WEBVTT 1 "Crystal Rodriguez" (417915136) 00:00:08.130 --> 00:00:26.070 Okay, I am going to go ahead and proceed with our session today for recording purposes OK. 2 "Crystal Rodriguez" (417915136) 00:00:30.300 --> 00:00:50.300 So welcome to today's session Connexion client 3: recording editing, sorry, Record Editing and Processing. My name is Crystal Rodriguez, and I am a product trainer with OCLC's Member Education team. Today's session covers the basics of record editing and processing for both copy 3 "Crystal Rodriguez" (417915136) 00:00:50.300 --> 00:00:56.790 and original cataloging. 4 "Crystal Rodriguez" (417915136) 00:00:56.790 --> 00:01:11.880 And after this session, you should be able to edit, add, and delete fields, use MARC field help while editing records, update and delete WorldCat holdings, export records. 5 "Crystal Rodriguez" (417915136) 00:01:11.880 --> 00:01:31.880 Replace WorldCat records and create new WorldCat records. Now one of the most common questions catalogers using WorldCat ask is should I use copy cataloging or do I need to create a new WorldCat 6 "Crystal Rodriguez" (417915136) 00:01:31.880 --> 00:01:47.820 record. The first step to answering that question is to search WorldCat for an existing record. Given the scope of WorldCat and cooperative cataloging, you will likely find a matching record and can follow the copy cataloging process. 7 "Crystal Rodriguez" (417915136) 00:01:47.820 --> 00:02:04.920 If you can't find a matching record, you may need to create a new WorldCat record through original cataloging. And if you find a similar record but not a matching record such as a different format or edition, you can derive a new record instead of starting from scratch. 8 "Crystal Rodriguez" (417915136) 00:02:04.920 --> 00:02:24.920 If you find no matching or similar record, you can create a new record from a template. The final step in both cataloging processes is to set your holdings and export the record to your local system. Now typically WorldShare Management Services or WMS libraries will not need to export 9 "Crystal Rodriguez" (417915136) 00:02:24.920 --> 00:02:28.350 because they are already working in their local system. 10 "Crystal Rodriguez" (417915136) 00:02:28.350 --> 00:02:45.540 This class does not discuss the policies or guidelines for when to input a new WorldCat record, nor does it discuss how to catalog and cataloging processes. Rather this class only focuses on the methods for editing existing records 11 "Crystal Rodriguez" (417915136) 00:02:45.540 --> 00:03:04.050 and creating new records using Connexion client. To find information on cataloging guidelines, see the OCLC Bibliographic Formats and Standards linked here. Additionally I am going to add the link to the learner guide for this 12 "Crystal Rodriguez" (417915136) 00:03:04.050 --> 00:03:24.050 class to our chat and that is meant to be used as a guide for during this class and after, and I will refer to it throughout the session. So you'll 13 "Crystal Rodriguez" (417915136) 00:03:24.050 --> 00:03:30.210 after review chapter 4, which is going to explain how to determine whether an existing record is a match. 14 "Crystal Rodriguez" (417915136) 00:03:30.210 --> 00:03:46.170 Chapter 2 in the Bibliographic Formats and Standards outlines specific online cataloging guidelines, and chapter 5 explains when to modify and replace the WorldCat record so that other libraries can see your changes. 15 "Crystal Rodriguez" (417915136) 00:03:53.610 --> 00:04:13.140 And we will discuss that process of replacing a record later in the session. Now in our last session, we worked with the title Reader, Come Home. So after searching in Connexion, we found a matching record for the item. 16 "Crystal Rodriguez" (417915136) 00:04:13.140 --> 00:04:33.140 Today we will edit a working copy and add our library holdings and export the record for use in our local catalog. So I'm going to go ahead and log into Connexion. Actually, I've already logged in. I'm just gonna go ahead and open that up for you. 17 "Crystal Rodriguez" (417915136) 00:04:33.140 --> 00:04:52.259 And I logged in by going to file log on and I have my login already saved for me. So I'm going to go ahead and search for this record that I have up in my search bar. This is the OCLC number. Go ahead and hit enter. 18 "Crystal Rodriguez" (417915136) 00:04:53.909 --> 00:05:13.649 And we'll begin by reviewing the record. So there may be a few fields that are different from your ILS or other bibliographic systems. First, the OCLC number is a unique system-assigned number for each record. It displays above the fixed field area in Connexion client. 19 "Crystal Rodriguez" (417915136) 00:05:13.649 --> 00:05:29.369 And then Connexion client displays some data that is technically part of the MARC record leader along with the fixed field or the 008 information in a labeled display to make editing and record and reading the record easier. 20 "Crystal Rodriguez" (417915136) 00:05:29.369 --> 00:05:49.369 You can use the view menu and then OCLC fixed field to change the location or the to have these view as variable fields. Speaking of variable fields, we will see those next and there's a few things to note here. So a subfield a does not 21 "Crystal Rodriguez" (417915136) 00:05:49.369 --> 00:06:07.799 display if it is the first subfield in a field. However, it is present in your exported record. So we can see that in the 245 field here. And then Connexion client displays a space before and after a delimiter or or a subfield code 22 "Crystal Rodriguez" (417915136) 00:06:07.799 --> 00:06:27.799 after that delimiter subfield code combination like we see here. And this is present in Connexion to make the record easier to read. However, the spaces are not going to be present in your exported record. Connexion knows how your log on, based on your log on, which libraries you represent. So. 23 "Crystal Rodriguez" (417915136) 00:06:27.799 --> 00:06:34.169 So it automatically supplies your OCLC symbol in the 040 subfield a 24 "Crystal Rodriguez" (417915136) 00:06:34.169 --> 00:06:54.169 and c for new records and in this 040 subfield d when you replace an existing record. Also, based on your authorization number, Connexion knows whether you are profiled as Library of Congress, Dewey, or another classification number. And so it displays the appropriate blank 25 "Crystal Rodriguez" (417915136) 00:06:54.169 --> 00:06:56.369 call number field. 26 "Crystal Rodriguez" (417915136) 00:06:56.369 --> 00:07:16.369 Here we see, e.g., the 090, if you're Library of Congress, you'll see an 092 for Dewey, 096 for NLM etc. And in an existing WorldCat record, this blank call number field will be in addition to any call number 27 "Crystal Rodriguez" (417915136) 00:07:16.369 --> 00:07:18.449 the fields that are already in the record. 28 "Crystal Rodriguez" (417915136) 00:07:18.449 --> 00:07:38.449 You're not required to use this blank call number field, but it is helpful if you want to copy the call number into a local field. Next we see the 049 field. This displays your default holding library code in every record as the last of the 0XX fields. For libraries 29 "Crystal Rodriguez" (417915136) 00:07:38.449 --> 00:07:55.709 with 3-character OCLC symbols. The default holding library code is often the 3-character symbol followed by the letter A, for 5-character symbols in many other libraries, the default holding library code is MAIN. 30 "Crystal Rodriguez" (417915136) 00:07:55.709 --> 00:08:13.649 And we can see both of those in our record here. Now, each tag indicator and field is enclosed in a cell. So when we click on the 245 field, we see that the entire field with all of the cells are highlighted 31 "Crystal Rodriguez" (417915136) 00:08:13.649 --> 00:08:32.819 with the blue outline indicating that this is our current field. If we use the up or down arrow, we can change to a different current field and you can see how that outline moves with that. As you type or edit, the cursor moves automatically from one cell to the next. 32 "Crystal Rodriguez" (417915136) 00:08:34.229 --> 00:08:53.309 And you can also use default keystroke shortcuts to navigate within the record. So, you can use the F6 to move from the variable field to the fixed fields, and you can use Shift+F6 to move backward in that same way. 33 "Crystal Rodriguez" (417915136) 00:08:53.309 --> 00:09:13.309 And the learner guide does have links for that information, and that learner guide is also going to be available in our, on our website as well, which I'll talk to you about at the at the end of the session. But I do want to just make sure that that did link to our chat here. 34 "Crystal Rodriguez" (417915136) 00:09:18.149 --> 00:09:38.149 Okay, so I have confirmed that that did in fact get added to our chat for your reference. Alright, so to edit a record, you're going to have a few options. You can use the edit menu and then cut copy paste 35 "Crystal Rodriguez" (417915136) 00:09:38.149 --> 00:09:40.499 and choose your options there. 