136) 00:10:30.989 --> 00:10:50.989 And then if you place your cursor within a specific field and do a right click, you see some editing options there as well. This is an opportunity I meant to put this in at the beginning, but I did forget to provide you the link for the learner guide for this class. 40 "Crystal Rodriguez" (3902395136) 00:10:50.989 --> 00:11:10.989 Mallory, my coworker just added that. Thank you Mallory. I have it up on the screen, but I'm going to actually jump back over to Connexion. So that learner guide is meant as an accompanyment to this class, and the reason I want to mention that right now is there are some charts there that show you some keystroke shortcuts, many of which we will be seeing throughout the session. 41 "Crystal Rodriguez" (3902395136) 00:11:10.989 --> 00:11:16.529 So it's a nice little tool for you to, have, and we do update that as necessary. 42 "Crystal Rodriguez" (3902395136) 00:11:16.529 --> 00:11:36.529 And it's, it's a website so you can go back to it at any time. Okay, so we'll see some of those default keystrokes as we go through. I do want to point out though that if you want to undo something or cancel changes, that's gonna look a little bit different and I'll show that in a moment, as we move on. 43 "Crystal Rodriguez" (3902395136) 00:11:36.529 --> 00:11:54.659 But once you have either validated reformatted or replaced this record, you're not gonna be able to do those undoes. So keep that in mind and we'll look at what the undo looks like as we proceed. So with that in mind, I'm gonna go ahead and make a few changes onto this record. 44 "Crystal Rodriguez" (3902395136) 00:11:54.659 --> 00:12:14.659 So I want to remove the illustrator from the 0245. So I'm gonna do that and then I'm going to remove the imprint note from the 264. And then lastly, in 2nd 264, I'm going to go ahead and add. 45 "Crystal Rodriguez" (3902395136) 00:12:14.659 --> 00:12:29.159 In New York, New York. Now I'm gonna just go ahead and copy that text, so just like you would copy anything else and I can use control C just to highlight that and use control C And then I put my cursor at the beginning of the next field and just use control V. 46 "Crystal Rodriguez" (3902395136) 00:12:29.159 --> 00:12:49.159 And it pasted it right in there just like with other functionality. And you may notice if you look at the three fields that I just edited, there's this little black carrot over to the side that is indicating that those fields changed. So that's how you can tell, oh, these are items I changed. So let's assume that you no longer want to make these changes. If it's just. 47 "Crystal Rodriguez" (3902395136) 00:12:49.159 --> 00:13:00.719 It's one field, so let's say I don't want to change that 245 anymore, I can click into the field, make sure that that blue outline is there, and I can right click and choose undo. 48 "Crystal Rodriguez" (3902395136) 00:13:00.719 --> 00:13:17.459 I also can go to edit, cut copy paste, and choose undo, use control Z or I may even have an option up on my toolbar. And you can see those icons on the side of what that would look like. So I'm just gonna since I'm here I'm just gonna go ahead and do that undo there. 49 "Crystal Rodriguez" (3902395136) 00:13:17.459 --> 00:13:37.459 And I think Connexion taking a minute to think about it. Oh, weird. Yeah, ok. Let me undo it here. Okay, I'm, I apologize. Connexion is acting really weird for me right now, so let me give it a minute. I think maybe I. 50 "Crystal Rodriguez" (3902395136) 00:13:37.459 --> 00:13:43.199 I'm clicking through too many times. This typically doesn't happen within Connexion, one of the reasons I like it. 51 "Crystal Rodriguez" (3902395136) 00:13:43.199 --> 00:13:58.619 Let me just move on And I can always redo that. Let me just show you the cancel all changes. So that's the difference. If you weren't that functionality the undo is just gonna undo this one field. If I want to cancel all changes. 52 "Crystal Rodriguez" (3902395136) 00:13:58.619 --> 00:14:15.449 I have those same options of using the edit, cut copy paste, and I see cancel changes. I can use control shift C or that arrow on the toolbar. So with this one, I don't have the option of a right click. 53 "Crystal Rodriguez" (3902395136) 00:14:15.449 --> 00:14:35.449 Cancel changes. So I'm just gonna go ahead and go edit, cut copy paste, save cancel changes. And now we see that it did work. I don't know for sure why that 1st one didn't It kind of glitched on me. But we see now the carrots went away, our edits went away. Just because it didn't work, I want to go ahead and try that again. So I now have. 54 "Crystal Rodriguez" (3902395136) 00:14:35.449 --> 00:14:53.129 I made this change here and I'm gonna go ahead and try to do the edit, cut copy paste. I'm not sure. Yeah, it's not letting me do it right now. Maybe it's because I only made one change. Let's try that. 55 "Crystal Rodriguez" (3902395136) 00:14:53.129 --> 00:15:08.609 Alright, sorry I'm just trying to figure out why that's not working. Alright, I'm gonna have to make a note of that. That should have worked. Let me just try the control option. 56 "Crystal Rodriguez" (3902395136) 00:15:08.609 --> 00:15:28.609 Let's see what is that? Yeah, i'll try the control Z Yeah, that's not working right now either. I'm gonna make note of this and if this persists, I will for sure pass it on to our support team and if you happen to see that, please let them know at. 57 "Crystal Rodriguez" (3902395136) 00:15:28.609 --> 00:15:32.219 Support@OCLC.org if you're seeing that as an issue. 58 "Crystal Rodriguez" (3902395136) 00:15:32.219 --> 00:15:51.899 Alright, but I'm gonna go ahead. I can do the control Z to do all of them, it looks like. Alright, canceled changes. There we go. Yeah, so I'll definitely make a note that that didn't work. That undo should have worked. It may just be a bug right now. 59 "Crystal Rodriguez" (3902395136) 00:15:54.179 --> 00:16:12.479 Okay, so when you're wanting to delete copy, insert or move fields, so again, you do have those options under the edit menu. If you go to edit, cut copy paste, you'll see options to copy a field, delete a field. 60 "Crystal Rodriguez" (3902395136) 00:16:12.479 --> 00:16:29.249 And then we'll paste in there as well. You're going to want to place your cursor in the desired field that you want to copy and then use the options to copy that. So let's go ahead and copy out. 61 "Crystal Rodriguez" (3902395136) 00:16:29.249 --> 00:16:45.869 Our 264 field, e.g., our 1st one. So I want to make sure that my cursor is in the field itself, not in the tag. So I can use right click and I choose copy field or I could have used the edit menu to add. 62 "Crystal Rodriguez" (3902395136) 00:16:45.869 --> 00:17:00.989 A field underneath of that. I'm just gonna hit enter, and now I can place my cursor in that tag. Actually, for pasting I want to make sure my cursor is in the tag field here at the front, and then I just say paste. 63 "Crystal Rodriguez" (3902395136) 00:17:00.989 --> 00:17:19.499 And it pastes the entire field. Again, I can use that edit or the other options that are available to me. To delete this field or any field, I would use, I, again, I have those buttons, but I can use the keystroke of alt delete, and that just removes the field. 64 "Crystal Rodriguez" (3902395136) 00:17:19.499 --> 00:17:35.699 To copy a field using keystrokes I can use alt insert, and that's going to copy, the, then that's using the insert, the alt and the insert button. As I showed earlier, to enter a field underneath, it's just using the enter field. 65 "Crystal Rodriguez" (3902395136) 00:17:35.699 --> 00:17:55.699 Or the enter key. If I want to place the field above the previous, the field I'm on, then it's going to be shift enter, and that's going to put a field above there. If I need to move these down, the entire field. So earlier I showed how, if I just use the arrow, I'm moving my editing box here. 66 "Crystal Rodriguez" (3902395136) 00:17:55.699 --> 00:18:00.089 But if I want to move a field, then I'm going to use. 67 "Crystal Rodriguez" (3902395136) 00:18:00.089 --> 00:18:17.069 Alt arrow, so I can go alt down or alt up to remove that. And later I'll show you how you can reorder the entire record. I'm going to go ahead and delete these two fields and I, again, I do have a couple other options I'm so I'm just gonna use my right click. 