Creating Bibliographic Records in OCLC Using Connexion Client

1. Customizing your session settings for deriving bibliographic or constant data records

Open your client and go to the Tools menu (you don’t have to be logged on to OCLC to do this) and select Options, then the Derive Record tab. This form allows you to select or de-select the fields in the bibliographic record that you would like to have automatically retained when you either derive a new bibliographic record from an existing WorldCat record or you derive a new constant data record from an existing constant data record. The “derive” function in Connexion is equivalent to using the “new” command in Passport. When you select your preferences for what fields should come over, think about the kind of cataloging you do (formats, monograph vs. serial, classification scheme used, etc.). There are certain fields which will never be retained regardless of the settings chosen (e.g. 040) and you can see a complete list of these highlighted in yellow by clicking on the Help button on the Derive Record form. The Reset button will set the choices back to the system default. Just remember that if you err on the side of retaining rather than losing fields, you may still have to delete or edit some of the fields that come over because they may not apply as is to the item in hand (e.g. ISBN if you select 02X).

2. Customizing your session settings for offline cataloging

Open your client and go to the Tools menu (you don’t have to be logged on to OCLC to do this) and select Options, then the General tab. The right-hand side of this form is where you will enter your settings so you can do offline cataloging (i.e. create original records without being connected to OCLC). What these settings do is supply information that normally the system gets from your OCLC authorization. When you log on to OCLC, the number you are logging on with tells the system what institution you are from, if you’re an LC or a Dewey Library, etc. But when you’re offline, you’re not connected via an authorization, so you fill this area out once and the system will know what to supply in the record. There are four pieces of data to be filled in:
(Notre Dame values in bold)

Classification scheme: Library of Congress

Holding Library code: INDU (049)

Institution symbol: IND (your OCLC institution code that gets supplied in 040 whenever you update a record) Saint Mary’s: ISN; ND Law: XND; Holy Cross: XXH; Bethel: XBE

MARC Organization code (NUC code) : InNd (only need this if you’re someone at a NACO library creating NACO records) (ND music funnel: InNdHLMu)

3. Derive a new record from an existing bib record in WorldCat (online)

“Deriving” records in Connexion is equivalent to using the “new” command in Passport. This should be used when you need to create a new bibliographic record, but rather than starting from scratch using a workform, you want to use an already existing related record as a basis for the new one.

A. Locate and open the existing WorldCat record that you wish to use as the basis for your new record.

B. Click on the Edit menu and select Derive/New record
OR
Type Ctrl Alt C

C. At this point you’ll be prompted as to whether or not you want to transfer fixed values. In most cases you’ll probably want to say “yes” to bring over the LDR and 008 data.

D. You should now see your “new” record and it should contain the fields you specified up front in no. 1 above. Also note that the title bar reads: Bibliographic Workform: Books. This is a visual cue that you are in the new record that hasn’t been saved to the database yet. The original WorldCat record you derived from had brief title information from the 245 field and it is still open and accessible using the Windows menu to navigate to it.

E. To save your record to the online save file:

Click on the Action menu and choose Save Record to Online File
OR
Type Ctrl Alt V

Your record is now saved in the shared online save file that everyone at your institution has access to, just like the save file you’re used to using in Passport. The system will always assign the lowest available save number, starting at 1. When you save the record, it will close it and you’ll be back looking at the existing WorldCat record you derived from.

4. Create a record from scratch using a workform

To pull up a workform, click on the Cataloging menu and select Create/Single Record and then you see a choice of formats:

Books=ctrl Shift B
Computer Files=ctrl Shift P
Maps=ctrl Shift M
Mixed Materials=ctrl Shift I
Scores=ctrl Shift C
Serials=ctrl Shift L
Sound Recordings=ctrl Shift R
Visual Materials=ctrl Shift V

You can now fill in the necessary data, save as needed, and eventually update the record to add it to WorldCat.

5. Create a record by applying constant data to a workform

If you currently use constant data in Passport that you will want to use in Connexion, you should notify Jennifer Brcka at Jennifer.L.Brcka.2@nd.edu if you have not already done so. Jennifer has already moved more than 30 constant data records to Connexion’s online constant data file as a result of the message we sent out in early February. After today’s training, if you requested that constant data be moved, please check and make sure your record is there and that it’s working as expected.

A. Open a workform for a book (Ctrl Shift B)

B. To apply constant data, click on the Edit menu and select Constant Data/Online/Apply By Name. This is the safest way to apply constant data if you know the name of the constant data record you want to apply. Simply type the name in the box, select Fixed, Variable or Both and click OK. Your workform will be returned to you with the constant data applied and you’re ready to edit, save, update, export, etc.