36 "Crystal Rodriguez" (417915136) 00:09:40.499 --> 00:10:00.499 You can also right click in a field to find some cu copy paste options or you can use standard Windows shortcuts. Now note that if you're using the undo command or the control Z, this is only going to apply to the current edited field where your cursor is. 37 "Crystal Rodriguez" (417915136) 00:10:00.499 --> 00:10:03.779 And it only undoes one edit at a time. 38 "Crystal Rodriguez" (417915136) 00:10:03.779 --> 00:10:23.779 You would want to use control shift Z or go to the edit menu to choose cancel all changes or cancel changes to delete all of the changes that you've made since the last time that you saved that record. Note that you will not get a confirmation message when you do that and we'll see that 39 "Crystal Rodriguez" (417915136) 00:10:23.779 --> 00:10:41.339 here in a moment. So here in my record, I want to delete from the 245. I'm gonna delete the illustrator, and I'm just going to highlight over the text that I want to delete. 40 "Crystal Rodriguez" (417915136) 00:10:41.339 --> 00:11:01.339 And then in my 264 I want to remove the imprint note, and then in second 264, I'm going to add New York, New York. But to do that, I can just copy from the previous, so I can highlight that text and choose control C. 41 "Crystal Rodriguez" (417915136) 00:11:01.339 --> 00:11:09.089 And just click in the beginning of second 264 field and click control V, noting that 42 "Crystal Rodriguez" (417915136) 00:11:09.089 --> 00:11:29.089 I'll paste wherever my cursor is. And note that as we're making changes, we see the little caret to the side here on any field that we have made changes to. So now let's assume that you no longer want to make these changes to the record. If I have my cursor in the 245 43 "Crystal Rodriguez" (417915136) 00:11:29.089 --> 00:11:45.959 when I'm trying to set this up, I can just go ahead and go to the edit menu and choose cut, copy paste and then I can undo. But note that in doing that I just undid that one edit step that I did, so I would need to do that again. 44 "Crystal Rodriguez" (417915136) 00:11:45.959 --> 00:12:05.959 To remove all of my edits from that field. But if I want to remove all the edits that I've made, then I need to cancel all changes. So for that I can go to the edit menu and I can choose cut copy paste and choose cancel changes. And note that I also do have a shortcut option 45 "Crystal Rodriguez" (417915136) 00:12:05.959 --> 00:12:12.569 and a toolbar option. And when I do that, all of my changes revert back to where it was. 46 "Crystal Rodriguez" (417915136) 00:12:12.569 --> 00:12:32.569 And I see that the caret has gone away. Okay, so now let's assume that you want to delete unwanted fields such as other call number fields or subject fields from the working copy of the record that you intend to export for local use. So for this example, I am going to 47 "Crystal Rodriguez" (417915136) 00:12:32.569 --> 00:12:46.229 to remove the 650 fields with second indicator of 6. So I can click in the first one and I can choose right click and delete field. I can also choose Alt+Delete 48 "Crystal Rodriguez" (417915136) 00:12:46.229 --> 00:13:06.229 or I can go to the edit menu, choose cut copy paste, and delete a field there. And when I'm deleting multiple fields, I like to use the Alt+Delete option, and later in the session, we will discuss how you 49 "Crystal Rodriguez" (417915136) 00:13:06.229 --> 00:13:16.529 you can have Connexion client delete unwanted fields at the time that you export the record, but that's how you can delete those manually. 50 "Crystal Rodriguez" (417915136) 00:13:16.529 --> 00:13:36.529 Now I'm going to add a 264 field for a distributor and the place in year are going to be the same as the existing 264 field. Only the subfield b is different. So I want to copy the existing field and insert that. So I'm going to click in the tag for the 51 "Crystal Rodriguez" (417915136) 00:13:36.529 --> 00:13:45.419 the existing 264 field and I can do right click and choose copy field. Again, you could use the edit menu or your 52 "Crystal Rodriguez" (417915136) 00:13:45.419 --> 00:14:02.159 keyboard or your toolbar. I'm gonna go ahead and copy field, and then to add a field underneath of the existing field I'm gonna hit enter, and then I can use control V or right click or my menu. I'm gonna do control V here. 53 "Crystal Rodriguez" (417915136) 00:14:02.159 --> 00:14:19.949 And that's gonna paste that copied field into the new field I created. You do want to make sure that you're at the tag cell when you do that because you want to note that the copy and paste is going to take place wherever you have your cursor positioned. 54 "Crystal Rodriguez" (417915136) 00:14:22.649 --> 00:14:42.649 And so then I could just remove any information from that second 264 as needed. And just a reminder again that we do have a lot of these available keystroke shortcuts listed in the learner guide. Now, I want to confirm that I'm using the correct second indicator for this. 55 "Crystal Rodriguez" (417915136) 00:14:42.649 --> 00:14:59.879 second 264 field. So I'm going to use MARC field help for that. You can go to help and choose MARC field help or use your key shortcuts, but that's just gonna open up the Bibliographic Formats and Standards in general. So what I want to do is open to this specific field. 56 "Crystal Rodriguez" (417915136) 00:14:59.879 --> 00:15:19.879 So I will right click and choose MARC field help, and that's going to open the Bibliographic Formats and Standards in a different window for me specifically for that field. And there I can scroll down and I can see that I would use 2 for second indicator for distribution. 57 "Crystal Rodriguez" (417915136) 00:15:19.879 --> 00:15:38.309 So I'll need to make that change. So I'll go ahead and close out of this and go back to my Connexion and I'll change that second indicator to 2. And I want to go ahead and just leave HarperCollins Publishers there, so I'm gonna remove that other part of the text there. 58 "Crystal Rodriguez" (417915136) 00:15:40.259 --> 00:16:00.259 Now, I also want to confirm that the value T in the DtSt fixed field is correct, so I want to use MARC field help for this fixed field. So when you have your fixed fields displayed this way, you can just click on the link 59 "Crystal Rodriguez" (417915136) 00:16:00.259 --> 00:16:20.509 for that specific field, so I'm gonna go ahead and click on that and that will again open up the MARC Bibliographic Formats and Standards to that specific fixed field there, and I can read through and I can see yup T is publication date and copy date copyright date. When you scroll through these pages, you also can see 60 "Crystal Rodriguez" (417915136) 00:16:20.509 --> 00:16:30.869 see some examples, and if you go all the way down, you'll see the last time this page was updated as well as some links for you to 61 "Crystal Rodriguez" (417915136) 00:16:30.869 --> 00:16:50.869 report an error or get some general help if needed. So I'll go ahead and close out of that. I just wanted to show you where that help was. So now let's assume that we need to add a Swedish title that's found on the cover of this book to 62 "Crystal Rodriguez" (417915136) 00:16:50.869 --> 00:17:10.869 to our record. So we can do that here within Connexion. So what we're gonna do is I'm gonna position my cursor into the 245 field, and I want to add a field above this field this time. So I will use shift enter instead of just enter, and that adds the field above where my cursor was. 63 "Crystal Rodriguez" (417915136) 00:17:10.869 --> 00:17:27.179 Now I'll go ahead and type in the 246 first indicator of 1, and then I'm gonna type out, actually I need to first add in, a delimiter of a subfield, a subfield i. So we'll use control D 64 "Crystal Rodriguez" (417915136) 00:17:27.179 --> 00:17:46.169 excuse me to add that delimiter, and we're gonna indicate that this is a Swedish title. And then we're gonna add a subfield a here, and we'll add in our title. 65 "Crystal Rodriguez" (417915136) 00:17:46.169 --> 00:18:03.209 Now I want to move this field down below the 245. So for this, because I'm moving the whole field, I will use the alt and down arrow option. Remember, I just used the down arrow to move 66 "Crystal Rodriguez" (417915136) 00:18:03.209 --> 00:18:21.839 my selected field, but if I want to move the field in the record, I'll use the alt down or alt up. Now right now we are moving one field at a time to a specific place in the record, but later in the session, we will discuss reordering multiple fields and how you can do that. 67 "Crystal Rodriguez" (417915136) 00:18:24.029 --> 00:18:44.029 So Connexion client allows you to insert diacritics and special characters in Latin script records. So you will use, you'll enter diacritics following the letter to be modified per Unicode standard. So to enter you this, you would use the character chart window, and this can be 68 "Crystal Rodriguez" (417915136) 00:18:44.029 --> 00:18:49.949 be opened either by clicking on the ALA toolbar if you have that 69 "Crystal Rodriguez" (417915136) 00:18:49.949 --> 00:19:07.649 or you can go to edit and enter diacritics or you can just click control E And that's gonna open up the enter diacritics and special characters. And from here you can select your characters, so right now we have the umlaut 70 "Crystal Rodriguez" (417915136) 00:19:07.649 --> 00:19:27.649 or you can select your language, so I'll select Swedish and then only the available diacritics for Swedish will be highlighted for me or you can still scroll through the chart here. I want the umlaut, so I'm gonna go ahead and click on that and then I will click insert and close cause I'm just going to enter that one diacritic if you were gonna enter 71 "Crystal Rodriguez" (417915136) 00:19:27.649 --> 00:19:29.819 in multiples, you would just click insert. 