68 "Crystal Rodriguez" (3902395136) 00:18:17.069 --> 00:18:37.069 To delete that, so let's assume that maybe you you have some unwanted fields from these are fields that are in the WorldCat record that you don't need in your local fields record. So we're gonna delete those. So your library doesn't necessarily need the. 69 "Crystal Rodriguez" (3902395136) 00:18:37.069 --> 00:18:54.089 650 subfield 6. So I'm just going to click within the 1st one and I'm going to use the alt delete option. That's, for me, that's the fastest option. But again, I do have those other options I can use the edit cut copy, and choose delete field. 70 "Crystal Rodriguez" (3902395136) 00:18:54.089 --> 00:19:14.089 Or if I have the key, the icon on there, I can use that as well. Alright, so I've removed those six fifties and this is an opportunity for me to remind you that when you're making these edits to the record. 71 "Crystal Rodriguez" (3902395136) 00:19:14.089 --> 00:19:25.199 These are intended for your exported record that you're gonna use for your local use, so do not delete correct or relevant data in the record if you intend. 72 "Crystal Rodriguez" (3902395136) 00:19:25.199 --> 00:19:41.369 Unless you intend to make those changes permanent such as taking the replace command, which we'll talk about later. We learned in our previous lesson or previous class that when you begin to edit, you're working with a working copy of this record. So. 73 "Crystal Rodriguez" (3902395136) 00:19:41.369 --> 00:19:58.919 As long as the information is relevant, you don't want to replace the record, you're just wanting to make those edits for your version of the record that you're gonna export. And, I will show you later how you can delete entire unwanted fields at the point of exporting. 74 "Crystal Rodriguez" (3902395136) 00:19:58.919 --> 00:20:18.269 So that you maybe if those, you might have certain fields like an 0856 e.g., that maybe you don't want. And I'll talk about that later on how to do that. Alright, so here's another scenario where you want to add a 264 field for a distributor. 75 "Crystal Rodriguez" (3902395136) 00:20:18.269 --> 00:20:36.419 The place in the year are going to be same, but the subfield B is going to be different. So to do that, I'm going to position my cursor anywhere within that 264 field, the 1st one there, and I'm going to right click and say copy field. 76 "Crystal Rodriguez" (3902395136) 00:20:40.499 --> 00:20:56.579 Now you may have noticed that I don't get a confirmation that it was copied, so you'll just have to trust it sort of. I'm gonna enter, press enter to add another field. And again, i'm making sure that my cursor is in the 264 tag field or in the tag field here. 77 "Crystal Rodriguez" (3902395136) 00:20:56.579 --> 00:21:16.579 And then I'm going to right click and choose paste. And again, you could have used those shortcuts. Okay, so connection also offers an option to get some assistance with your mark. 78 "Crystal Rodriguez" (3902395136) 00:21:16.579 --> 00:21:35.729 Field help. So maybe I want to find out here what is the correct second indicator to use for this 264 since I'm adding a distributor. In order to open up the bibliographic formats and standards directly from the record, I would go ahead and just right click. 79 "Crystal Rodriguez" (3902395136) 00:21:35.729 --> 00:21:54.359 And choose mark field help, and that's going to open up bibliographic formats and standards right to the 264 field, and I can scroll through and I can see that two would be the correct indicator for a distribution here. 80 "Crystal Rodriguez" (3902395136) 00:21:54.359 --> 00:22:11.699 So I can close this window. Yeah, thank you Mallory for adding the direct link for the bibliographic formats and standards as well. So now that I know that I can go ahead and change 2nd indicator to two. 81 "Crystal Rodriguez" (3902395136) 00:22:11.699 --> 00:22:26.819 And I want to change the subfield B to just say Harper Collins publishers. For my sake, I'm just gonna go ahead and remove what's there incorrectly and then I can just easily add in a space after the word Collins there. 82 "Crystal Rodriguez" (3902395136) 00:22:26.819 --> 00:22:46.819 Okay, so that's getting MARC field help for variable fields, but how do we do that for fixed fields? And this leads back to you earlier I said this is I prefer my fixed fields to be laid out in this format. This is why, one of the primary reasons. Because when you have the fixed fields this way, you get hyperlinks. 83 "Crystal Rodriguez" (3902395136) 00:22:46.819 --> 00:22:49.799 for MARC Field help. 84 "Crystal Rodriguez" (3902395136) 00:22:49.799 --> 00:23:09.799 For each of those fixed field help or fixed fields here. So I can actually click, e.g., the DTST field. I want to look at that and make sure that that's correct for my record so I can just click on that hyperlink and that's gonna take me again right to that section of the bibliographic formats and standards. 85 "Crystal Rodriguez" (3902395136) 00:23:09.799 --> 00:23:28.199 So that I can review and confirm what the correct usage would would be. So this is publication date and copyright date. Here we see distribution, production date, so I wouldn't probably want to change that. Alright. 86 "Crystal Rodriguez" (3902395136) 00:23:32.339 --> 00:23:49.529 Now you also can, as I mentioned earlier, insert and move fields. So I want to add a Swedish title that's found on the cover of this book. To do that, I'm going to position my cursor in the 245 field and then. 87 "Crystal Rodriguez" (3902395136) 00:23:49.529 --> 00:24:05.789 I want my, so I'm gonna go to the 246 because I want to add directly above that 246. So here I'm going to use the shift enter to add the field above it, and then I can type in my. 88 "Crystal Rodriguez" (3902395136) 00:24:05.789 --> 00:24:21.239 246, and I want a subfield I Just as a reminder, the control D is how you're gonna get that subfield indicator. So I'm going to type in Swedish title. 89 "Crystal Rodriguez" (3902395136) 00:24:21.239 --> 00:24:39.809 Colon and then I'm gonna add subfield indicator for A or subfield A, and then typing in my Swedish title. 90 "Crystal Rodriguez" (3902395136) 00:24:39.809 --> 00:24:57.299 And, you know, I I realized I kind of want this to go below this, sorry, let's say that I decided I wanted to move this record. That's when I can do the shift or alt arrow and I can move that around again just to show that one more time. 91 "Crystal Rodriguez" (3902395136) 00:24:57.299 --> 00:25:16.979 All right. Now Connexion client does support inserting diacritics and special characters in Latin script records. So I'm going to enter diacritics for this record. Within Connexion you have two entry methods, you can either use the character chart window or you can use keystrokes, shortcuts. 92 "Crystal Rodriguez" (3902395136) 00:25:16.979 --> 00:25:32.879 To open that up that option so the control E would open up the ALA special characters and diacritics here or you can use, the menu options for that as well. 93 "Crystal Rodriguez" (3902395136) 00:25:32.879 --> 00:25:52.879 So I'm gonna close that for a moment. So in this 246 field for the Swedish title, I need to add an umlaut above the or for the A, the 1st A So to do that, I'm going to click directly after that A This is the unicode standard to. 94 "Crystal Rodriguez" (3902395136) 00:25:52.879 --> 00:25:54.989 Put that directly there. 95 "Crystal Rodriguez" (3902395136) 00:25:54.989 --> 00:26:14.989 And then I have the ALA button on my toolbar so I can click on that to open up that box for entering those or like I said earlier, I can do control E And when you're looking at this chart, you can change. 96 "Crystal Rodriguez" (3902395136) 00:26:14.989 --> 00:26:33.629 The language to see which items you would need for the language that you're working with. So I can edit this to see Swedish, and then only the items that are available in Swedish will be highlighted. I also can look specifically for characters. 97 "Crystal Rodriguez" (3902395136) 00:26:33.629 --> 00:26:50.819 But I know that I need the oom out here, so I'm just gonna go ahead and click on that and I can either click insert and keep this box open if I know I need to add multiple things or in my case I'm just gonna click insert and close and we see that that now added that oom lout there. 