Copy cataloging

Search for a bibliographic record

Filter bibliographic records

1. From the results list, select the checkbox next to the facet value(s) you want to apply. Results filter automatically. The facets you select will appear at the top of the facet list under Selected Facets.
2. (Optional) To remove a selected facet, click the gray x () next to the value under Selected Facets or deselect the check box next to the value.
3. (Optional) Click Hide Facets to remove the facets from view.

Overview

Variable fields:

• Have no required length
• Have up to two single-digit indicators
• Identified by a three-digit numerical tag
• Have tag numbers in the range 001-999
• Appear after the fixed fields
• Can be added or deleted
• Contain one or more subfields
• Can be reordered (moved)

Add a field in a MARC 21 record

1. From the MARC 21 editor, click the field immediately above the location where you want to add a new field.
2. Click the Add Row icon.

Copy and paste a variable field

You can copy and paste information from one field to another within the same record or to another record or work form.

1. From the MARC 21 editor, click the field you want to copy.
2. From the Edit drop-down menu, select Field > Copy.
   Or
   Right-click in the field and select Field > Copy. 
3. Click the Add Row icon next to the field immediately above the location where you want to add a new field.
4. Place your cursor in the new row you just added.
5. From the Edit drop-down menu, select Field > Paste.
   Or
   Right-click inside the field and select Field > Paste.

Cut and paste a variable field

You can cut and paste information from one field to another within the same record or to another record or work form. When a field is cut, it is removed from its old location.

1. From the MARC 21 editor, click the field you want to cut.
2. From the Edit drop-down menu, select Field > Cut.
   Or
   Right-click in the field and select Field > Cut. 
3. Click the Add Row icon next to the field immediately above the location where you want to add a new field.
4. Place your cursor in the new row you just added.
5. From the Edit drop-down menu, select Field > Paste.
   Or
   Right-click inside the field and select Field > Paste.

Copy or cut and paste multiple adjacent and nonadjacent fields

You can copy or cut multiple adjacent or nonadjacent fields within the same record and paste them within the same record or to another record.

1. From the MARC 21 editor, select the box beside each field you want to copy or cut.
2. Place your cursor in one of the selected field tags, right-click, and select Field > Copy.
   Or
   Place your cursor in one of the selected field tags, right-click, and select Field > Cut. All selected fields are removed.
3. Place your cursor in the field where you want to paste the field information.
4. Right-click in the field and select Field > Paste. The nonadjacent fields are pasted adjacently in the record.
   • If the row you selected contains data, it will be overwritten with the content from the first copied or cut row. Any additional copied or cut rows will be added as new rows.
   • If the row you selected is blank, no content will be overwritten when you paste the new rows. Click the Add Row icon next to the field immediately above the location where you want to paste the fields to create a new blank row.

Delete a field from a MARC 21 record

1. From the MARC 21 editor, find the field you want to delete.
2. Click the Delete Row icon.

Edit variable fields with guided entry

 Note: Guided entry is limited to records that have English (eng) as the Language of Cataloging. This is found in field 040 subfield b.

You can edit 336, 337, and 338 fields using the guided entry panel. When you expand the panel, it reveals the available form fields (text boxes and drop-down lists) that contain valid default data for creating the field or data from the existing field when editing the field. You cannot enter or edit text in the main field while the guided-entry panel is expanded.

1. From the MARC 21 editor, click the arrow beside the variable field (336, 337, or 338) that you want to edit.
2. Update any fields using the drop-down lists.
3. Click Done.

Go to the electronic location in an 856 field

1. From the MARC 21 editor, right-click the 856 field that contains subfield $u.
2. Select Display Web Page... from the Field flyout menu.
   • If there is only one Web address, your browser opens a window and visits this Web address.
   • If there are multiple Web addresses in subfield $u, a dialog box opens with a list of the Web addresses. You can then click on a link to open it in a new browser window.

Insert information from a cited record

 Note: 

• Only OCLC control numbers can be used for this function.

1. From the MARC 21 editor, add a new field to the record.
2. Enter the following in the new field:

   Field	Valid fields include: 760, 762, 765, 767, 772, 773, 774, 775, 776, 777, 780, 785, 786, 787, 788
   Indictor(s)	First indicator value is 0 or 1 Second indicator values for 760, 762, 765, 767, 770, 773, 774, 775, 776, 777, 786, 787, 788 are [blank], 0 and 8 Second indicator values for 772 are [blank], 0 and 8 Second indicator values for 780 are 0-7 Second indicator values for 785 are 0-8
   Subfield (OCLC control number)	OCLC control number

3. From the Edit drop-down menu, select Insert from Cited Record from the Field flyout menu. Information from the related record will populate the field and a confirmation message appears which states that the information from the cited record has been inserted.

Move a variable field in a MARC 21 record

1. From the MARC 21 editor, click the field that you want to move.
2. Click the Move Up icon or Move Down icon to change the location of the field in the list of fields.