72 "Crystal Rodriguez" (417915136) 00:19:29.819 --> 00:19:49.819 I'm just gonna go ahead and click insert and close. Oops, I was in the wrong place for that. Let me click. I need to click on next to the A in the 246 field, and I'll just show that again. So control E or you can use the edit menu to open this up for your ALA button. 73 "Crystal Rodriguez" (417915136) 00:19:49.819 --> 00:20:10.279 I'll click on the diacritic and click insert and close and now note that that is added next to the A there. Now I want to add another field to this record. I'm going to go down to the end of 74 "Crystal Rodriguez" (417915136) 00:20:10.279 --> 00:20:13.979 of the record this time, and I'll hit enter. 75 "Crystal Rodriguez" (417915136) 00:20:13.979 --> 00:20:33.979 And I'm gonna add a 500 note indicating that this title is from the cover. Oops. And before we move on, I want to click over and discuss our next steps. I do want to pause to see if there's 76 "Crystal Rodriguez" (417915136) 00:20:33.979 --> 00:20:42.599 any questions that have come through? 77 "Crystal Rodriguez" (417915136) 00:20:42.599 --> 00:21:02.599 Okay, I'm not seeing any questions at this time. So let me click over into our PowerPoint. So now that you've completed the edits to your record, you can reformat and validate the record. So reformat will sort the variable fields into the correct order 78 "Crystal Rodriguez" (417915136) 00:21:02.599 --> 00:21:09.839 for the OCLC Bibliographic Formats and Standards, and it will remove any blank fields from the record. 79 "Crystal Rodriguez" (417915136) 00:21:09.839 --> 00:21:29.839 So this is that way that we can also resort those fields like I mentioned a moment ago. Now validate will check the validity of the tags, indicators, and subfield codes. It will verify that all required fields are present, and it will verify that non repeatable fields 80 "Crystal Rodriguez" (417915136) 00:21:29.839 --> 00:21:31.439 occur only once. 81 "Crystal Rodriguez" (417915136) 00:21:31.439 --> 00:21:51.439 It's important to note that validate will not check for spelling errors. When you add WorldCat holdings or export a record, validation is automatic. You can also manually validate a record as you edit, and I will show that here in just a moment. So let's go back over to our Connexion. 82 "Crystal Rodriguez" (417915136) 00:21:51.439 --> 00:22:10.529 We have our records still open. So the first thing we're going to do is reformat our record. So for that we have a few options again, we can use our toolbar option or we can go to con 83 "Crystal Rodriguez" (417915136) 00:22:10.529 --> 00:22:30.529 to the edit menu and choose reformat or we can use control R I'll just go ahead and click the reformat here and note that we get a little bit of a blink here, we don't get a confirmation, but when we scroll down, we can see that our 500 note that was at the bottom of our record is now moved into 84 "Crystal Rodriguez" (417915136) 00:22:30.529 --> 00:22:39.089 into the 5XX field area and in the order according to the Bibliographic Formats and Standards. 85 "Crystal Rodriguez" (417915136) 00:22:39.089 --> 00:22:58.979 Now, before we validate, you can set the default or the validation level for whenever that automatic validation takes place when you're adding holdings or exporting, and that can be done under tools, options 86 "Crystal Rodriguez" (417915136) 00:22:58.979 --> 00:23:18.979 and then you'll click on general and choose validation level options. There's more details on those options in the learner guide and in our help site, so I would recommend that you review those and determine whether you 87 "Crystal Rodriguez" (417915136) 00:23:18.979 --> 00:23:23.069 want to change that level there. 88 "Crystal Rodriguez" (417915136) 00:23:23.069 --> 00:23:43.069 So we've already reformatted this record, but let's talk about validating. Before I do the validation I'm going to purposely make a couple of errors just so that we can see what happened when the record has some errors. So I'm going to in my 245, I'm going to change the subfield c to a q. 89 "Crystal Rodriguez" (417915136) 00:23:43.069 --> 00:23:46.679 And then I will change my. 90 "Crystal Rodriguez" (417915136) 00:23:46.679 --> 00:24:06.679 I'm gonna add a subfield 5 in second 264 field, I'm sorry, an indicator 5 for the first indicator, OK? And then what I'll do is I can then validate, again, I have my toolbar. I'm gonna go ahead and go to edit and choose validate. You could also use Shift+F5. 91 "Crystal Rodriguez" (417915136) 00:24:08.009 --> 00:24:28.009 And when we do that, Connexion doesn't give us a notice there that happened except we see our errors. So we do have the option with our error report. We can print this or what we can do is we can actually tile vertically or horizontally between so that we can see this report along with our 92 "Crystal Rodriguez" (417915136) 00:24:28.009 --> 00:24:47.309 record. So we can do that at Window and then I like the tile vertically, so then I can see my re my errors next to my record and I can fix my record based on that. So I know that I need to change my subfield q in that 245 back to a c. 93 "Crystal Rodriguez" (417915136) 00:24:47.309 --> 00:25:07.309 And then I need to change my 264 I want to change that first indicator, get rid of that, it says it's invalid. Before I do anything else, I do want to point out this status bar down at the bottom, we see that validate shows as F for failed, and I'll talk about the other statuses 94 "Crystal Rodriguez" (417915136) 00:25:07.309 --> 00:25:09.809 here just a moment. 95 "Crystal Rodriguez" (417915136) 00:25:09.809 --> 00:25:29.809 But right now we gotta failed because we did have errors. So now while we're still on our record, we've changed back, then I'll go ahead and I will validate again this time I'll just use the toolbar option and note that my report goes away cause I didn't have any errors and validate now shows with a C for complete. 96 "Crystal Rodriguez" (417915136) 00:25:29.809 --> 00:25:36.569 And I can open up that record again now since that's the only one left. So talking about that status bar. 97 "Crystal Rodriguez" (417915136) 00:25:36.569 --> 00:25:56.569 As you work in Connexion, the status bar is gonna provide some additional information for you about the actions that have been taken on the record. So you will see R, which indicates ready if you are working in batch mode, which we will cover in our next session, you'll see C for complete, which indicates that the action completed success 98 "Crystal Rodriguez" (417915136) 00:25:56.569 --> 00:25:59.249 and F if it failed 99 "Crystal Rodriguez" (417915136) 00:25:59.249 --> 00:26:19.249 and did not complete successfully. So in our current case we have that validation was successful. Okay, so before I move on, I'm just gonna pause to see if there's any questions that have come in. Okay I'm not 100 "Crystal Rodriguez" (417915136) 00:26:19.249 --> 00:26:24.809 seeing anything right now, but feel free to add those if they do. 101 "Crystal Rodriguez" (417915136) 00:26:24.809 --> 00:26:43.109 Alright, so as we discussed in our previous sessions, WorldCat has one shared record for each manifestation of a title that's referred to as the WorldCat record. Libraries attach their holdings to the matching WorldCat record to show that they own that title. 102 "Crystal Rodriguez" (417915136) 00:26:43.109 --> 00:27:03.109 When you start editing a WorldCat record, you're editing a working copy. Several libraries can view the same record at the same time, and your edits don't change the record WorldCat record itself. Together, your WorldCat holdings and those of other member libraries make up a collective inventory. So it's important 103 "Crystal Rodriguez" (417915136) 00:27:03.109 --> 00:27:21.209 to keep your WorldCat holdings accurate and up to date. In copy cataloging, you add your holding to an existing record, and in original cataloging you create a new record and add your holding to it at that time. When you no longer have any copies of a title in your local catalog. 104 "Crystal Rodriguez" (417915136) 00:27:21.209 --> 00:27:40.499 You should also delete your holdings from WorldCat. The key part there is when you have no copies. If you have two or three copies and you just get rid of one or two of those and you still have a copy, you're not gonna remove your holding. You're going to only do that if you get rid of all copies of a title. 