98 "Crystal Rodriguez" (3902395136) 00:26:50.819 --> 00:27:08.429 Alright, before I move on, I'm just gonna pause to see if there's any questions that have come in. So I don't see anything right now, but, throughout the session, feel free to add any questions that come to your mind into the chat. 99 "Crystal Rodriguez" (3902395136) 00:27:08.429 --> 00:27:28.429 So I have shown you how you can use the buttons for moving fields up and down, but I mentioned earlier that I would show you how to move records all at once or fields all at once within the record. So to do that, you're going to use. 100 "Crystal Rodriguez" (3902395136) 00:27:28.429 --> 00:27:41.129 The reformat command that is found under the edit menu. If I go to edit, I will see reformat. Again, I do see my options for toolbar or keystroke shortcuts as well. Now when I. 101 "Crystal Rodriguez" (3902395136) 00:27:41.129 --> 00:28:01.129 Proceed with that. What that's going to do is Connexion will sort the variable fields in order. So, the 006 towards to the 3xx will be sorted by tag. The only exception is that the 029 field is always going to resort as the last field in the record. 102 "Crystal Rodriguez" (3902395136) 00:28:01.129 --> 00:28:07.409 For 4xx and through 9XX fields, those are gonna be sorted by tag group. 103 "Crystal Rodriguez" (3902395136) 00:28:07.409 --> 00:28:27.409 But within each group, the input order is preserved. The 049 is always going to be the last of the 0XX fields, and as I mentioned, the 029 is always going to be at the end of the record. So to see that in action, let me go down to the end of the record and I am going to click on the last field hit enter. 104 "Crystal Rodriguez" (3902395136) 00:28:27.409 --> 00:28:45.749 I want to add a blank field, and I'm going to type in a couple of fields here. Oops, started typing too soon. And I want to go ahead and add a 610 field with 1st indicator 2 s indicator zero. 105 "Crystal Rodriguez" (3902395136) 00:28:45.749 --> 00:29:05.749 And here is our information ok so I'm typing in European society for cognitive psychology. And so both of those fields right now are at the end of my record, but I want to go ahead. 106 "Crystal Rodriguez" (3902395136) 00:29:05.749 --> 00:29:25.019 Go ahead and resort the entire record. So I'm going to click on my toolbar option for edit reformat, and when I do that, we do see a little bit of a flash. We do not get a confirmation, but we can see that the 500 field was moved into the. 107 "Crystal Rodriguez" (3902395136) 00:29:25.019 --> 00:29:43.439 500 and with the other 500 tags and our 6th ten was moved into the 600 tag fields as well ok. 108 "Crystal Rodriguez" (3902395136) 00:29:47.099 --> 00:30:07.099 Now, after we have made all of our edits, Connexion does offer us the ability to validate our record. So validation is going to check the quality of the bibliographic record, and it prevents records with errors from being added to WorldCat or replaced in WorldCat. 109 "Crystal Rodriguez" (3902395136) 00:30:07.649 --> 00:30:27.649 So when you add WorldCat holdings or export a record, the validation is going to be automatic depending on your settings. You can also validate manually at any point using commands. Validation will check the MARC structure of the record, and it will confirm the validity of tags. 110 "Crystal Rodriguez" (3902395136) 00:30:27.649 --> 00:30:36.839 Indicators and subfield codes. It will confirm that the record includes all the required fields such as your 245, 250 et cetera. 111 "Crystal Rodriguez" (3902395136) 00:30:36.839 --> 00:30:56.399 And it's going to confirm that non repeatable fields only occur once. It is important to know that validation does not check spelling or incorrect usage of a tag or the authority file. And we do talk about authority records in our last session on the Connexion series. 112 "Crystal Rodriguez" (3902395136) 00:30:56.399 --> 00:31:13.079 So you can tell Connexion how to validate records upon adding holdings or exporting. To do that, we're gonna look at our options here. So let's go to the tools menu at the top of our screen, and then we're gonna choose options. 113 "Crystal Rodriguez" (3902395136) 00:31:13.079 --> 00:31:33.079 And we're going to click on general and then validation level options. So the default here is structure for setting holdings and none for exporting. With this setup, you will not need to stop to fix errors in order to set your holdings or export the records. 114 "Crystal Rodriguez" (3902395136) 00:31:33.079 --> 00:31:48.779 However, you can manually validate the record. That being said, I typically recommend that you would choose either basic or full so that you know that your record is going to be validated. Unless you're going to just get into the habit of manually validating. 115 "Crystal Rodriguez" (3902395136) 00:31:48.779 --> 00:32:08.779 So you can check set holdings, you have those options. What basic is going to do is that's going to check for the validity of the MARC elements, e.g., length, repeatability, type of data etc. And then full is going to perform those basic level checks. 116 "Crystal Rodriguez" (3902395136) 00:32:08.779 --> 00:32:17.369 And it's also going to check for relationships between MARC elements and check for valid structure in some of the non-textual variable fields. 117 "Crystal Rodriguez" (3902395136) 00:32:17.369 --> 00:32:36.029 Such as your 006, 001 et cetera. So I'm gonna go ahead and leave mine as basic and go ahead and click ok and click apply and close that screen. 118 "Crystal Rodriguez" (3902395136) 00:32:36.029 --> 00:32:53.279 Now I'm going to validate the record. Again, I can do that under the edit menu, validate or I can use my toolbars or my keystrokes. So I'm just going to go ahead and click edit validate, and Connexion is going to think for me, and it actually validated this record. 119 "Crystal Rodriguez" (3902395136) 00:32:53.279 --> 00:33:09.419 And I know that because I see the C down at the bottom, but to show you how to repair of or how to correct incorrect fields, I'm actually going to purposely make a couple of mistakes here. So in this record, I want to go into the 264. 120 "Crystal Rodriguez" (3902395136) 00:33:09.419 --> 00:33:29.419 I'm sorry. Yeah, the 264, and I am going to add a 1st indicator here, and then I'm gonna change the subfield C in my 245. Like I said, I know these are wrong, but I just want you to see. 121 "Crystal Rodriguez" (3902395136) 00:33:29.419 --> 00:33:48.359 What happens when there is an error. So I've got those errors in there. I'm gonna go ahead and click the validate button. Connexion is going to think and I get a screen that opens up and gives me the two errors. Now, I can print this as I see down at the bottom I can click on the print button or. 122 "Crystal Rodriguez" (3902395136) 00:33:48.359 --> 00:34:04.979 I can use the window menu to tile these vertically or horizontally. I like to tile vertically. That way I can see my errors next to my record, and I then know, ok, these are the things that I need to correct. So let me go ahead and do that. I'm going to. 123 "Crystal Rodriguez" (3902395136) 00:34:04.979 --> 00:34:21.839 Change back those items that I changed earlier, so the subfield Q is now gonna become a subfield C in the 245, and then I'm going to remove that 1st indicator in the 264, and then I'll validate again. 124 "Crystal Rodriguez" (3902395136) 00:34:21.839 --> 00:34:39.539 And notice that the validation window went away, my record now still shows validate come as complete down in the status bar, so that way I know that the validation took place. While we're on the topic of the status bar. 125 "Crystal Rodriguez" (3902395136) 00:34:39.539 --> 00:34:56.219 There's a couple of other items that you will see as you work within Connexion. So you'll see an R at times, which is going to indicate ready. This is going to be used when you're doing batch processing, which we will talk about in our next class. You'll see C for complete. 