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Learning objectives

Cataloging in OCLC Connexion

  • Search
  • Derive record
  • Use template
  • Add fields & subfields
  • Use tools and macros to facilitate addition of:
    • 3xx fields
    • text strings
    • creation of NARs
  • Checking authorities
  • Authorities validation
  • Save record in :
    • online file
    • local file
  • Produce new record
  • Replace record after updates
  • Import and merge in Alma

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2

More on authorities database

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Search:

  • Names
  • Corporate bodies
  • Series
  • Subjects
  • Genre
  • Validation

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Cover / Title page / Tp Verso

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Basic interface: Quick Reference

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Search WorldCat searching screen

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Search titles

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Search titles results

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Browse WorldCat searching screen

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Browse titles

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Browse title results

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Browse titles results

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Search ISBN

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Searching ISBN: results

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OCLC template

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Customize toolbar adding shortcut buttons

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PUL symbol is automatically inserted in 040 field

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ISBN search results

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Edit new record

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Editing

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  • To edit: insert cursor in fixed field box, or, in MARC field

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  • To add a MARC field: put cursor at end of previous field and press enter

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  • To add subfield sign: put cursor where the subfield should go and press Ctrl+D

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Browse authorities

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NAR found / Select Window / tile vertically

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Tiled bib record and authority record

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Copy heading and paste in bib record

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Search series

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Add field and subfield/Insert special characters or diacritics

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  • To add MARC field: put cursor at end of previous field and press enter

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  • To add subfield sign: press Ctrl+D

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  • Open ALA tables: select symbol or diacritic and click on “insert and close button”

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ALA copyright symbol is added

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Related adjustment made in fixed field

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After adding copyright date the date code in fixed field needs adjustment to “t”

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264 $c needs brackets

1983

t

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Delete 3xx in foreign language

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T0 delete field:

  • place cursor anywhere in the field
  • right click
  • delete field

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Add 3xx using OCLC macro

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Add 3xx

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Default is for 3xx in volume

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A shortcut button can be added to the toolbar

Slide 88: How to assign new User Tool

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Text String can be used to add fields repeatedly

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Manage text string to add new fields

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Add new field from Text Strings

  • Add new field with Enter key

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  • Open Text String

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  • Select the text string of choice

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  • Apply string

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Create a new text string

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  • Open Text String

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  • Select the desired string

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  • Click on Add button

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Create new string > press OK

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New field created in Text String

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Apply new string

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  1. Create space for new field
  2. Open Text String
  3. Select and click desired string
  4. Apply string

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Applied new string

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Validate record (3 ways)

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Control headings

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  • To control:
  • Scroll down Edit
  • Select Control Headings
  • Select All or Single

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Controlled headings

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Macros can be used to create new authority record

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Ready...

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Save record

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Produce record

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A different scenario for copy cataloging

A short bib in Alma

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Record in MARC view only mode

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Search in Connexion

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Simply update holding

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Another scenario for copy-cat: viable existing record you can use after small edits

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Lock master record

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Edit

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Replace and update holding

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EXPORT

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To export from OCLC to Alma we need to configure Connexion Client.

Detailed instructions in Confluence.

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However

Alma cannot target a match using Alma ID

  1. A record in Alma must have the exact OCLC# in 035 to merge correctly
  2. A record in Alma must be closed and released from MDE to merge
  3. The OCLC record must be of higher encoding level to successfully merge with the Alma record.

All these conditions must be true to export successfully with F5 function.

When can we use the direct export from OCLC to Alma?

Exporting directly from Connexion Client to Alma with the F5 function is more desirable if/when there is no Alma record to merge.

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Export record from Connexion to Alma

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Options:

  • Export button
  • Actions > Export
  • F5

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Exporting Gateway status

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  • The system shows the MMS id
  • Copy MMS
  • Open Alma MDE

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Search by MMS id in Alma

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Export method 2

Capturing a bibliographic record from within Alma.

This method gives more control in merging.

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Search your book by barcode

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Short bib record found

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Short bib open in “MARC view only”

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Search OCLC

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Copy OCLC ID

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Importing and merging a record in MDE

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Search OCLC by OCLC ID#

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Record found

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Merge preview / Copy and merge

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Preview of “Copy and Merge”

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Searching initial title in Alma Search Resources

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Results ofsearch OCLC in Alma

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Compare lists

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1

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Exporting methods

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  1. OCLC → Alma
  2. Alma ← OCLC
  3. Z39.50

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Export a record from ALMA to OCLC

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Start in Alma MDE

Open record to be exported

Copy MMS id

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Export a record from ALMA to OCLC

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Connect to Z39.50

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Export a record from ALMA to OCLC

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Ignore Username/Password

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Press OK

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Export a record from ALMA to OCLC

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Paste Alma MMS

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Export a record from ALMA to OCLC

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Record is transferred complete with all the local fields

To edit and then produce we need to derive the record then start working on it.