105 "Crystal Rodriguez" (417915136) 00:27:42.989 --> 00:28:02.519 So let's go back over to Connexion to see the process for upload, updating holdings. So updating holdings adds your library's OCLC symbol to the WorldCat record. Any WorldCat record your library either has holdings or it doesn't. Does not matter how many copies you have 106 "Crystal Rodriguez" (417915136) 00:28:02.519 --> 00:28:22.519 in WorldCat as to whether or not you have that holding. So as long as you have at least one copy or have access to an item, you should have a holding. The only exception here is WMS libraries or WorldShare Management Services libraries. Those libraries typically will use local holdings records to indicate their copies. 107 "Crystal Rodriguez" (417915136) 00:28:22.519 --> 00:28:29.399 But even then, if there's no copies left, then they would want to remove their holdings. 108 "Crystal Rodriguez" (417915136) 00:28:29.399 --> 00:28:49.399 So to update holdings in WorldCat, you can either use the action menu and choose holdings and then update holdings or you can press F8 or use your toolbar button. I do want to say here, you could ignore the produce and update holdings or the alternate produce and update. Those are old options that 109 "Crystal Rodriguez" (417915136) 00:28:49.399 --> 00:28:58.349 existed back when we were providing cards for card catalogs. So you can just use the update holdings option. So I'll go ahead and click on that. 110 "Crystal Rodriguez" (417915136) 00:28:58.349 --> 00:29:18.269 And we'll note that previously my status said no holdings by my library, but now it does say held by my library and we can see the update holdings shows as C for complete. Additionally, if we go to the action holdings menu, we now see that delete holdings is highlighted for us and available. 111 "Crystal Rodriguez" (417915136) 00:29:18.269 --> 00:29:36.719 So delete holdings is going to remove your library's OCLC symbol from the WorldCat record. You're gonna delete holdings when you no longer own any copies nor have access to the item. And again, that can be done in those same ways of either using the action holdings menu 112 "Crystal Rodriguez" (417915136) 00:29:36.719 --> 00:29:52.469 using your toolbar or your shortcut. So I'll go ahead and we'll, well first of all, we see that right now we see that our title is held. So I'm going to go to actions holdings, and then delete holdings. 113 "Crystal Rodriguez" (417915136) 00:29:52.469 --> 00:30:11.699 And when we do that, we see that now the title says no holdings in our library. We see that the status bar shows C for complete under delete holdings. And so again, we want to make sure that we are processing both that option of adding and deleting your holdings there. 114 "Crystal Rodriguez" (417915136) 00:30:14.129 --> 00:30:31.859 Okay, just pausing to see if there's any questions about that before I move on to exporting. I don't see anything coming in at this time. Okay, so for most libraries, the final step in the cataloging process is often to export 115 "Crystal Rodriguez" (417915136) 00:30:31.859 --> 00:30:51.859 the working copy of the WorldCat record and load it into your local catalog or your ILS. You'll begin by ensuring that you set your file destination and other settings in Connexion. You'll then export the record from Connexion to your configured destination. The local destination can 116 "Crystal Rodriguez" (417915136) 00:30:51.859 --> 00:30:56.099 would be a file on your workstation or your network drive 117 "Crystal Rodriguez" (417915136) 00:30:56.099 --> 00:31:15.659 or the destination could be directly to your local system depending on how you set up your export. So before we export a record, we're going to go into Connexion and set that up. So let's go ahead and get over to my Connexion. I'll just be one moment while I do that. 118 "Crystal Rodriguez" (417915136) 00:31:26.609 --> 00:31:43.079 Okay, so, oops, let me close out there and show you how I got there. So in Connexion, we'll go to tools and then options and we'll choose export. Now there is a link to a self paced training in the learner guide that 119 "Crystal Rodriguez" (417915136) 00:31:43.079 --> 00:32:03.079 provides additional information on this process along with other configurations that you might need to do in Connexion. So I'll refer you to that for reference later. But here we see that the only option we see is to be prompted for a file name. You can leave that, but it's often helpful to generate, to add 120 "Crystal Rodriguez" (417915136) 00:32:03.079 --> 00:32:21.359 a file name here. You want to always, you wanna have a file destination. So we're going to click on create, and we see the options of either file or we have a few Connexion options. I'm going to go ahead and use the file option this time. 121 "Crystal Rodriguez" (417915136) 00:32:21.359 --> 00:32:41.359 So I've got that checked and I'll click on OK. Now, very important here, when you click on that, the program files for Connexion is going to be opened. Do not save your file there because it will not work. So you want to make sure that you create your file destination on your workstation easily 122 "Crystal Rodriguez" (417915136) 00:32:41.359 --> 00:32:59.699 in, like on your desktop or in your documents, something like that. So I'm gonna go ahead and add it to my desktop. I have a couple of options already here, but I want something new. So I'm gonna add export 2 here. 123 "Crystal Rodriguez" (417915136) 00:32:59.699 --> 00:33:17.219 And when I add that I'll go ahead and click open. And first I get a notice letting me know this is my destination so I can make sure that looks right, and I'll click OK. Now you can have more than one destination. Creating multiple export files can be useful. 124 "Crystal Rodriguez" (417915136) 00:33:17.219 --> 00:33:37.219 Sometimes for maybe multiple people are working on the same workstation or perhaps maybe you want, a different file for different format types. There's multiple scenarios where that might be helpful for you. If you want to do that, then you would just click on create to add a second one and follow those steps. If you want to 125 "Crystal Rodriguez" (417915136) 00:33:37.219 --> 00:33:39.749 edit your location, you just click on edit 126 "Crystal Rodriguez" (417915136) 00:33:39.749 --> 00:33:59.749 once it's highlighted, and then you can highlight that and click on delete to remove it. And as I mentioned earlier, you can also just have the same system prompt you for a file name, and if that's the case, then you would just want to have that prompt for file name 127 "Crystal Rodriguez" (417915136) 00:33:59.749 --> 00:34:01.049 selected there. 128 "Crystal Rodriguez" (417915136) 00:34:01.049 --> 00:34:21.049 And you would just click apply. Now you also can export directly to a local system in the same area under tools options, and then export. You would click on create, and you can choose the export destination. In this case I'll choose OCLC 129 "Crystal Rodriguez" (417915136) 00:34:21.049 --> 00:34:25.589 Gateway export. Sometimes this is referred to as TCP/IP. 130 "Crystal Rodriguez" (417915136) 00:34:25.589 --> 00:34:45.589 So we'll click on OK, and you'll enter or select the settings that are required for your local system, excuse me. The settings here are unique to each institution and you will need to contact your systems administrator or your local system vendor for the information needed here. 131 "Crystal Rodriguez" (417915136) 00:34:45.589 --> 00:35:04.349 There is documentation, on our help site in, in the learner guide on this step as well. But you would enter that information in and click OK. And once you have that set up, then when you, if and you'll select that as your destination, and then when you export 132 "Crystal Rodriguez" (417915136) 00:35:04.349 --> 00:35:24.349 the record will export directly and import directly into your local system. So now as I mentioned earlier, there may be fields that you do not want in your records such as all the call number fields for your library that maybe you don't use or 938 fields et cetera. So rather than deleting 133 "Crystal Rodriguez" (417915136) 00:35:24.349 --> 00:35:30.959 these fields for each record, you can specify tags to delete from export records 134 "Crystal Rodriguez" (417915136) 00:35:30.959 --> 00:35:50.959 for both bibliographic and authority records in the field exports options window here. So we'll click on that and I already have a few. I'm gonna delete those real quick. So note that this deletes the entire tag regardless of specific indicators. So in other words, this option removes 135 "Crystal Rodriguez" (417915136) 00:35:50.959 --> 00:36:10.499 all of the 650 fields if you add that despite the indicator. So we wouldn't have wanted to use this for our example earlier of just removing the 650s with second indicator 6, because it would remove all of the 650s. So in the bibliographic records area, let's assume that I want to remove the 080 136 "Crystal Rodriguez" (417915136) 00:36:10.499 --> 00:36:30.499 and 088, so I can add that using a-And then I also want to remove the 938 so I can add a comma with a space and add in 938 there. And note that this is the area where you would also do this for authority records, but we'll talk about that in our very last class. 