Authorities in Connexion

1. Resources for Authorities in Connexion

If you do original cataloging, please view the tutorial Controlling Headings in Bibliographic Records available at http://www.oclc.org/support/training/connexion/client/tutorial/default.htm (29 pages, approximately 12 minutes to complete). Remember, you will need to launch this from within Internet Explorer. The Connexion tutorials do not work with Netscape.

There are 8 different pdf documents in the Authorities section at http://www.oclc.org/support/documentation/connexion/client/ covering all aspects of authority work.

2. Searching the Authority file

Go to the Authorities menu and select Search/Authority File (or type Shift F2)

Use the Command Line Search Box to enter phrase, numeric, keyword or derived searches, using the following formatting which resembles (but is not identical to) authority searching in Passport:

1. Phrase searching: use the sca command and the appropriate index label immediately followed by a colon and the phrase.

Examples:

sca ti:city of god
sca co:university of notre dame
sca pn:clooney, george
sca cn:international congress of medieval canon law
sca su:dogs
sca sb:antiquities

2. Keyword/numeric searching: use the appropriate index label immediately followed by a colon and the search term (word or phrase). You may also include the Boolean operators, AND, OR, NOT.

Examples (numeric):

an:5026991 (OCLC assigned authority record number)
ln:sh 99002344 (LC assigned authority record control number)
bn:8449405807 (ISBN)
in:1549-1854 (ISSN)

Examples (keyword):

pn:ames and pn:charlotte (personal names)
co:gaelic (corporate or conference names)
cn:irish and cn:conference (corporate or conference names)
ti:cuailnge (titles)
sp:terrorism (topicals)
gg:notre and gg:dame (geographic names)
su:roses
su:shakespeare and su:william
su:south and su:bend
sb:description and sb:travel
nw:hesburgh (LC names=010 with n* prefix)

For details on what fields and subfields are in each index, click the Help button in the lower right corner of the Search Authority File dialog. Scroll down and you’ll see a blue hot link to Authority File Indexes and Fields Indexed. That will give you all the details as to what each of these index labels actually means.

3. Derived searching: there are 4 derived search formats.

Personal Name
4,3,1
Enter search as: pd:nixo,ric,m
Corporate/Conference/
=4,3,1
Enter search as:=notr,dam,
Geographic
cd:4,3,1
Enter search as:cd:notr,dam,
Title
3,2,2,1
Enter search as:cit,of,go,
Subject
5,3
Enter search as:engli,lit

In addition to the command line search, you have the Keyword/Numeric search area that allows you to enter terms and choose indexes from a list and combine them with Boolean operators without having to remember index labels.

Options to include See and See Also references in your results:
       Choosing these options allows you to see the 4XX (see references) or 5XX (see also references) terms in your authority file search list. The 5XX terms will be hot-linked which is a handy mechanism for getting quickly to the right term if you’re not sure of what you’re looking for.

3. Browsing the Authority File
       Open the Authorities menu and select Browse/Authority File or type Alt + F2. This is just another interface for phrase (sca) searching that allows you to choose your index from a list and not have to remember index labels. It also offers you the expanded term feature. This allows you to include the initial letters or words of a subheading (e.g. $$t in a name heading; $$x in a subject heading) in addition to the main heading ($$a) and thus zero in on your record when dealing with long lists and avoid excessive scrolling.

Example: I need a “history” heading for Canada, but I don’t know what the time periods are.

Type Alt + F2 to open the Browse Authority File dialog. Type “canada” in the Browse for box
and select LCSH as the index. Type “his” in the Expanded Term box and hit Enter. You’ll get dropped into the list of headings for Canada beginning with the first one that is subdivided by $x History.

Expanded term is also available from the root browse list. Just highlight the line for the group of records you want and enter the first few letters or first word of the subdivision you want in the Expanded term box:

Example: I need the uniform title for Beethoven’s Moonlight Sonata.

Type Shift + F2 and do a command line search for Beethoven: sca pn:beethoven, ludwig
In the resulting root browse list, highlight the line with over 600 records, type “moon” in the Expanded Term box at the top and hit Enter. You get dropped into the index right where Moonlight sonata appears.

4. Moving through lists of authority records
The Page Up and Page Down buttons will take you up and down the list. If your search retrieves more than 100 records, you will have to use the Previous 100 Records and Next 100 Records options on the View menu to move up and down such a list.

5. Controlling Headings
Headings control in Connexion allows catalogers to verify that their records contain the authorized form of entry for names, subjects and series in 8XX fields. Headings that have been controlled become hotlinked to give catalogers an easy way to directly access the authority record associated with a heading. Controlled headings in bibliographic records will be able to be updated automatically in future should the authorized form of the heading change.

Headings can be controlled one at a time (Edit/Control Headings/Single or F11 or right click on the heading and select Control single heading) or you can control all authorized headings in a record all at once (Edit/Control Headings/All or Shift + F11). If the system finds a unique match between your heading(s) and a 1XX or a 4XX in an authority record, it will take the appropriate action (create the link OR flip the heading and create the link). However, in the case of personal names with only a $$a, the system will not do any flipping or controlling automatically. It will force your human intervention to make a judgement as to whether the personal name heading in your bib record is the same person as the one in the authority record.

If you want to edit a heading in a bibliographic record that is controlled (i.e. hotlinked) you have to uncontrol it before you can edit it (Edit/Control Headings/Uncontrol Single or CTRL + F11 or right click on the heading and select Uncontrol single).

Once a field becomes controlled, if you need to click in it to select it for any reason (e.g. to insert a field above or below), click in the tag. Otherwise the hotlink tends to activate and it will take you out to the authority record.
Staff creating original records should attempt to control the headings in their records before they add the record to WorldCat. It’s a means of verifying you have the correct forms, you are providing the links for future users of the records, and you are enabling that record to be automatically updated in future should an authorized form change.

To control headings on an existing WorldCat record, it works like any other lock and replace action so we would be limited by our authorization level on what records we could do that to.

6. Using the NACO macro in Connexion

The NACO macro is available from the OCLC list under the Tools/Macros/Manage menu. You can run it from there once your cursor is in the appropriate field in the bib record, but you will probably want to assign it to a user tool on your toolbar or to a shortcut key:

Assign the NACO macro to a user tool and place it on your toolbar:
1. Open the Connexion client, but you do not need to log on.
2. Go to the Tools menu and select User Tools/Assign.
3. Select Macro in the Display Commands for Category box.
4. Select OCLC!Generate Authority Record from the list of macros.
5. Select a new user tool that has not yet been assigned and click Assign. Click OK.
6. Go to the Tools menu and select Toolbar Editor.
7. Scroll down until you reach the ToolsUserTool you assigned to the macro. Click, hold and drag it to your toolbar. Release the mouse button. Click close.

Assign the NACO macro to a shortcut key:
1. Open the Connexion client, but you do not need to log on.
2. Go to the Tools menu and select Keymaps.
3. Select Macro in the Display Commands for Category box.
4. Click on the + next to OCLC and select GenerateAuthorityRecord.
5. Place the cursor in the Press New Shortcut Key box and enter a keystroke combination that has not yet been assigned. [To view a complete list of assigned shortcut keys, go to the View menu and select Assigned Keys]. Click Assign. Click OK.

The NACO macro can be used offline and online. If you need to do more work on a record, you can save it to your local authority save file until it’s ready for review. At that point move it to the online authority save file and let the NACO coordinator know it’s ready for review.