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Validation of AAPs [authorized access points in bibliographic records = Control headings] in Connexion

1. Controllable MARC Fields (Direct)

2. Controllable MARC fields (Indirect: Voyager vs Connexion)

3. Controlled Vocabularies (LCNAF, LCSH, LCGFGT, etc.]

4. Use Connexion Menu or Function Keys to validate

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1. Controllable MARC Fields (Direct)

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An 040 field with $b present containing the value eng and at least one of the following controllable fields:

​

•100, 110, 111, 130

•600, 610, 611, 630, 650, 651 [second indicator 0]

•655 [second indicator 7], $2 lcgft

•700, 710, 711, 730

•800, 810, 811, 830

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2. Controllable MARC fields (Indirect)

​

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1XX/240 headings can be validated directly in Voyager.

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1XX/240 cannot be controlled directly in Connexion.

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The 240 does not turn “blue,” because Connexion does not let us control it in the same way as Voyager does. A search or browse in LCNAF is needed to find the correct heading. If the heading is in LCNAF [under the personal name heading: Aeschylus], we consider it controlled:

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The following example shows that name/title headings can be controlled directly in 6XX, 7XX, 8XX fields. So, alternatively, one could test a 1XX/240 by putting them in a single 7XX, and then remove it.

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3. Controlled Vocabularies

•LCNAF [Library of Congress Name Authority File] comprises name headings of persons, corporate bodies, conferences, events, geographical places, jurisdictions, etc.

•LCSH [Library of Congress Subject headings], including free-floating subject subdivisions

•LCGFT [Library of Congress Genre and Form Headings]

•These vocabularies/thesauri are in

--Connexion

--LC ClassWeb

--LC Linked Data Service

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4. Use Connection Menu or Function Keys to validate:

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Use:

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Some headings can only be controlled by using <F11>

•Place the cursor on the field we want to control and hit F<11>

•Or right click on it to bring out the control menu and select “control single heading”:

​

​

​

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All unqualified personal names need to be controlled individually in Connexion.

Before selecting “insert heading,” make sure it represents the correct entity. Why? Because under RDA we are no longer allowed to use undifferentiated name entities.

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•

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Certain subdivisions cannot be controlled, e.g., $v Translations into [language], and will not turn blue. We leave it as is, after confirming (SHM H 2220 1.a) that this subdivision is correct.

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Connexion versus Voyager (ALMA)

Validating AAPs in Voyager:

  1. Voyager will display Heading is valid if there is an Authority record
  2. Voyager will display a list of headings to choose from if there is no matching Authority record
  3. Voyager will display a See reference, if it detects a variant heading
  4. Often Voyager is unable to detect syntactic errors in complex headings (chiefly in 6XX)
  5. Voyager (ALMA) performs partial validation on AAPs with free-floating subdivisions

Validating AAPs in Connexion:

  1. Connexion will turn the heading to “blue”
  2. Connexion will not display such a list, if there is no matching Authority record
  3. Connexion will automatically convert a variant heading into a controlled heading
  4. Connexion will, in most cases, detect syntactic errors in complex headings—it will either offer a list of suggested corrections or, simply, will not turn the entire text string “blue”
  5. Connexion will perform complete validation on AAPs including subdivisions
  6. When such headings do not turn “blue,” catalogers need to determine its cause [by consulting SHM, looking for pattern headings in LC ClassWeb or LC online catalog) and correct the error

​

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The End

For questions please do not hesitate to contact

Lia Contursi: contursi@princeton.edu

Yang Wang: yangwang@princeton.edu

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Additional slides about Toolbar Editor in Connexion Client

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How to assign new User Tool

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Select macro and User Tool

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Action 1: select the desired macro

Action 2: open dropdown menu and select the Tool number preferred

Action 3: Click on “Assign Tool”

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Assign Tool

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After the selection, the assignment tool will appear in the upper box: Current User Tool

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Press OK

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Tool 1 is now assigned to “Add 3xx” macro

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To create a shortcut button use Tools > Toolbar Editor

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In dropdown menu ...

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Find Tool button

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Select and click on it and hold down

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Drag the symbol to the desired place in the Toolbar

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