137 "Crystal Rodriguez" (417915136) 00:36:30.499 --> 00:36:36.749 So I'm just gonna save this bibliographic records, click OK. 138 "Crystal Rodriguez" (417915136) 00:36:36.749 --> 00:36:56.749 And now if you're exporting records with diacritics, you will need to click on record characteristics, and then under bibliographic records, then character set, you're gonna choose UTF-8 Unicode, and click OK there. And then you do have a few other options that you can select 139 "Crystal Rodriguez" (417915136) 00:36:57.869 --> 00:37:17.869 such as allowing export of work forms and exporting bibliographic records that include unlinked non Latin script fields etc. So now that I've added my destination I'm gonna go ahead and click apply and close. 140 "Crystal Rodriguez" (417915136) 00:37:20.309 --> 00:37:39.209 And then I will go ahead and export this title so I can use my button here, the little E there. If I hover over that I can see that that action is export. I can also use F5, but for my example I'm going to go ahead and use the action menu and click export. 141 "Crystal Rodriguez" (417915136) 00:37:40.949 --> 00:38:00.949 And when we do that, we see that the status bar shows export of C And if I go over to my desktop, I should see that file listed there. Bear with me just while I grab that. So I do see that export 2 listed, I can double click on that and I can see the exported records 142 "Crystal Rodriguez" (417915136) 00:38:00.949 --> 00:38:08.039 there. 143 "Crystal Rodriguez" (417915136) 00:38:08.039 --> 00:38:28.039 Okay. And just to note that if you log out of a session and then log back in, the client will continue to add records to the file that you previously created. So if you close Connexion completely and then open it again and log in and try to export, you'll be prompted to indicate 144 "Crystal Rodriguez" (417915136) 00:38:28.039 --> 00:38:41.700 what you want to do with the existing file. So basically what that means is if you've already exported to that file and you sign out of Connexion and then sign back in at a later time, you might be asked if you want to 145 "Crystal Rodriguez" (417915136) 00:38:41.700 --> 00:39:01.700 overwrite or append the existing file. So just be aware of that and indicate your option there. Okay, so now I actually have a couple of questions for you before I move on. I'm gonna go over to our PowerPoint and get those ready for you, and I will. 146 "Crystal Rodriguez" (417915136) 00:39:01.700 --> 00:39:06.840 We'll open up a poll for you. 147 "Crystal Rodriguez" (417915136) 00:39:06.840 --> 00:39:23.310 And if you would like, you can indicate this in the chat as well if the poll doesn't work correctly. So, which is not a function of validate? Is it that it checks validity for tags, indicators, and subfield codes, checks the validity of subject headings? 148 "Crystal Rodriguez" (417915136) 00:39:23.310 --> 00:39:43.310 Verifies all required fields are present, verifies that non repeatable fields occur only once or checks relationships between some elements. So I'll pause a moment to give you all a chance to answer that. 149 "Crystal Rodriguez" (417915136) 00:39:43.310 --> 00:40:03.310 Okay, looks like everyone has had a chance, so the answer is B, Checks the validity of 150 "Crystal Rodriguez" (417915136) 00:40:03.310 --> 00:40:07.500 subject headings. It does not do that. So validate does not 151 "Crystal Rodriguez" (417915136) 00:40:07.500 --> 00:40:25.470 check the authority files, therefore, it does not check for the validity of subject headings that are used in the record. I also could have included here that it does not perform a spell check. So validate will not check for spelling either. 152 "Crystal Rodriguez" (417915136) 00:40:25.470 --> 00:40:45.060 Okay, so we have another question for you. So you own 2 copies of a title, but you have withdrawn one of those copies from the library because it was indicated as lost. So what should you do with the record in WorldCat? Do you delete the WorldCat record? 153 "Crystal Rodriguez" (417915136) 00:40:45.060 --> 00:41:05.060 Delete your holdings from the WorldCat record or do you do nothing? Keep in mind that you had 2 copies and now you have one. So I'll pause to give you a moment to answer that. 154 "Crystal Rodriguez" (417915136) 00:41:05.060 --> 00:41:16.680 Okay, looks like everyone has had a chance to answer that. So the answer is do nothing. 155 "Crystal Rodriguez" (417915136) 00:41:16.680 --> 00:41:34.830 And that is because you still have one copy. So, as long as you still have one copy, you do nothing, you should not delete the holdings. If you were to get withdraw both copies, then you would delete your holdings from the WorldCat record. 156 "Crystal Rodriguez" (417915136) 00:41:34.830 --> 00:41:53.850 Okay, I'm gonna pause to see if there's any questions before we move on to replacing a record. I don't see any questions at this time, so I'll go on. 157 "Crystal Rodriguez" (417915136) 00:41:53.850 --> 00:42:13.850 So the OCLC quality control team has processes in place to identify errors or duplicates in records. However, our library members may find them before we do. Thus library staff with a full level of authorization have the ability to correct and replace the WorldCat record 158 "Crystal Rodriguez" (417915136) 00:42:13.850 --> 00:42:18.030 so that other libraries see those changes. 159 "Crystal Rodriguez" (417915136) 00:42:18.030 --> 00:42:38.030 The process should only be used when changes are appropriate for WorldCat, not just for local use. Very important here. Also never delete fields that are correct or that other libraries use such as subject headings and call numbers or e.g., I know the 938 fields. 160 "Crystal Rodriguez" (417915136) 00:42:38.030 --> 00:42:44.910 They may be tempted to remove those, but other libraries could use those, so do not remove those when you're replacing the record. 161 "Crystal Rodriguez" (417915136) 00:42:44.910 --> 00:43:00.210 That's one of those things where if you don't want those, you could remove them on your working copy before you export it, but you're not gonna replace a record for that reason. But when would you replace? So you can edit and replace WorldCat records for the following reasons. 162 "Crystal Rodriguez" (417915136) 00:43:00.210 --> 00:43:20.210 For corrections such as fixing typos or incorrect coding levels or coding information when you're enriching the records such as adding subject headings or formatting content notes. If you're going to upgrade the encoding level of the record from perhaps like a encoding level 3 to a full level, then you can replace 163 "Crystal Rodriguez" (417915136) 00:43:20.210 --> 00:43:28.650 that record. And lastly, when you're controlling headings, you want to replace the record as well. 164 "Crystal Rodriguez" (417915136) 00:43:28.650 --> 00:43:48.650 Now let's see that process for replacing a record. It's going to begin by either locking and or saving the record. Locking the record prevents another user from making simultaneous changes that are gonna override or prevent your changes. And that is found under the action menu and then lock WorldCat record. 165 "Crystal Rodriguez" (417915136) 00:43:48.650 --> 00:43:52.110 I do recommend that you lock the record 166 "Crystal Rodriguez" (417915136) 00:43:52.110 --> 00:44:12.110 because you don't want someone else to make those changes while you're working on the record as well. And then you can also save the record. So saving allows you to have a bit more time for editing and reviewing if needed, and that is also found under the action menu and then save record to online file. 167 "Crystal Rodriguez" (417915136) 00:44:12.110 --> 00:44:17.310 We will see this in Connexion here shortly. 168 "Crystal Rodriguez" (417915136) 00:44:17.310 --> 00:44:34.680 And then after you have either locked in or saved that record, then you can edit the record using the same functions that we've already covered earlier in the class. And then you'll use the replace command, which is going to save the changes to the WorldCat record. 169 "Crystal Rodriguez" (417915136) 00:44:34.680 --> 00:44:54.680 And it's going to add your library's 040 subfield d you'll be at your library will be the OCLC symbol there, and that option is found under the action menu and then replace record. And again, we'll see that here in just a moment in Connexion. Let me go ahead over to my Connexion so we can see that. 170 "Crystal Rodriguez" (417915136) 00:44:54.680 --> 00:45:15.050 I'm going to close this previous record and I'll open up the search box from the cataloging search WorldCat menu, and then I will search for a different record here. I have an OCLC number 171 "Crystal Rodriguez" (417915136) 00:45:17.310 --> 00:45:37.310 for a different record, OK, and we have here Dancing Kites. So we now know that the publication location is in Van Nuys, California, so we want to be able to update the WorldCat record to benefit all of member libraries 172 "Crystal Rodriguez" (417915136) 00:45:37.310 --> 00:45:46.470 with that information. So we'll go ahead and start by locking the record. So we'll choose action and then lock WorldCat record. 