Find bibliographic records in the local save file

Find a bibliographic record in the local save file

1. Navigate to Cataloging > Search > Local Save File, click the Search Local Save File button (), or press <F3>. The Search Local Bibliographic Save File window opens.
2. (Optional) Change the default file:
   1. Select another local file in the Local File list as the top of the window.
      • Once you change the file, enter the search, and click OK or press <Enter>, the client gives you a message that changing the file will:
        • Close all records from the file
        • Change the default file to the one you selected
3. Enter one or more search terms in the Search for text field.
   Or
   Leave all search criteria blank and then click OK or press <Enter> to retrieve all save file records. Ignore the remaining steps in this workflow.
   
   Rather than doing a search, retrieve all records in the save file, as described above, and then click a column heading to sort the list, grouping together the records you need to find. Save file lists include a separate column for most indexes and statuses, by which you can sort records.
4. In the adjacent list, select the index you want to search.
   • Save File Number
   • OCLC Control Number
   • Title
   • Name
   • Standard Number
   • Holding Library Code
   • My Status
5. (Optional) Combine search terms:
   1. Enter another search term in the second text field.
   2. Select a Boolean operator to combine the two terms.
      • AND
      • OR
      • NOT
   3. In the adjacent list, select the index you want to search.
6. (Optional) Insert diacritics or special characters:
   1. Place the cursor where you want to insert a diacritic or character and click Enter Diacritics.
   2. In the Insert Diacritics and Special Characters window, click the image or the name of the character in the Character list.
   3. Click Insert.
      
      See Insert diacritics and special characters for more information.
7. (Optional) Limit the search by status:
   1. In the first status list, select the type of status.
      • Workflow status
      • Action status
      • Source status
   2. In the adjacent list of available statuses for that category, select the name of the status you want to find.
   3. (Optional) To further limit or to expand the search by statuses, combine up to two more statuses using Boolean operators.
       Note: To find only records with one or more statuses, enter no other search criteria.
8. (Optional) In the Limit Search by area, limit searches by one or more of the following criteria:
   • Limit search to records held or not held by your library - Select the Held or Not Held check box. A check mark in a box indicates that it is selected.
   • Limit search by date - Enter a date in the Date field. The client searches for the date in fixed field date 1 (008/07-10).
   • Limit search by format - In the Format list, select one of the following MARC formats:
     • Books
     • Computer Files
     • Continuing Resources (formerly called Serials; includes both serials and integrating resources material types)
     • Maps
     • Mixed Materials
     • Scores
     • Sound Recordings
     • Visual Materials
   • Limit search to the library that created the records - In the Library list, click one of the following:
     • DLC (Library of Congress)
     • PCC (Program for Cooperative Cataloging)
     • NLM (U.S. National Library of Medicine)
     • GPO (Government Publishing Office)
     • AGL (National Agricultural Library)
     • UKM (British Library)
     • NLC (Library and Archives Canada)
   
   
   •  Note:
     • To find only records with a specific limit, such as all records in the books format or all records created by the Library of Congress, select the limit and enter no other search criteria.
     • If you select more than one search limit, they are combined with Boolean and (i.e., the search retrieves only records that meet all selected limitations).
9. (Optional) Specify the order of the search results:
   1. In the Retrieval Order list, select one of the following sort orders:
      • Save File Number (default)
      • Control Number
      • Date/Time Added
      • Name
      • Title
      • Call Number
10. (Optional) Retain the current search:
    1. Select the Retain Search check box. The client keeps the search each time you open the Search Local Bibliographic Save File window until you change it.
11. When finished, perform one of the following action:
    • Click OK or press <Enter> to send the search. 
    • Click Clear Search to clear (keeps only the index selection) and enter another search.
    • Click Cancel to cancel the search and close the window.

See Use bibliographic save file search results for more information.

 Note: More than one person can use a shared local file at the same time, but only one user at a time can open a record in a local file. If you try to open a record already opened by another user, the client gives you a message to that effect.

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