126 "Crystal Rodriguez" (3902395136) 00:34:56.219 --> 00:35:11.519 Or F if it failed. So that's just gonna be an option for you to take a look to say, ok, did this work or not? All right. Just checking for any messages before I move on. 127 "Crystal Rodriguez" (3902395136) 00:35:11.519 --> 00:35:31.519 You don't see anything. Okay, so it is very important that you maintain accurate holdings in WorldCat. As this information enables other OCLC services, it's going to enable services to accurately reflect your holdings to users in. 128 "Crystal Rodriguez" (3902395136) 00:35:31.519 --> 00:35:42.119 Services such as WorldCat Discovery, FirstSearch et cetera. It's also going to ensure that your ILL staff will not get requests for items that you no longer own. 129 "Crystal Rodriguez" (3902395136) 00:35:42.119 --> 00:36:02.119 And it's going to help you accurately identify gaps in your collection as well as your unique holdings to help you with your collection evaluations. So to update holdings, this is going when you do that, you're going to add your library's OCLC symbol to the. 130 "Crystal Rodriguez" (3902395136) 00:36:02.119 --> 00:36:14.639 World cat record and in a world cat record, your library either has holdings or it does not. Does not matter how many copies you have. So this is important to keep in mind that. 131 "Crystal Rodriguez" (3902395136) 00:36:14.639 --> 00:36:33.359 In WorldCat, you're not maintaining your copies, you're just maintaining whether or not you actually own that title, that item. And I know that's a little bit different than some other systems, so I like to point that out. Now there, the exception is that if you are a. 132 "Crystal Rodriguez" (3902395136) 00:36:33.359 --> 00:36:52.589 World Share Management Services library. If you subscribe to that service WMS, then your library would use local holdings records to maintain your copies. And you would have a local holdings records for each of those copies. So to update your holdings on this record. 133 "Crystal Rodriguez" (3902395136) 00:36:52.589 --> 00:37:12.589 You have again options, so I am going to use the action menu, and then I'm going to go to holdings and then update holdings. Before I actually click through that though, I do want to point out at the top of our screen we see right now that we see NO holdings in TS 259, which is my OCLC symbol. So I'm going to go ahead actions holding. 134 "Crystal Rodriguez" (3902395136) 00:37:12.589 --> 00:37:31.319 Holdings, update holdings. You can ignore produce and update holdings and alternate produce. Those are old options that we really don't need. These 1st two do the same thing. So I would just always use update holdings. Or as you see there, you can also use the F eight or your toolbar option. 135 "Crystal Rodriguez" (3902395136) 00:37:31.319 --> 00:37:47.579 So, Connexion again doesn't give me any type of verification on the screen, but I can look and I now see that this item is held by my library, and I can see the update holdings on the status bar is marked as C for complete. 136 "Crystal Rodriguez" (3902395136) 00:37:47.579 --> 00:38:04.169 The other thing that we can see is that now that we have our holdings on this item, we should also see the option to delete holdings. So you'll see that again if you go to the action holdings, you now see that delete holdings is. 137 "Crystal Rodriguez" (3902395136) 00:38:04.169 --> 00:38:24.169 Showing for us to select. And deleting holdings is going to remove your library's OCLC symbol from the WorldCat record. So it's important that you delete holdings when you no longer own or have access to the item. Again, just to note that you should not delete your holdings in WorldCat. 138 "Crystal Rodriguez" (3902395136) 00:38:24.169 --> 00:38:33.840 If you still have at least one copy of that title. So it's just if you've weeded out that entire title, then you want to come in here and you want to delete your holdings. 139 "Crystal Rodriguez" (3902395136) 00:38:33.840 --> 00:38:53.220 So, again, that's going to be, I can use multiple options, but I'm going to go ahead and use the action holdings and then I'm going to delete holdings. And when I do that I now see again that I say NO holdings in my library and in the status bar delete holding shows as C for complete. 140 "Crystal Rodriguez" (3902395136) 00:38:53.220 --> 00:39:13.220 So now that we have found our record, made our edits, added our holdings, et cetera, the next thing that you may want to do is to export the record. So, you can export a record when you want to load it into your. 141 "Crystal Rodriguez" (3902395136) 00:39:13.220 --> 00:39:15.780 Your local system or your, your ILS? 142 "Crystal Rodriguez" (3902395136) 00:39:15.780 --> 00:39:35.780 Exporting the record moves it from Connexion to a local destination. The local destination can be a file on your workstation or network drive or the destination can sometimes be directly to your local system depending on your local system and how you have set up your exports. So let's. 143 "Crystal Rodriguez" (3902395136) 00:39:35.780 --> 00:39:55.290 Let's go ahead and look at setting up an export destination 1st. For that we're going to go to tools, and then we go to options again, and we're gonna click on export. And right now I don't have an export location set. With that unset, what would happen is if I tried to export, I would get a prompt asking me. 144 "Crystal Rodriguez" (3902395136) 00:39:55.290 --> 00:40:15.290 For a file name, where do I want to send it? So it's, I want to make sure that I've created a location. For that, I'm going to click on create, and I have a couple of options. So I, I want to have this sent to my local file, a file on my. 145 "Crystal Rodriguez" (3902395136) 00:40:15.290 --> 00:40:28.500 My workstation. OCLC gateway export, that's going to be that one that allows you to go straight into your ILS depending on the ils you have. I will just click on that and show you. If I click on that and click ok. 146 "Crystal Rodriguez" (3902395136) 00:40:28.500 --> 00:40:45.210 There is some information that I need to provide. This is going to come from your local system provider. And if you have any issues with these in the future, oftentimes you want to start with them just to make sure that you have the correct information. And if that doesn't help, then please reach out to our support team. 147 "Crystal Rodriguez" (3902395136) 00:40:45.210 --> 00:41:04.290 Alright, so I'm going to click Create file. I'm gonna click OK, and that's gonna open up my file explorer. I always like to point out, I don't know why this happens, but when you click on that, it automatically opens up your Connexion program files. 148 "Crystal Rodriguez" (3902395136) 00:41:04.290 --> 00:41:22.530 Do not save your exports there. They will have issues. So typically I will save them on my local station on like my desktop or you can have, you know, a separate folder somewhere like that. So I'm going to go ahead and just look for my desktop, where it should be right here. 149 "Crystal Rodriguez" (3902395136) 00:41:22.530 --> 00:41:39.210 I think I scrolled too quickly to find my desktop. I'll just put it under documents for today. And then you're just gonna create a file name, so I'll call it export one. 150 "Crystal Rodriguez" (3902395136) 00:41:39.210 --> 00:41:58.260 And then I'll stay open. And then I get a little notice letting me know what that my export destination is set up. I'll click ok and now I see that that is highlighted. I also like to point out here you can have multiple export destinations. So you can set up multiple files. Libraries often like to do that. I I've heard reasons such as. 151 "Crystal Rodriguez" (3902395136) 00:41:58.260 --> 00:42:15.600 Maybe you have multiple people working on a specific workstation or maybe you want to keep separate types of collections separate, like maybe you want one file for your fiction, one for your nonfiction, I don't know. I've heard I've heard libraries give multiple reasons for that. So I like to point out that that is an option. 152 "Crystal Rodriguez" (3902395136) 00:42:19.470 --> 00:42:39.470 And again, to do that, you would just click on create and follow those steps. Okay. All right, so I showed you where you would set up for the OCLC gateway there. Now, the other thing I want to point out within. 153 "Crystal Rodriguez" (3902395136) 00:42:39.470 --> 00:42:59.720 This area of the tools options export, you can click on field export options, and this is where I mentioned earlier that you have the ability to delete specific fields prior to exporting. I do need to point out though this is going to delete the entire field. You cannot in Connexion say. 154 "Crystal Rodriguez" (3902395136) 00:42:59.720 --> 00:43:01.380 A e.g.. 155 "Crystal Rodriguez" (3902395136) 00:43:01.380 --> 00:43:21.380 Just delete six fifties with a subfield, a second indicator of seven. It's, it's all 650's, so that's the one area to keep in mind when you're working with the field export options. This is going to be more helpful if you're trying to remove maybe some like an 856 or some of those. 