173 "Crystal Rodriguez" (417915136) 00:45:46.470 --> 00:46:03.840 And we note that at the status at the top we do see that the record is locked and then we can save the record to our online save file, which is a little bit of a sneak peek here. We'll talk about online save files 174 "Crystal Rodriguez" (417915136) 00:46:03.840 --> 00:46:23.840 and local save files in our next class. So we'll go ahead and click on action and then save record to online file, and it's going to assign the next available number. I need to remember that number because once I click OK, the record's gonna go away for me. So to get to that record, I can go to cataloging, search 175 "Crystal Rodriguez" (417915136) 00:46:23.840 --> 00:46:25.830 online save file. 176 "Crystal Rodriguez" (417915136) 00:46:25.830 --> 00:46:45.830 And I'll enter in the 2605 and I'll make sure that I have saved file number here and I'll click OK. And that should be my locked and saved record. Yes, it is. So I would go ahead and edit the 264 to add in Van Nuys, California 177 "Crystal Rodriguez" (417915136) 00:46:45.830 --> 00:47:06.140 as my place of publication, and then you would make any other appropriate changes as you were about to replace the record, and then once you're done with your edits, then you would go to action 178 "Crystal Rodriguez" (417915136) 00:47:06.140 --> 00:47:09.180 and then replace record 179 "Crystal Rodriguez" (417915136) 00:47:09.180 --> 00:47:29.180 or replace and update holdings. If you have not added your holdings to this record yet, then you're gonna want to choose the replace and update holdings option. Now I cannot do this right now because this is just for demo purposes and I do not want to edit this record. So, I would go ahead and close this but 180 "Crystal Rodriguez" (417915136) 00:47:29.180 --> 00:47:33.360 but first I want to show you the release record option. 181 "Crystal Rodriguez" (417915136) 00:47:33.360 --> 00:47:52.020 So, because I had previously locked the record, I can go ahead and release that record lock. Now, if I don't follow this process, it will automatically be released after 14 days, but it's good practice to remove it so that other people can 182 "Crystal Rodriguez" (417915136) 00:47:52.020 --> 00:48:12.020 edit the record later if needed. So we'll go ahead and go to actions and then release record lock and now we see the record's no longer locked. And as I said, I would typically then go ahead and add my replace and add holdings, but I'm not gonna do that for this example. 183 "Crystal Rodriguez" (417915136) 00:48:12.020 --> 00:48:25.560 Now the other thing that I can do here is because I saved this record in the online save file and it's and I'm at that save file record right now, I can go ahead and go to action and delete record. And I know that can be a little 184 "Crystal Rodriguez" (417915136) 00:48:25.560 --> 00:48:43.650 misleading because you might think you're deleting the record from WorldCat, but you're not here, you're just deleting it from the save file. And I'll say yes, I want to delete that from the save file. And in, and as I mentioned, we will learn more about saving records and working with save files in our next session. 185 "Crystal Rodriguez" (417915136) 00:48:47.040 --> 00:49:07.040 Okay, so if you discover that there's an error in a record that you can't fix or maybe you don't have the authorization to be able to do that, you can report the error to our WorldCat metadata quality team and there are 3 ways that you can do that. In Connexion client, you can 186 "Crystal Rodriguez" (417915136) 00:49:07.040 --> 00:49:20.430 you can use the action menu and then choose report error while you're working online or you can click the help menu and then use the Useful Web Links and choose record change request. 187 "Crystal Rodriguez" (417915136) 00:49:20.430 --> 00:49:39.780 You also can email our quality control team at bibchange@oclc.org or you can use the web form record change request, and that is linked here and it is also available in your learner guide. 188 "Crystal Rodriguez" (417915136) 00:49:39.780 --> 00:49:57.330 And you may be asked to provide proof for some of those changes. You can see the OCLC Bibliographic Formats and Standards section 5.5 for additional information on that. Okay, just gonna check to see if there's any questions on replacing before we move on 189 "Crystal Rodriguez" (417915136) 00:49:57.330 --> 00:50:14.250 to talking about original records? Okay, I don't see any questions there. 190 "Crystal Rodriguez" (417915136) 00:50:14.250 --> 00:50:32.850 So if you've searched and determined that there is not a matching record, you'll need to create an original catalog record in WorldCat. So you'll start with that searching for an existing record, and then if you don't find one, you can derive a new record from an existing WorldCat record 191 "Crystal Rodriguez" (417915136) 00:50:32.850 --> 00:50:51.210 or you can create a new record from a template. With both methods, you will need to take the update action under action holdings and update holdings to add the record to WorldCat and assign an OCLC number. You'll then have the option to export the new record. 192 "Crystal Rodriguez" (417915136) 00:50:51.210 --> 00:51:07.140 Now you're gonna wanna refer back to OCLC Bibliographic Formats and Standards for cataloging practices guideline guidelines. So let's go over to Connexion and create a record from a blank 193 "Crystal Rodriguez" (417915136) 00:51:07.140 --> 00:51:26.970 template or work form. So to get that blank work form, we're gonna use the cataloging menu and then create a single record and you'll choose the format type. For my example, I'm going to go ahead and choose books. 194 "Crystal Rodriguez" (417915136) 00:51:32.010 --> 00:51:52.010 Now note that some variable fields have fill characters like this little black box here, for second and third characters in the tags such as we see with our 5XX field or in the 245 we see these fill characters for the 195 "Crystal Rodriguez" (417915136) 00:51:52.010 --> 00:52:05.430 indicators and in our fixed fields we see them in some, some of our fixed fields. These are just meant to help guide you as you're creating the record. So you're definitely going to want to 196 "Crystal Rodriguez" (417915136) 00:52:05.430 --> 00:52:20.460 type over those if you need to fill that in. So for an example, if I had written a book, then I would enter in the 100, maybe with the first indicator of 1, and then I would enter my name, just like 197 "Crystal Rodriguez" (417915136) 00:52:20.460 --> 00:52:37.980 I'm following guidelines, and then same for my 245 I can enter in my data there and I can remove these subfields that are provided for me if I don't need them. So let's just call this the book. 198 "Crystal Rodriguez" (417915136) 00:52:41.700 --> 00:53:00.600 And I can add my name here, and then you would continue to add all of at least the required fields which are indicated in the OCLC Bibliographic Formats and Standards if you need to refer back to that, and then you would also want to update your 199 "Crystal Rodriguez" (417915136) 00:53:00.600 --> 00:53:20.600 fixed fields to match your record as well. So you know you might, you might add your encoding level here, and then your dust your descriptions, code et cetera, your language, all, all of that, you're gonna want to edit that before you proceed. And then 200 "Crystal Rodriguez" (417915136) 00:53:20.600 --> 00:53:36.570 once you've added whatever fields you need to add, in order to remove the unused fields and to resort, you can reformat. I'll do that using my toolbar option, and you'll see that those other fields did get deleted for me. 201 "Crystal Rodriguez" (417915136) 00:53:36.570 --> 00:53:52.470 And also take note that in the 040, my OCLC symbol is added as the subfield a and the subfield c in new records to indicate that I am the cataloging source. So that would, your symbol would show there. 202 "Crystal Rodriguez" (417915136) 00:53:52.470 --> 00:54:12.470 Now, I cannot do this because again this is just demo, but your next step would be to click on action holdings and then update holdings, and that would add the record and update your holdings. And we'll see that shortly what that that process will look like too. 203 "Crystal Rodriguez" (417915136) 00:54:13.350 --> 00:54:32.490 But before we do that, I want to talk about deriving a record. I'm gonna close out this record here. I'm not gonna save it cause it was just for demos. Now when you've searched WorldCat and cannot find a record for the item that you have, but you have found a similar record such as a record for a different format or edition. 