Unlink Non-Latin fields

When you have a MARC 21 bibliographic record or an LBD record that uses fields with both Latin and non-Latin scripts, the system automatically links two same-numbered fields where the field containing the information written in non-Latin script appears above the field with the information written in Latin script. This automatic linking occurs when the record is saved, replaced, reformatted, or validated. If you set or delete holdings, the automatic linking also occurs.

1. From the MARC 21 editor, right-click the field that you want to unlink.
2. Select Unlink Non-Latin Field. When you unlink the non-Latin field, a symbol appears that shows that the field is unlinked.
3. If you do not want fields to be automatically linked, use the Move Up icon or Move Down icon to move the field containing the information in the non-Latin script so that it is not directly above the same-numbered field with the information in Latin script.
4. (Optional). If you unlink a non-repeatable field, you will need to remove one of the instances of the same-numbered field.

Errors corrected

When you manually reformat records, the system makes these minor corrections:

• Converts "pipe" character ( | ) in URLs to code %7C, because the pipe character is not part of the set of ALA diacritics and special characters that are valid in the client.
• Changes subfield codes in uppercase to lowercase.
• Changes fixed field values in the wrong case (uppercase versus lowercase) to the correct case.
• If the last character (check digit) in the ISBN or ISSN is a lowercase x, changes it to uppercase.
• Changes a lowercase dlc in field 040 $a to uppercase DLC
• If field 260 $c contains a date and fixed field element Date1 is blank, adds the date to Date1.
• Deletes leading blanks or blanks between values in fixed field elements. Trailing blanks remain.

Overview

For MARC 21 bibliographic records:

• Automatic validation occurs after you take certain actions on MARC 21 bibliographic records.
• Manual validation occurs when you select Validate from the Record drop-down menu. Manual validation checks the quality of bibliographic records and prevents records with errors from being added to or replaced in WorldCat. You should validate a bibliographic record manually after you edit it.  

Validate a bibliographic record manually

 Note:

• After you validate a record manually, you cannot undo your changes.

1. From the MARC 21 editor, select Validate from the Record drop-down menu.
   • If no errors are found, you will receive the following confirmation message: Validated the record.
   • If significant errors are found, you will receive the following error message: Unable to validate record. Found # validation error(s). See details below.
     • If the record contains invalid elements (e.g., tags, indicators, or subfield codes) or invalid data (e.g., fixed-field codes), the system lists any error messages (e.g., Invalid code in 2^nd $b in 040.) that identify the problems directly below the fields/elements to which they refer. You can use the MARC 21 field help for further information on how to resolve the error if needed.
     • If the record contains an invalid character, the character will be highlighted to more easily identify it. If the record contains multiple invalid characters, only the first invalid character will be highlighted. After you remove the first invalid character and revalidate, the next invalid character will be highlighted.
     • Minor validation errors that do not have a significant impact on the effective use of the record (e.g. leaving the fixed field element Festschrift (008/30) blank) do not require correction. They can still be viewed by selecting Record > Validate.
2. If there are multiple invalid character errors in a field, correct the first in the field and repeat step one.

Set a WorldCat holding on a MARC 21 bibliographic record

1. From the MARC 21 editor, click Record.
2. (Optional) Validate the record.
3. From the Record drop-down menu, select Set WorldCat Holding. The system sets a WorldCat holding on the record.

Set a WorldCat holding on a MARC 21 bibliographic record and send to an export list

1. From the MARC 21 editor, click Set Holding and Export.
2. To add the record to a new list, click New List and follow the steps to create a new export list.
3. To add the record to an existing list, select the name of an export list from Export Lists and then click Add. 
4. (Optional) To view your record in the export list:
   • Click on the name of the export list in the confirmation message.
   • To navigate to the export list, see View export lists.

Set a WorldCat holding on a MARC 21 bibliographic record for other institution(s)

You can set a WorldCat holding on a bibliographic record for other institution(s) if:

• Your institution is set up as an agent and has a list of other libraries for which they can do work.
• You have the Cataloging_Agent role assigned.

Contact OCLC Support to set up your library as an Agent.

1. From the MARC 21 editor, click Record.
2. From the Record drop-down menu, select Set WorldCat Holding for Other Institution(s).
3. From the Set WorldCat Holding for Other Institution(s) dialog, select the institution(s) you want to set WorldCat holdings for using the Institution drop-down list or enter an institution name in the text field. This is an auto-suggest text field. Auto-suggestions for field-appropriate elements start with the first keystroke in the text field.
4. Click Set Holding. You will receive a confirmation message once the WorldCat holding has been set.

Set a holding audience level on a MARC 21 bibliographic record

 Note: Only WorldShare Management Services libraries will see this option. For more information, see WorldCat holdings audience levels.

1. From the MARC 21 editor, click Record.
2. (Optional) Validate the record.
3. From the Record drop-down menu, select your desired audience level from the Set Holding Audience Level to flyout menu. The system sets the holding audience level.

Overview

Create new export list

Add bibliographic records to an export list 

Export bibliographic records from an export list

 Note: Holdings must be set on a record before it can be sent to an export list or individually exported.