156 "Crystal Rodriguez" (3902395136) 00:43:21.380 --> 00:43:26.850 People fields that your library's just not going to use. 157 "Crystal Rodriguez" (3902395136) 00:43:26.850 --> 00:43:46.850 So to do that, I do have the option of doing this for both biblographic and authority records. So under the biblographic records, I'm going to type in 0 the 080 through the 088 and then I don't want 0938 fields. So I will also add that and you'll notice just like our. 158 "Crystal Rodriguez" (3902395136) 00:43:46.850 --> 00:43:52.380 Description tells us that we can use the-for a range and the comma for a new field. 159 "Crystal Rodriguez" (3902395136) 00:43:52.380 --> 00:44:10.290 So I'll go ahead and click ok there Now if you are exporting records that have diactrics on them, you will also need to click on record characteristics and under bibliographic records, and then under character set. 160 "Crystal Rodriguez" (3902395136) 00:44:10.290 --> 00:44:29.460 You'll want to choose UTF-8 and then click ok. So under this section of character set, I would need to change that. That is critical if you're using records that have diagrams. And once I change that, then I would click ok. I'm gonna go ahead and click apply and click close here. 161 "Crystal Rodriguez" (3902395136) 00:44:29.460 --> 00:44:44.580 Now that I have everything set, I'm going to go ahead and export my record. So I have lots of options, I see my little export icon here, so that is under the action menu, and I see export. 162 "Crystal Rodriguez" (3902395136) 00:44:44.580 --> 00:45:04.580 I'll point out too, if you hover over the toolbar button, you'll see where it tells you that that's under action export. So I can go to action export, and I won't really see again a notice letting me know that that took place, but I do see that status under export. 163 "Crystal Rodriguez" (3902395136) 00:45:04.580 --> 00:45:11.340 Port changed to C And what that did is then it brought a file into. 164 "Crystal Rodriguez" (3902395136) 00:45:11.340 --> 00:45:26.880 My location that I had previously set up. So if I go over here, I can click and I see, Sorry, bear with me as it's coming open. So here is my exported record. 165 "Crystal Rodriguez" (3902395136) 00:45:36.090 --> 00:45:52.470 Now, if I were to try to export an additional record, now that I've already exported one record, what's gonna happen is I'm going to get a box that will appear that asks me what I want to do with that record. So let's pretend that this is a second, a separate record. I'm gonna go ahead and click export. 166 "Crystal Rodriguez" (3902395136) 00:45:52.470 --> 00:46:12.470 And I should get a box opening up asking me, and it didn't work. I think because I actually have already exported into this, but what you may see is that you may see a box opening up and you'll ask you if you want to overwrite, append or cancel that option. So just keep that. 167 "Crystal Rodriguez" (3902395136) 00:46:12.470 --> 00:46:30.090 Keep in mind in case you do see that. And that's just as letting you know, do I want to add 2nd record into that same folder folder or do I want it in a different location? Okay, I'm good? 168 "Crystal Rodriguez" (3902395136) 00:46:30.090 --> 00:46:48.810 Take a bit of a pause again, just looking for any questions, I don't see anything right now, and then I'm going to open up a poll for you guys in just a moment here. So we'll shift gears before we move on to the next section. 169 "Crystal Rodriguez" (3902395136) 00:46:48.810 --> 00:47:06.390 Bear with me while I pull up that poll. It's not showing up where I want it to be. Okay I can't find my poll, so let's just go ahead and use chat for this feature. 170 "Crystal Rodriguez" (3902395136) 00:47:06.390 --> 00:47:22.950 So my 1st question to you is which is not a function of validating? So is it checks validity of tags, indicators and subfield codes, checks the validity of subject headings, verifies all required fields are present. 171 "Crystal Rodriguez" (3902395136) 00:47:22.950 --> 00:47:39.090 Verifies that non repeatable fields occur only once or checks relationships between some elements. Again, the question is which of these is not a function and validate? If you wouldn't mind using the chat to just type in your answer. 172 "Crystal Rodriguez" (3902395136) 00:47:39.090 --> 00:47:59.090 The letter appearance are there. 173 "Crystal Rodriguez" (3902395136) 00:47:59.090 --> 00:48:05.550 Oh, I just found the slide, the. 174 "Crystal Rodriguez" (3902395136) 00:48:05.550 --> 00:48:25.550 Polling. So maybe we'll use that for the next one. Okay, I'll just give you all another moment. Looks like almost everyone had a chance to open. 175 "Crystal Rodriguez" (3902395136) 00:48:25.550 --> 00:48:31.440 To that. 176 "Crystal Rodriguez" (3902395136) 00:48:31.440 --> 00:48:51.440 Yeah, normally I try to make this anonymous so I understand if if you don't feel comfortable answering, so with that in mind, the answer is actually B So it does not check the validity of subject headings, but validating will check validity of tags, indicators, subfield codes. 177 "Crystal Rodriguez" (3902395136) 00:48:51.440 --> 00:49:08.580 It'll make sure that all the fields are present and that non repeatable fields only appear once, and then it will check that relationship between some elements. And I may have to look at this question because it maybe it's a little too tricky. 178 "Crystal Rodriguez" (3902395136) 00:49:08.580 --> 00:49:28.580 I think I'm not sure how I feel about which is not a function. I think sometimes those questions trick me even. Alright, so looking at our next question, I'm gonna go ahead and open that up in the poll so you should be able to see that. If you don't and you feel comfortable, you can go ahead and use the chat option as. 179 "Crystal Rodriguez" (3902395136) 00:49:28.580 --> 00:49:46.410 Well, so you had two copies of a title, but have withdrawn one copy from your library since it has been declared as lost. What should you do about the record in WorldCat? Keep in mind you still maintain. 180 "Crystal Rodriguez" (3902395136) 00:49:46.410 --> 00:50:06.410 A copy, and I'll give you all a moment to answer that. It looks like the polling option is working for you. 181 "Crystal Rodriguez" (3902395136) 00:50:06.410 --> 00:50:12.930 Okay. 182 "Crystal Rodriguez" (3902395136) 00:50:12.930 --> 00:50:29.520 And yep, everybody got that one right? It is do nothing because you do still maintain a copy of the record. Great job. Alright, so we. 183 "Crystal Rodriguez" (3902395136) 00:50:29.520 --> 00:50:46.260 I'm gonna shift gears a little bit now to talking about how are we going to edit WorldCat records themselves versus just local editings and how are we going to create records. So to edit a WorldCat record, you're going to use the replace function. 184 "Crystal Rodriguez" (3902395136) 00:50:46.260 --> 00:51:04.890 So, when should you replace a record? You want to replace a record when, I'm sorry, replacing your record is going to save your changes to the WorldCat record. It's going to add your OCLC symbol onto the 040 subfield D. 185 "Crystal Rodriguez" (3902395136) 00:51:04.890 --> 00:51:24.890 And you can only replace records if you have a full cataloging authorization within Connexion client. So now we're gonna go to when should you edit a WorldCat record. You want to edit WorldCat records for corrections, so if you see a typo in the WorldCat record or some sort of incorrect coding, please and you have. 186 "Crystal Rodriguez" (3902395136) 00:51:24.890 --> 00:51:43.140 The correct functionality, that would be an appropriate time to replace the record. If you want to enrich the record, maybe you want to add some subject headings, you want to add a formatted content note, maybe that record doesn't have that already. Similarly, if you are going to upgrade the encoding level. 187 "Crystal Rodriguez" (3902395136) 00:51:43.140 --> 00:52:02.460 You would want to use the replace, and if you're controlling headings, authority headings, then you want to use the replace record there too. Key part is if those changes are not just for local use, but they are appropriate for the WorldCat record. If it's something that the entire cooperative is going to. 188 "Crystal Rodriguez" (3902395136) 00:52:02.460 --> 00:52:22.460 Benefit by having that in that WorldCat record. And for the complete guidelines for replacing WorldCat records, please go to the bibliographic formats and standards under chapter five. Mallory previously did add the link for the bibliographic formats and standards and it is available. 