204 "Crystal Rodriguez" (417915136) 00:54:32.490 --> 00:54:52.490 You can derive a new record. Fields from that record are copied into a new work form, and you will still have to do some editing, but it could save you time as many of the fields like the title, author, and other access points will likely be the same. So you may want to complete a one time setup 205 "Crystal Rodriguez" (417915136) 00:54:52.490 --> 00:54:54.150 for deriving records 206 "Crystal Rodriguez" (417915136) 00:54:54.150 --> 00:55:14.150 to configure which fields get transferred from your existing record to your new record. So we can take a look at that first. So we'll go to tools and then options and we'll choose derive record. Now the default is the 1XX through the 8XX I'm gonna reset that so we 207 "Crystal Rodriguez" (417915136) 00:55:14.150 --> 00:55:19.710 you see just the default there. 208 "Crystal Rodriguez" (417915136) 00:55:19.710 --> 00:55:35.370 And then let's say that I want to also transfer over the 02X fields, I can add that in. I can also uncheck a field if I want to. I'm just gonna go ahead and add this 02X in, and I'll click apply 209 "Crystal Rodriguez" (417915136) 00:55:35.370 --> 00:55:55.370 and close, and note too that that is when you're deriving both for bibliographic and constant data, and we'll talk about constant data in our fifth session. So now I want to go ahead and derive a record. So I have a WorldCat record. 210 "Crystal Rodriguez" (417915136) 00:55:55.370 --> 00:56:09.540 I'm gonna, I I have a record for a seminar, but I need to create a video version of that seminar. So I'm going to go ahead and I'll go to cataloging search, WorldCat 211 "Crystal Rodriguez" (417915136) 00:56:09.540 --> 00:56:29.280 and I'm going to search for a different OCLC number here and I'll click OK. And we see that this is a sound recording of a seminar, but I need a video version of this. So what I can do is I can go ahead and click on edit 212 "Crystal Rodriguez" (417915136) 00:56:29.280 --> 00:56:45.510 and then choose derive a new WorldCat record and I'll be asked if I want to transfer the fixed field values for the record as well. I usually say yes because I can change the format, you'll see that in a moment, but that's really up to you. 213 "Crystal Rodriguez" (417915136) 00:56:45.510 --> 00:57:05.510 So I'll say yes here and we'll note that the configured fields did transfer over, so all of my 2XX, my 5XX, et cetera. Now my example record did not have a 1XX, so that's why there's nothing here. 214 "Crystal Rodriguez" (417915136) 00:57:05.510 --> 00:57:07.290 Sure. 215 "Crystal Rodriguez" (417915136) 00:57:07.290 --> 00:57:27.290 But even that 02X did move over because I had selected that. So what we'll first do is we can change the format for this work form now. We note that it's listed as new for the OCLC number, so it's in process here, and we can change that to visual materials and when we do that, our 216 "Crystal Rodriguez" (417915136) 00:57:27.290 --> 00:57:31.650 fixed fields are changed. We see that the type changed to G 217 "Crystal Rodriguez" (417915136) 00:57:31.650 --> 00:57:51.650 and other fixed fields change to match visual materials. Now, of course, you'll want to review that to see if you need to make any changes to match your item. And you'll also need to edit some parts of the record manually such as the 300 fields, the, the 500 fields etcetera 218 "Crystal Rodriguez" (417915136) 00:57:51.650 --> 00:58:11.650 to make sure that they match the visual materials version of your record. But what this can do is it can save you a lot of time from having to type in a lot of this repeated data that's available in both of the formats. So we know it's the same title, we have the same, maybe we have the same uniform title etcetera. 219 "Crystal Rodriguez" (417915136) 00:58:11.650 --> 00:58:12.330 For a. 220 "Crystal Rodriguez" (417915136) 00:58:12.330 --> 00:58:32.330 So that saves you a lot of time with that derive option. Now, again, once you were ready, you would go ahead and then choose action holdings and update holdings, and that would add the record and I'll show you in a moment what that does. I'm gonna go ahead and close out of this because this was just for demo. 221 "Crystal Rodriguez" (417915136) 00:58:32.970 --> 00:58:52.970 But we look at our PowerPoint and we can see that when we're adding records to WorldCat, at first the OCLC number is going to show as new and that's in both a work form or template and when you're deriving. Once you take the action holdings and then update holding 222 "Crystal Rodriguez" (417915136) 00:58:52.970 --> 00:59:12.540 then what's going to happen is your OCLC symbol will be added as held by and an OCLC number is added, and you're also going to see your OCLC symbol in the 040 subfields indicating that you are the source of that record. 223 "Crystal Rodriguez" (417915136) 00:59:22.200 --> 00:59:40.890 Okay, just checking to see if there's any questions on that process before I go on. Okay, I do have a question about how can we copy multiple fields in Connexion. Let me go back over to my Connexion to answer that question. 224 "Crystal Rodriguez" (417915136) 00:59:40.890 --> 00:59:56.310 So unfortunately, there really is not a way that you can choose and select multiple fields, but there is a macro available under the Han macros, and you can find details about those on our help site or what you can do is 225 "Crystal Rodriguez" (417915136) 00:59:56.310 --> 01:00:11.520 to pin an existing field, record and then open up another one and tile that. So what you could do is let's say that you have this record and you can pin that by going to view 226 "Crystal Rodriguez" (417915136) 01:00:11.520 --> 01:00:27.270 and click on pinned and then you can search for your other record. We just want to search for this site record here. And then when you go to window, you can choose to tile that all, I like to tile vertically. 227 "Crystal Rodriguez" (417915136) 01:00:27.270 --> 01:00:47.130 And then what that's gonna do is then you can have both records open, and so then you can copy and paste from one record to another field by field. But you also to address your question, you may want to look at that macro option as well. And we will talk about macros in our fifth class. 228 "Crystal Rodriguez" (417915136) 01:00:47.130 --> 01:01:02.520 And then to unpin this, we can just close out of it or we could save it. I'm gonna go ahead and just X out of it. Okay, so that answered the question about the ability to copy and paste multiple fields. 229 "Crystal Rodriguez" (417915136) 01:01:02.520 --> 01:01:22.520 And at the end of the session, I'll talk to you about how you can actually submit that as an idea or an enhancement request. Okay, so another option for cataloging within WorldCat is to import records from an ILS or an other external source. 230 "Crystal Rodriguez" (417915136) 01:01:22.520 --> 01:01:41.250 Now, I'm gonna show you this on the PowerPoint and you will get this PowerPoint. It'll be available on our help site after the session along with the recording, but I'm gonna show it here and then we will also go and look at it in Connexion. 231 "Crystal Rodriguez" (417915136) 01:01:41.250 --> 01:02:00.870 So this is useful if you've already created records in your local system and you want to add them to WorldCat or if you want to import the records. It is important to search WorldCat first to make sure that a record doesn't already exist if you're creating new records, and you will need to export the records from your 232 "Crystal Rodriguez" (417915136) 01:02:00.870 --> 01:02:20.870 local system in MARC 21 communications format. So to start that process, you'll start at the file menu and then you'll choose import records, and then you'll use browse to locate your saved file of MARC 233 "Crystal Rodriguez" (417915136) 01:02:20.870 --> 01:02:40.870 records and then you'll choose whether you want to have this go into your online save file or your local save file. And again, we'll talk about save files more in our next class, but keep in mind that the online save file is accessible by all of your staff, and it also is visible in both Connexion 234 "Crystal Rodriguez" (417915136) 01:02:40.870 --> 01:02:47.100 and Record Manager, your local save file is just specific to your workstation. 235 "Crystal Rodriguez" (417915136) 01:02:47.100 --> 01:03:07.100 After you've selected your location, you can use the options to either choose a, to apply a default constant data and or assign a my status to your imported records. And again, we'll talk about constant data in a future session. And you can click record characteristics to select 236 "Crystal Rodriguez" (417915136) 01:03:07.100 --> 01:03:25.920 a character set. Your options are either MARC-8 or Unicode. And this is important because you must select the correct character set or the records may not import correctly. And then Connexion will inform you of the number of records to import. You'll review that and click on OK. 237 "Crystal Rodriguez" (417915136) 01:03:25.920 --> 01:03:45.690 And then an import result list appears. Then you go to your designated file location and process the records as needed. Keep in mind that this import results cannot be brought back up later. So you want to keep that, just know that you can't retrieve that. 238 "Crystal Rodriguez" (417915136) 01:03:45.690 --> 01:04:01.770 So let's go ahead over to Connexion and we'll see that done there and I'll just be one moment. I need to refresh something on my screen here. 239 "Crystal Rodriguez" (417915136) 01:04:08.310 --> 01:04:28.310 So I'll pause to see if there's any questions that have come in before we show that alrighty, just one more moment. I just need to, looks like I remember that I had imported these before, so I wanna go ahead and remove them 240 "Crystal Rodriguez" (417915136) 01:04:28.310 --> 01:04:31.410 real quick. 