C. If you don’t remember the name of your constant data record, with your workform open, click on the Edit menu and select Constant Data/Online/Apply From List. A search dialog will open and if you hit Enter without filling in any parameters, you’ll retrieve the entire list. Once you’ve found the record you need, highlight it (single-click), choose Fixed, Variable or Both at the top of the screen and click Apply Selected. Your workform will be refreshed with the constant data applied to it and you’re ready to edit, save, update, export, etc.

Important note: If you select a record from the list and either hit Enter to open it or double click on it in the list, you are opening the constant data record and anything you edit will be changing the constant data record itself, not your workform! So be sure to Apply the record. You can always verify where you are by checking the title bar of the open window. If you are in the constant data record, it will say that and give the name of the record (e.g. ETD04). If you are in your workform, it will say Bibliographic Workform followed by the format (books, maps, etc.).

6. Searching and customizing the Online Save File

To initiate a search of the online save file:

Click on the Cataloging menu and select Search/Online Save File
OR
Type Ctrl F3

A search dialog will appear and if you leave the search boxes blank and just hit enter, you get the whole list of save file records (equivalent to the si command in Passport).

If you know the save file number of the record you want, you can go straight to it by entering the number in the Search box and making sure Save File Number has been selected.

Unlike Passport, Connexion provides a number of alternative ways of searching the save file, so if you forget to make a note of the save file number, you can do keyword searches on title, OCLC control number and a few others. A word of caution: I haven’t tested this extensively, but I found that I did have to include diacritics in the search box in order to pull up words in our Arabic records (e.g. a search for dairat in Title got no hits; a search for da'irat produced a hit) and I found I had to include an acute accent in another record in order to retrieve it.

Life of the Connexion Online Save File
In Passport, all records had a life of 14 days if not resaved. In Connexion, if what you have in save is a new original record that you’ve created from a workform or derived from another record, it will have a life of 28 days before it expires. However, if you put an existing WorldCat record in save, that category still has a 14-day life span.

Customizing the Columns in the Save File
Click anywhere in the list once, then right click and select List Settings. This gives you a very easy way to select and de-select which columns you want to appear and the order in which they appear. Just select an item in the list and then choose to hide it, show it, move it up (i.e. to the left of the screen) or move it down (i.e to the right of the screen).

7. Editing Techniques and Shortcuts

Diacritics
The major change is that diacritics now go AFTER the letter being modified, not in front of it. To enter diacritics and special characters you can still click on the ALA icon like before, or go to the Edit menu and select Enter Diacritics, or type Ctrl E.

If you don’t like using the ALA table and especially if you use the same diacritics most of the time, you can enter them using keystroke shortcuts that have been assigned in the system. You can see what those settings are by going to the Tools menu and selecting Keymaps. This brings up the keymaps dialog. Where it says Display Commands for Category, select Character. On the left side, you’ll see a scroll down list of all the characters that have been assigned shortcut keys and as you select a character, its shortcut will appear in the Current Shortcut Keys box on the right. So you might want to make yourself a cheat sheet of the ones you use most often and keep it handy. It is possible to reassign shortcut keys from this same dialog and it will warn you if you try to assign a key combination which is already in use. But I’d recommend not changing those if you can avoid it. If in the future we want to be able to create and share macros, it will be much easier if everyone is using the same default keymap.

Text Strings
Text Strings is a new feature which can help us be more efficient in our work. You can set these up to add commonly used textual strings or to add fields or even several fields at a time just using a user tool or a keyboard shortcut. There is no limit on the number of characters in a text string. These are local to your machine.

Go to the Tools menu and select Text Strings, then choose Add to create one.

In the Description box you just type a name or phrase that’s going to make it clear to you what it does. Then tab to the Text area and type what you need:

To construct a field with its MARC coding, type the tag, value for indicator 1, value for indicator 2, and the first character of the data with no spaces between:

24510This is the title
590 This is a note. (includes 2 spaces between tag and field data for blank indicators 1 and 2)

Press <Enter> between fields if you enter multiple fields.
Once you create the text string, you have to assign it to either a keystroke shortcut or to a user tool.

Assign a text string to a keystroke combination:

With the text string highlighted in the list of text strings, click on Keymaps and select Text in the Display Command for Category box.
Highlight (single click on) the description of your text string in the list on the left hand side and then click inside the Press new shortcut key box to the right.
Try different key combinations until you find one that has not been assigned. Then click Assign and then OK.