189 "Crystal Rodriguez" (3902395136) 00:52:22.980 --> 00:52:42.980 In the learner guide that we provided earlier. And I do want to point out that while this class will focus on the procedures for replacing the WorldCat record, we do actually have a short video available on. 190 "Crystal Rodriguez" (3902395136) 00:52:42.980 --> 00:52:48.270 On our help site, and that should be LinkedIn that learner guide as well. 191 "Crystal Rodriguez" (3902395136) 00:52:48.270 --> 00:53:06.360 On replacing records and it's gonna have some more on policies and guidelines if you want to learn a little bit more about that. So typically when you're going to replace the record, you're going to lock or save the record. That's going to help ensure that. 192 "Crystal Rodriguez" (3902395136) 00:53:06.360 --> 00:53:24.360 No one else can make those changes at the same time that you are making the changes. So locking is actually going to prevent someone else from being able to make those edits or make edits while you're editing. And that can be found under the action menu and then you would choose lock world WorldCat Record. 193 "Crystal Rodriguez" (3902395136) 00:53:24.360 --> 00:53:44.360 If you want to save it, that's gonna, you're really gonna save if maybe you just, if you're gonna need to save that record for a while and have someone review those editing or maybe you're working cooperatively. So to save the record, you're going to go to the action menu and then you would choose save record to online file to be able to. 194 "Crystal Rodriguez" (3902395136) 00:53:44.360 --> 00:53:49.860 Have everyone see that. And we'll talk more about save files in our next class. 195 "Crystal Rodriguez" (3902395136) 00:53:49.860 --> 00:54:09.860 And then after that, you're going to make your edits using the functions that we've already covered in the class, and then you'll use the replace command to save those changes to the WorldCat record. And that replace command can be found under the action menu and then you'll choose replace record. So let's go over to Connexion. 196 "Crystal Rodriguez" (3902395136) 00:54:09.860 --> 00:54:12.300 And take a look at where we see those things. 197 "Crystal Rodriguez" (3902395136) 00:54:12.300 --> 00:54:31.740 So I'm going to open up a different record. Let me clear out that one. I'm gonna go ahead and use the cataloging search and then WorldCat to open up my search box. And I'm going to put in a different OCLC number. 198 "Crystal Rodriguez" (3902395136) 00:54:38.580 --> 00:54:58.580 And just hit enter or ok. So here we have the record for dancing kites. So I'm going to start by going to action and then save record to online file, but here is also where we would see lock WorldCat record. So for my sake, I'm just. 199 "Crystal Rodriguez" (3902395136) 00:54:58.580 --> 00:55:01.560 Going to go ahead and save this. 200 "Crystal Rodriguez" (3902395136) 00:55:01.560 --> 00:55:19.440 And I get a save file number. This is going to be the most, the 1st available save file number. Again, we'll go more in depth on this in the next class, and then I can go to my save file. So I'm going to go to. 201 "Crystal Rodriguez" (3902395136) 00:55:19.440 --> 00:55:39.440 Cataloging search online save file, and I'm going to open up number 218, click ok, and we see that record dancing heights. So here now that I've saved that or you may have locked it, I'm going to go ahead and make those changes. So I now know that this record was. 202 "Crystal Rodriguez" (3902395136) 00:55:39.440 --> 00:55:40.920 Published in. 203 "Crystal Rodriguez" (3902395136) 00:55:40.920 --> 00:56:00.920 Vannaiz California. So I'm going to edit the 264 to add Vannaise California to that record. And then this is where once I've made that change, I would go to action and replace record. 204 "Crystal Rodriguez" (3902395136) 00:56:00.920 --> 00:56:09.990 I cannot do that right now because I am just demoing this, so this is where you would click on replace record if the if you were making these changes for real. 205 "Crystal Rodriguez" (3902395136) 00:56:09.990 --> 00:56:25.440 You also do have that option of replace and update holdings, so that would replace the record and add your holdings in one swoop. So that's a nice feature to have as well. So for my purposes, I can't actually do it, but that's what I would have done. 206 "Crystal Rodriguez" (3902395136) 00:56:25.440 --> 00:56:45.440 And then if you had previously locked this record, now let's say you locked the record, you made those changes, now you need to release that lock. So you're gonna do that by going to action, and then you would see the release record lock highlighted or sh available to you. I'm not seeing it because I didn't actually lock this record. 207 "Crystal Rodriguez" (3902395136) 00:56:45.440 --> 00:57:03.420 And also keep in mind that locked records are automatically released after 14 days. And then for me to remove this record from my save file, I'm just going to go to action and then I actually just say delete record and say yes. 208 "Crystal Rodriguez" (3902395136) 00:57:03.420 --> 00:57:22.950 So what do you do if you find any errors that you're unable to fix yourself? So you have options to re on how to report that error to our WorldCat metadata quality team within Connexion. 209 "Crystal Rodriguez" (3902395136) 00:57:22.950 --> 00:57:42.950 You can use the action menu and then report error or you can go to the help menu and I'll click over in a moment and show you where both of those are. You can email our quality control team directly at bibchange@OCLC.org or you can use the web link for changes, but this is actually a. 210 "Crystal Rodriguez" (3902395136) 00:57:42.950 --> 00:57:46.050 Available to you straight within Connexion and I'll show you that in a minute. 211 "Crystal Rodriguez" (3902395136) 00:57:46.050 --> 00:58:06.050 Now, when you submit a request to change, you maybe asked to require to provide proof for some of those changes, and so you will want to review that within the bibliographic formats and standards as well. But let me go on over to Connexion again, and let me just open up here. I'm just gonna open a record. 212 "Crystal Rodriguez" (3902395136) 00:58:06.050 --> 00:58:23.010 That same previous record that we had. With the record open, if I go to action and click on report error, I'm going to get a box open up that lets me fill in information to report the error. So that's one way. The other way is if I go to help. 213 "Crystal Rodriguez" (3902395136) 00:58:23.010 --> 00:58:42.870 Useful web links and click record change request. That's going to open up that URL that was previously shown on our slide, and that's a form for me to fill out to request changes to that record. So just as a reminder, you're gonna want to use these options if. 214 "Crystal Rodriguez" (3902395136) 00:58:42.870 --> 00:58:58.500 You are unable to make those changes yourself. Maybe you don't have the correct authorizations or even if you're just unsure and you just wanna have our team look at it, that's always recommended. They can, they're really good at answering questions too. 215 "Crystal Rodriguez" (3902395136) 00:58:58.500 --> 00:59:16.230 If you're unsure about them. So that is replacing or enhancing records. Now I want to move on to creating new records. So when should you or when you creating a new record. 216 "Crystal Rodriguez" (3902395136) 00:59:16.230 --> 00:59:35.760 So as we've mentioned, OCLC and member libraries worldwide collectively create enhance, and share quality records found in WorldCat. For most of the resources, you should be able to find a record in WorldCat so you can typically copy catalog versus doing original cataloging. But. 217 "Crystal Rodriguez" (3902395136) 00:59:35.760 --> 00:59:55.500 If you have completed a thorough search in WorldCat in order to avoid adding any duplicate records and you do not find a record, then you would want to create a record. Another reason why you might want to search, though, is that you might find a similar record that allows you to derive your new record. 