241 "Crystal Rodriguez" (417915136) 01:04:31.410 --> 01:04:51.410 Just so that you can see the few, the full view of this process. Okay, so again, we'll start at the file location, and then we'll choose import records and I have already selected this export one, but had I not, I would click on browse and 242 "Crystal Rodriguez" (417915136) 01:04:51.410 --> 01:04:54.210 locate that file. 243 "Crystal Rodriguez" (417915136) 01:04:54.210 --> 01:05:13.350 And I want this to go into my online save file. I'm going to click options because I do want to add, make sure that I've got my, my status so that I'll see those are all under my status, which we talked about in a previous session, and we'll see that further in our next sessions. 244 "Crystal Rodriguez" (417915136) 01:05:13.350 --> 01:05:33.350 And then record characteristics again, you'll want to make sure that that matches your file. So I'll go ahead and click OK. Connexion's gonna think for a moment. And then I'm asked if I want to delete my original import file. I usually say no here because I know that I'm going to use it again for demos. 245 "Crystal Rodriguez" (417915136) 01:05:33.350 --> 01:05:33.930 Those. 246 "Crystal Rodriguez" (417915136) 01:05:33.930 --> 01:05:53.640 But you might want to say no just so that you can double check and you can always remove that file manually from your File Explorer. But it's really up to you if you know you don't want to keep it, you can say yes here. I'm gonna say no. And I do have that report, but keep in mind that that's gonna go away here in just a moment. This lets me know that 6 records were imported. 247 "Crystal Rodriguez" (417915136) 01:05:53.640 --> 01:06:11.520 And I can then go to cataloging search and go to my online save file, and I can leave this blank to see all the records or I can choose the source status and choose imported. 248 "Crystal Rodriguez" (417915136) 01:06:11.520 --> 01:06:31.520 And again, you'll learn more about save files in our next class, but I'll go ahead and click OK, and here I see that these are the 6 records that I just imported, and I see my status, and then I can work with these records from my online save file. I can open them up and make edits, I can add my holdings if it's not there already, or I can delete holdings 249 "Crystal Rodriguez" (417915136) 01:06:31.520 --> 01:06:49.200 etc. And if I import something and and there's, and it's not from a WorldCat record, then I would get a work form to work from. But that's why it's important that you search first to make sure that there isn't an existing WorldCat record before you import. 250 "Crystal Rodriguez" (417915136) 01:06:49.200 --> 01:07:06.780 Okay I'm gonna go ahead and close out of that and just see if we have any other questions. I don't see any additional questions right now. 251 "Crystal Rodriguez" (417915136) 01:07:06.780 --> 01:07:25.440 Before we talk about our help site here, actually, no, let's talk about the help site first. So for additional questions, you can visit our help site at help.oclc.org and you can go to the Metadata Services option and then click on Connexion for training and documentation. 252 "Crystal Rodriguez" (417915136) 01:07:25.440 --> 01:07:44.250 You can contact our OCLC support team at that link the at the top of the page there, and you can get details on contacting support in your region. But what I wanted to show is that we also have a new environment, in our Community Center for Connexion. 253 "Crystal Rodriguez" (417915136) 01:07:44.250 --> 01:08:04.250 And I want to make sure that I show that to you since it is a new option. So I'm gonna log into my Community Center here. So that's found at community.oclc.org and I can sign in with my account information. If you don't have, this is 254 "Crystal Rodriguez" (417915136) 01:08:04.250 --> 01:08:06.420 done with a WorldShare account. 255 "Crystal Rodriguez" (417915136) 01:08:06.420 --> 01:08:26.420 If you don't have a WorldShare account, you'll want to click on the link that was there that said request an account, which let me go back and show you that because I think I got a little quick happy there. Let me go back to that part. Oops. No, it's not gonna let me. But there is a link when you first go to sign in that tells you to request 256 "Crystal Rodriguez" (417915136) 01:08:26.420 --> 01:08:45.360 credentials so you can click on that. Now, previously Connexion was housed under knowledge and then cataloging and metadata, and you'll still see some items there, but we now have under product, you can choose Connexion and you can see discussions, news, events, recordings, and ideas. 257 "Crystal Rodriguez" (417915136) 01:08:45.360 --> 01:09:04.110 If we go to events, then that's where you can actually sign up for the rest of our Connexion sessions. We have three more of those. You can also sign up on our help site and I'll talk about that again in a moment. But what else I wanted to show you here is this is where the ideas option is. So to address the question about. 258 "Crystal Rodriguez" (417915136) 01:09:04.110 --> 01:09:24.110 Can we copy multiple fields? If since we saw that that's not an option, if you want to request that for a future enhancement, you can do that under ideas and you can also comment on other ideas et cetera. So that's a new environment for you under product Connexion. So you've had a 259 "Crystal Rodriguez" (417915136) 01:09:24.110 --> 01:09:29.640 access or the ability to access the Community Center, but we've now created this Connexion 260 "Crystal Rodriguez" (417915136) 01:09:29.640 --> 01:09:47.220 area. So that's another area for you to get help. So with that, I don't see any additional questions coming in so I will take this time to say thank you very much for attending today. 261 "Crystal Rodriguez" (417915136) 01:09:47.220 --> 01:10:06.750 At the end of the session, you will receive an evaluation. You'll be automatically taken to that. And we do ask that you take a few moments to complete that. It helps us to improve our sessions, even if you just complete the very first section, that's helpful for us to know how we're doing with these sessions. 262 "Crystal Rodriguez" (417915136) 01:10:06.750 --> 01:10:23.070 And if you haven't registered for the upcoming Connexion training sessions, you can do so at the OCLC support site at help.oclc.org. And as I said earlier, click on metadata and then Connexion, and actually let's go ahead and see that. 263 "Crystal Rodriguez" (417915136) 01:10:23.070 --> 01:10:42.300 So if I open up here and I go to, I'm gonna grab my site here, if I go to help.oclc.org, I can click on Metadata Services, and then I can choose Connexion. Or if you go back to the home 264 "Crystal Rodriguez" (417915136) 01:10:42.300 --> 01:11:02.300 help.oclc.org. You can click on OCLC training and you can choose Connexion client self paced training, and this is where the recording for this session and other sessions will be added. You can also go back to the OCLC training and here under upcoming Connexion client training 265 "Crystal Rodriguez" (417915136) 01:11:02.300 --> 01:11:06.300 that's where you can sign up for the rest of our sessions 266 "Crystal Rodriguez" (417915136) 01:11:06.300 --> 01:11:26.300 or you can register at the Community Center like I just showed a moment ago as well. So either way would get you registered for these sessions. If you did register for this session through the Community Center, you will receive a badge. These typically take 267 "Crystal Rodriguez" (417915136) 01:11:26.300 --> 01:11:43.470 take about a month or two to get to you, it's just letting you know that you indicating that you took this class. If you would like to request a badge and you did not register through this center, you can do so at the link that I'm adding into the chat now. 268 "Crystal Rodriguez" (417915136) 01:11:43.470 --> 01:12:03.470 And it's on our screen here. And then if you have any training questions, specifically for us, you can contact us at training@oclc.org. And with that, I thank you for your time and hope to see many of you in our next session in two weeks. 269 "Crystal Rodriguez" (417915136) 01:12:03.470 --> 01:12:05.760 And that session covers 270 "Crystal Rodriguez" (417915136) 01:12:05.760 --> 01:12:25.760 batch processing and using online and local save files. And then our fifth session is on automa automation and customization, and the last session will be on authority control. And even if you don't use those very often, you may want to attend just in case you do need them down the road, you might benefit from those. 271 "Crystal Rodriguez" (417915136) 01:12:25.760 --> 01:12:37.632 Or you can always watch the recordings later. So thank you all very much. I'm going to go ahead and stop the recording and stop the session.