Assign a text string to a user tool:

With the text string highlighted in the list of text strings, click on User tools and select Text in the Display Command for Category box.
Highlight (single click on) the description of your text string in the list on the left hand side and then open up the list of Tools 1-10 by clicking on the arrow under Select new user tool to the right.
If you select one that has already been assigned, you will be told that. Once you find a free user tool, click Assign and then Close.

To apply a text string within a record, just type the keystroke combination if you’ve used the keymap method, or select the appropriate user tool by either going to the Tools menu and selecting User Tools and then the appropriate number (or typing Alt T T and then the number). You can also add a user tool button to your toolbar by selecting the Tools menu, then Toolbar Editor. Scroll down until you reach ToolsUser Tools and the number you want. Then click, hold it and drag and drop to the area of the toolbar you want. Then you just click on that new button when you want to invoke the text string assigned to it.

Basic Editing Commands

All the basic editing options are on the Edit menu with their keystroke equivalents indicated. I also strongly suggest you go into the Client Help (F1) and read the section on editing bibliographic records (click on the Index tab, type edit, double click on Bibliographic records, select Edit bibliographic records and click Display). This is full of helpful information on moving around within a record, making changes, saving records, etc.

To add a new field, choose Insert blank field from the Edit menu, and then either Above current field (Shift Enter) or Below current field (Enter).
Delete field and Copy field are both available from the Edit menu or you can right-click on the field and get those options as well.
Double-clicking highlights a word, triple-clicking highlights the entire text within a field.
Reformat gets rid of extra empty fields and reorders variable fields into numeric tag order.

8. Basics of Offline Original Cataloging

Everything we’ve covered in this session you can also do offline, without being connected to OCLC. To get started, make sure you’ve gone through the steps in sections 1 and 2 above. In addition, you will want to save any constant data records you regularly use to your local constant data file. This will put them into a default location on your own machine so they are available to you even when you’re not logged on to OCLC.

A. Save online constant data locally:

Log on to OCLC. Pull up the list of online constant data (Ctrl N, then Enter with no search parameters chosen). Single click on the record you want and select Save record to local file from the Action menu (or hit F4). Choose Resave when prompted (this will keep the constant data record available for everyone to use online while moving a copy into your local constant data file for you to use offline). Log off.

B. Backing up your local data to a network drive:

Connexion has a built-in backup feature for your local files, but unfortunately it is in the same folder as the original files, so that’s not very helpful if your hard drive crashes or your machine needs to be re-ghosted. But you can very easily change the backup location to something else, like your N drive which is backed up by the OIT on a daily basis:

Open Connexion (you do not have to be logged on) and click on the File menu and select Local File Manager. Click on the Auto Back Up button in the top right corner. Select the Back up local file to option and click Browse. Click on your N drive, then on Private, then on Make new folder. Type in the folder name as OCLC Backups. Click OK twice to exit the dialog.

Working offline is perfect for the first stage of the original cataloging process when you’re working from the item in hand to transcribe the descriptive elements of the record, add the appropriate fixed field data, etc. You can pull up workforms and apply constant data to them. To derive a new record from an existing record, you’ll have to be logged on to find and open the related record. Then execute the derive command, but then immediately save it to the local save file. Then the record will be available from your local save file for future editing without logging on. When you’re ready to update it or you need to interact with the authority file, you can then copy the record from your local save file to the online save file. You will need to be logged on to do that. Choose Save record to online file from the Action menu. You will be prompted as to what you want to do with the local record, resave it or delete it (or think of it as asking whether you want to copy the record or move it). I would recommend deleting it just so your local save file doesn’t get too cluttered with records you are essentially done with.

Advantages to Offline Cataloging:

No Internet connect charges or tying up a dedicated port while you’re working.
You can work even when OCLC is down because everything is being done on your machine.
Local save file never ages so you won’t lose your record because you forgot to resave something.

Disadvantages to Offline Cataloging:

You can’t search WorldCat bibliographic or authority records while you’re offline.
You can’t validate the record, but offline validation is coming in a future version.
As long as you’re using the default local save file, no one else can see your record, but eventually we’ll use shared network drives that are or can be made accessible to others.

Summary To Do List

To prepare for original cataloging in Connexion, both online and offline, follow the instructions in sections 1, 2, 5 and 8 above in order to:

1. Customize your session settings for deriving bibliographic or constant data records
2. Customize your session settings for offline cataloging
5. Verify that any constant data you use in Passport has been successfully moved to Connexion
8A. Save online constant data locally
8B. Set the Auto Back Up of your local data to a network drive