218 "Crystal Rodriguez" (3902395136) 00:59:58.350 --> 01:00:18.350 If at any point you're in any doubt about whether you have found a matching record, you'll want to refer to bibliographic formats and standards under chapter four on when to input a new record. And then if you don't find a matching record and you decide that you need to create a new record, you'll want to make sure you're. 219 "Crystal Rodriguez" (3902395136) 01:00:18.350 --> 01:00:23.430 Following current cataloging practices, whether that be RDA or. 220 "Crystal Rodriguez" (3902395136) 01:00:23.430 --> 01:00:43.430 AACR two, whatever your library is using, and you can learn more under chapter two of the bibliographic formats and standards on that. And just another note that we during this pass, we don't discuss the policies and guidelines. We are just. 221 "Crystal Rodriguez" (3902395136) 01:00:43.430 --> 01:00:53.160 Reviewing how do you do this in Connexion. So again, you'll want to review those documents a little bit further if you need to create a new record. 222 "Crystal Rodriguez" (3902395136) 01:00:53.160 --> 01:01:09.360 So if a new record is needed, you can create a new record from a blank form, workform or you can derive a new record from an existing record so. 223 "Crystal Rodriguez" (3902395136) 01:01:09.360 --> 01:01:29.360 A note that when you're creating a new record, regardless of which way you do that, the record is not going to actually be added to WorldCat until you take the update action. That will add the record to Royalcat, assign an OCLC number, and then also add your library's holdings. 224 "Crystal Rodriguez" (3902395136) 01:01:29.360 --> 01:01:49.610 So let's take a look at a workform within Connexion. I'm going to go ahead and close out my previous example here. To create from scratch with using a blank workform, we're going to go to the cataloging menu. 225 "Crystal Rodriguez" (3902395136) 01:01:49.610 --> 01:02:09.680 And then we choose create single record, and we choose our material type. So I am going to choose books and when we look at our workform, we see that some of the variable fields have. 226 "Crystal Rodriguez" (3902395136) 01:02:09.680 --> 01:02:26.790 Fill characters for 2nd and 3rd character of the tag. Excuse me, e.g., your one X here, you see the one with the field characters you see you'll see under the 245, you'll see field characters for the indicators. 227 "Crystal Rodriguez" (3902395136) 01:02:26.790 --> 01:02:46.790 And then some of your fixed fields also have fill characters. These are really just placeholders to help you know to review these areas and then you can type over those fill characters when you're editing. Also, as the 040, we'll see my OCLC symbol in the subfield A and in subfield field. 228 "Crystal Rodriguez" (3902395136) 01:02:46.790 --> 01:02:49.890 This is because I'm the one creating this record. 229 "Crystal Rodriguez" (3902395136) 01:02:49.890 --> 01:03:09.890 So that's going to be automatically added by the system. So once you would make your edits, add all of your information that you need for this record, then to add the record into WorldCat, you would choose action holdings, and then update holdings. It's grayed out for me right now because I didn't make. 230 "Crystal Rodriguez" (3902395136) 01:03:09.890 --> 01:03:28.140 Make any changes, and again because this is just a demo, I can't actually add a record, but that's where you would take that action. So you would fill in all of your data that need you need, action holdings, update holdings or use one of the other ways to do that such as your shortcut keys. 231 "Crystal Rodriguez" (3902395136) 01:03:28.140 --> 01:03:48.140 Okay. So if you find a similar record, you may actually want to derive that record from that. It's going to save you a little more time, and you're gonna be, you're gonna be able to save a copy over a lot of the information. 232 "Crystal Rodriguez" (3902395136) 01:03:48.140 --> 01:03:57.840 From the previous record. So this is helpful maybe if you have a different edition or a different format, but a lot of the information is going to be the same. 233 "Crystal Rodriguez" (3902395136) 01:03:57.840 --> 01:04:13.890 So the fields will be copied over from that record into a workform for the new record, and you would still need to do some editing, but as I mentioned, it could save you some time, and make sure that you or have all those access points there already too. 234 "Crystal Rodriguez" (3902395136) 01:04:13.890 --> 01:04:32.490 Before we actually look at deriving a record, I do want to show you some settings around that though. So if we go to tools options, and then we see the option for derive record, what this is going to allow us to do is indicate which fields we want transferred when we. 235 "Crystal Rodriguez" (3902395136) 01:04:32.490 --> 01:04:48.900 Derive records. So if your library doesn't use 5XX, I doubt this would happen, but if you for some reason didn't use 5XX fields or maybe you don't want to take what's in the record, you want to create your own, then you can X out of that. 236 "Crystal Rodriguez" (3902395136) 01:04:48.900 --> 01:05:07.200 And then click apply and then when you derive the record, those 5XXs won't come through. For my example I'm actually just gonna take, I'm gonna remove the 1XX and click apply and say close. 237 "Crystal Rodriguez" (3902395136) 01:05:07.200 --> 01:05:24.570 So let's go ahead and find a record that we want to derive. So I have an example that I've already found, so I'm going to just go ahead and put in that OCLC number here. 238 "Crystal Rodriguez" (3902395136) 01:05:24.570 --> 01:05:40.770 And this is for a sound recording, but let's pretend that I need to create a record for the video version of this seminar. So I want to be able to take over most of this data with me. So for that. 239 "Crystal Rodriguez" (3902395136) 01:05:40.770 --> 01:06:00.770 I'm going to go to the edit menu, and then I'm going to choose derive, and I see new WorldCat record. We'll talk about constant data records in a future session, and I'm gonna go ahead and click new WorldCat record. I am asked if I want to transfer the fixed fields value. 240 "Crystal Rodriguez" (3902395136) 01:06:00.770 --> 01:06:19.290 This as well. And for my example, I'm going to go ahead and say yes. And then we see the new record. So 1st of all, we see that there is currently not an OCLC number, it just says new we know we're in the process of deriving. We see that. 241 "Crystal Rodriguez" (3902395136) 01:06:19.290 --> 01:06:39.290 The 2XX through the, in this case 7XX fields were transferred. My example actually didn't have a 1XX field, but if it did, it would not have transferred based on my settings. And we also can see that the fixed field values for country date. 242 "Crystal Rodriguez" (3902395136) 01:06:39.290 --> 01:06:50.280 Etc all transferred. But keep in mind you may need to edit that for your version, especially if you're working with a new edition or something like that. 243 "Crystal Rodriguez" (3902395136) 01:06:50.280 --> 01:07:09.120 And then in our example, because we're working with a video version of this seminar, we actually can change our derived record to be a different record type. So right now we see sound recordings, we'll use the dropdown and we'll choose visual materials. And when we do that, that actually will adjust our fixed fields accordingly. 244 "Crystal Rodriguez" (3902395136) 01:07:09.120 --> 01:07:27.630 And then of course we would need to go through and make other edits manually such as editing our 3XX fields because well we know we're not working with audio discs if we're doing a video version of this, right? So we would wanna make sure that we went through and edited each of the fields appropriately. 245 "Crystal Rodriguez" (3902395136) 01:07:30.060 --> 01:07:50.060 And then once we had our edits completed and we were ready to put this into WorldCat, that's when we would again take that action holdings, update holdings. I can't do that for this demo, but that's what you would do. And then once you do that, what would happen is that you would see this. 246 "Crystal Rodriguez" (3902395136) 01:07:50.060 --> 01:07:59.010 New would change and assign an OCLC number for the record and your library would show as held as holding that? 247 "Crystal Rodriguez" (3902395136) 01:07:59.010 --> 01:08:15.480 Record and the 040 would be updated as well. It would show a subfield B and your library would be listed as the A and C for subfields there. Okay. 248 "Crystal Rodriguez" (3902395136) 01:08:15.480 --> 01:08:35.480 I do have one more, thing I wanted to show you, but I'm just checking again to see if there doesn't look like there's any questions yet on what we've reviewed so Connexion does offer another method for creating new records. It allows you. 249 "Crystal Rodriguez" (3902395136) 01:08:35.480 --> 01:08:47.490 To import records from a local system or an external source, this is gonna be useful if you've already created records in your ILS and you want to add them to worldpad. 250 "Crystal Rodriguez" (3902395136) 01:08:47.490 --> 01:09:04.440 It is still important to search WorldCat 1st to be sure that there is no existing record. You will need to export the records from your ILS in MARC 21 communications format, and then in Connexion, you can import the file of records. 251 "Crystal Rodriguez" (3902395136) 01:09:04.440 --> 01:09:20.670 Then save them to either a local or online save file where they become workforms with the same characteristics as if you had manually typed them. To see that done, I actually already have a file of records that I have saved on my computer. 252 "Crystal Rodriguez" (3902395136) 01:09:20.670 --> 01:09:40.670 So I'm going to go to file, and then I want to go to import records. I'm going, I've already done this, but I'll show you guys, so I will click on browse to locate the file and I would just move through my explorer until I found the file. But if I've already done it, so in my case it's already on my desktop. 253 "Crystal Rodriguez" (3902395136) 01:09:40.670 --> 01:09:41.280 Up. 254 "Crystal Rodriguez" (3902395136) 01:09:41.280 --> 01:10:01.280 Area there. Actually, it is not because I moved my desktops a while back. There we go. There's desktop. So I actually will show you going ahead and finding that. So if I go to, I believe it's under my work folders here, there I can find a file of records that I have created. 255 "Crystal Rodriguez" (3902395136) 01:10:01.280 --> 01:10:20.400 Yeah it is. And I'll click open and then I have the option to import this to either an online save file or a local file. For today's demo, I'm going to go ahead and import to an online save file. Nope, actually I'm gonna do this through local save file. 256 "Crystal Rodriguez" (3902395136) 01:10:20.400 --> 01:10:39.330 And we'll talk more about local save files in the next class. I know I keep saying that I do apologize. In the meantime, if you need more details on that, we do have recordings of previously delivered sessions and there is documentation within the learner guide, but we will review the online and local save files in our next class. 257 "Crystal Rodriguez" (3902395136) 01:10:39.330 --> 01:10:59.330 So I'm just going to go ahead and click ok and Connexion is thinking. And so one thing that's gonna happen when you're importing MARC records from a file, you're gonna be asked if you want to delete the original import file. I typically say no, but that's because I know I'm gonna need to demo this again. That is really just kind of your. 258 "Crystal Rodriguez" (3902395136) 01:10:59.330 --> 01:11:03.990 Preference I would recommend maybe the the 1st few times you do this that you don't. 259 "Crystal Rodriguez" (3902395136) 01:11:03.990 --> 01:11:20.130 Delete the original import file in case there's a problem. So I'm just gonna go ahead and say no, and I got one record that was added to my local save file. So if I go to, I'll go to cataloging, search, and this time I'll choose local save file. 260 "Crystal Rodriguez" (3902395136) 01:11:20.130 --> 01:11:40.130 And I'm just going to leave this blank cause I'm just gonna search the whole file and I'll click ok. And this is the record that was just added today. That's from that MARC record file. So this is very useful if you're wanting to import actual MARC. 261 "Crystal Rodriguez" (3902395136) 01:11:40.130 --> 01:12:00.120 Work records from a local system. Also, I I will point out that when you're doing that, you do have options to add a my status, and apply default constant data, which we'll see some of that in a future class as well. I just like to show this because I think that. 262 "Crystal Rodriguez" (3902395136) 01:12:00.120 --> 01:12:18.360 It's a handy way for importing multiple records at once. Alright, I'm gonna go ahead and sign off on my Connexion real quick and taking a breath here to see if you guys have any questions on what we just looked at, any. 263 "Crystal Rodriguez" (3902395136) 01:12:18.360 --> 01:12:38.360 Anything that has come to your mind, and I'll point out again, we will have, we still have three more Connexion sessions in this series. The next one will go over batch processing and it will go over those online and local save files. The 5th one goes over. 264 "Crystal Rodriguez" (3902395136) 01:12:38.360 --> 01:12:46.890 Automation and customization options, and then the last is on authority records, Authority control. 265 "Crystal Rodriguez" (3902395136) 01:12:46.890 --> 01:13:06.890 So I don't see any questions coming in, let's feel free to add them in if they come, if, if they, if you think of anything. If you have any questions after the session, you can go to help.OCLC.org and reach out to our support team at contact OCLC support and find support in your region. 266 "Crystal Rodriguez" (3902395136) 01:13:06.890 --> 01:13:27.050 You also can find documentation within the help.oclc.p.org page. Connexion documentation is going to be under metadata services, and then you would click Connexion client. After today's session, you will be taken to an. 267 "Crystal Rodriguez" (3902395136) 01:13:27.050 --> 01:13:36.030 evaluation for this class. We do appreciate you filling that out. It helps us to improve as we offer these sessions in the future. 268 "Crystal Rodriguez" (3902395136) 01:13:36.030 --> 01:13:51.930 As I mentioned we do still have additional sessions coming up. I do see a question. Let me finish this and I'll look at that. So I just want to point out here that you can register for those additional sessions at our support site or at the community center. 269 "Crystal Rodriguez" (3902395136) 01:13:51.930 --> 01:14:10.110 And then just one more note before I answer that question. If you did sign up for this class in the community center, you will receive a badge if you did not receive that badge or it generally does take a couple months to get that, but if you have questions about that and would like to or if you did not sign up. 270 "Crystal Rodriguez" (3902395136) 01:14:10.110 --> 01:14:27.420 Through the community center and you want a badge, you can do that at the URL here that I'm adding into the chat right now. Okay, the question was, can you show how to make sure we are saving our working record, not the OCLC record? So. 271 "Crystal Rodriguez" (3902395136) 01:14:27.420 --> 01:14:47.420 When you save the record, that is your working record. So once when you're in Connexion, if you say saved to local file or saved to online file, that's going to be a working record. The only, I guess. 272 "Crystal Rodriguez" (3902395136) 01:14:47.420 --> 01:14:54.000 What I'll say to that the difference is that if you replace it, that's when you're saving the OCLC record. 273 "Crystal Rodriguez" (3902395136) 01:14:54.000 --> 01:15:14.000 So you can save the record, make local edits, and follow those steps that we showed of adding, exporting or adding your holdings. Yeah, that, ok. Yep. And as long as you're not replacing the record, then you're not doing anything to the. 274 "Crystal Rodriguez" (3902395136) 01:15:18.270 --> 01:15:38.270 Thank you for that question gives me that opportunity to clarify again. Alright, still, we still have a little time, so if anything if anyone has any additional questions, please feel free to add those in. If you have questions after the session regarding training itself, you can always reach us at train. 275 "Crystal Rodriguez" (3902395136) 01:15:38.270 --> 01:15:45.540 Being@OCLC.org. 276 "Crystal Rodriguez" (3902395136) 01:15:45.540 --> 01:16:05.220 And I'll keep this screen up, in while we see if there's any additional questions. If there are NO questions, we're, I'm perfectly fine to let us all go a little bit early, but I want to give you the opportunity to ask questions if you have them. 277 "Crystal Rodriguez" (3902395136) 01:16:05.220 --> 01:16:22.176 I'll just wait another moment or two and see if there's anything. Looks like maybe we're good, but ok. I'm going to stop the recording, but I'm not gonna go anywhere yet.