OCLC Connexion Client Authorities User Guide

OCLC Connexion Client Authorities

Introduction

This Quick Reference provides brief instructions for:

• Controlling headings in bibliographic records.
•  Creating, editing, saving, exporting, and importing authority records.
•  Batch-processing searches and actions on authority records.
•  For NACO* authorized catalogers only: Adding new records to the LC Names and Subjects authority file and replacing authority records.

Note:
Non-NACO libraries logged on with at least a Full level cataloging authorization can replace records to retain controlled headings.

•  NACO = Name Authority Cooperative program. See a quick reference, Cataloging Authorization Levels for Record Actions and Upgrades, for details.

This quick reference does not cover instructions already available in:

•  Connexion: Searching Authorities Quick Reference
•  Connexion Client Setup Worksheet

Note:
If you are using Connexion client version 3.0 or newer, see Connexion client for applicable documentation.
Note on multiscript support for non-Latin script variant headings: The following non-Latin scripts are supported for adding variant name headings and notes in authority records: Arabic, Chinese, Cyrillic, Greek, Hebrew, Japanese,  and Korean. See more on p. 3.
Menu commands and selected default keystroke shortcuts and toolbar buttons
The following list of default function keystroke shortcuts for menu commands shows corresponding buttons if they are on the default toolbar. You can assign your own keystroke shortcuts in Tools > Keymaps. You can add or remove toolbar buttons using drag and drop in Tools > Toolbar Editor.

Client menu > command

| Keystroke| Toolbar button
---|---|---
Authorities > Search > LC Names and Subjects| |
Authorities > Search > Online Save File| |
Authorities > Search > Local Save File| | —
Authorities > Browse > LC Names and Subjects| |
Edit > Validate| <F5|
Edit > Control Headings > All| <F11)| —
Edit > Control Headings > Single| |
Edit > Control Headings > Uncontrol Single| | —
Edit > Cut Copy Paste > Cut| |
Edit > Cut Copy Paste > Copy| |
Edit > Cut Copy Paste > Paste| |
Edit > Find/Replace| |
Edit > Enter Diacritics| |
Edit > Reformat| |
Action > Lock WorldCat Record| | —
Action > Release Record Lock| | —
Action > Replace Record| | —
Action > Save Record to Online File| | —
Action > Save Record to Local File| | —
Action > Delete Record| |
Action > Export| |
View > Navigate Records and Lists > Back| |
View > Navigate Records and Lists > Forward| |
View > Pinned| | —
Tools > Check Spelling| | —
Help > Client Help| |
Help > MARC Field Help| |

Note:
Commands marked with asterisks are also available on a right-click pop-up menu. To access the menu, right-click in the displayed record, and on the pop- up menu, click a command.
Example: Right-click, and on the pop-up menu, click Copy Control Number to copy the ARN without having to select it.

Control headings in bibliographic records

• When you control a heading in a bibliographic record, the system retrieves a matching authority record and inserts the heading into the bibliographic record as a hyperlink.
• The system uses the link to maintain future changes. If the heading changes in the authority record, the bibliographic record is automatically updated. To denote that the system automatically updated heading(s) in a record, the system adds the text OCLCA in field 040 d

Control a single heading

| Action
---|---
1| Log on and open a bibliographic record or create one.
2| With the cursor in a heading field, click Edit > Control Headings > Single (or use   or ). (This command is also available on the right- click pop-up menu.)
Result: The system searches the LC authority file and does the following, depending on what is found:

• If an exact match is found to a single authority record or to multiple authority records and if the original heading requires no changes in the tag or text:
  The heading is automatically controlled, inserted into the bibliographic record and hyperlinked to the authority record(s). Go to step 4.

•   If an unqualified personal name, no exact match, or no matches are found , the system opens the Control Headings window with a list of candidate headings to help you select or build a controlled heading manually. Go to step 3.

3| If the Control Headings window opens, you can:

• View any proposed authority heading in the list: Click the heading link.
• Select a candidate heading and insert as is: Click Insert Heading next to the heading you want to use. (The window closes and you are returned to the bibliographic record.)
• Look for a better match: In the New Query box, edit the existing text or enter new text, and then click Match Best.
•  Add a subfield to a heading in the list: Click Modify Heading to begin.

When finished, click Insert Heading , or click Cancel to cancel controlling the heading manually. You are returned to the bibliographic record.

4| To retain controlled headings, you must either: Add a new record to WorldCat:
Click Holdings > Update Holdings [or Produce and Update Holdings or Alternate Produce and Update ]. Or
Replace the record in World Cat:
Click Action > Replace Record [or Replace and Update Holdings ].
Requirement: You must be logged on with at least a Full-level cataloging authorization to add or replace records in World Cat.

Control all headings

| Action
---|---
1| Log on and open a bibliographic record or create one.
2| Click Edit > Control Headings > All (or press ).
Results: The system opens a message about the outcome.

• The system replaces controllable fields with controlled fields automatically if exact matches are found.
• If not all headings are controlled, you can try to control each remaining heading one at a time manually.

3| To retain controlled headings, you must add or replace a record in WorldCat. (See step 4 of the instructions for single heading control.)

Controllable fields

1. 100, 110, 111, 130
2.  600, 610, 611, 630, 650, 651, with second indicator 0
3.  655, with second indicator 7 and 2 lcgft
4.  700, 710, 711, 730

• 800, 810, 811, 830

Uncontrol headings
You must uncontrol a heading to edit the text. Uncontrol heading(s) by removing the link:
Action
Uncontrol a single controlled heading:
With the cursor in the tag or indicator cell of the field you want to uncontrol, click Edit > Uncontrol Single (or press ). (This command is also available on the right-click pop-up menu.) Or
Uncontrol all controlled headings:
Click Edit > Uncontrol All (or press .
About adding or replacing records to preserve controlled headings
If you have a Full-level or higher cataloging authorization, you can add or replace records to retain controlled headings. As a result of the successful Expert Community project, you can make additions and changes, including controlling headings, to almost all fields in most records, with a few exceptions. See more information on the Expert Community project Web page.
Note:
With a less than Full-level authorization, although you cannot add or replace a record, you can save the record for review and later completion under a higher authorization.

Edit authority records

About record limits:

• No limits on the number of variable fields or total record length.
• Theoretical limit on the number of characters: Up to 99,999.

Tools for navigating and editing

View > Navigate Records and Lists > Forward
(  or )
Or View > Navigate Records and Lists > Back
(  or )| With a record open from a list, move to the next or previous record in the list without having to re-display it.
View > OCLC Fixed Field > Top ( default )
[or > Bottom or > As Variable **Field ]| Change the way the fixed field displays.
Note: Top or Bottom displays specific fixed field elements.
View > Pinned **(or press )| “Pin” a displayed record open before opening another of the same type. (Records of different types, such as LC authority file records vs. save file records, stay open simultaneously.)

Tips for using lists

•  Re-size columns: Click, hold, and drag the vertical corner of a column.

•  Re-sort a list: Click a column heading to sort the list by the data in that column.

•  Use a right-click shortcut menu: Right-click anywhere in a list and then:

  • Click Copy to copy selected entries in a list

  • Click Select All to select all entries in a list

  •  Click List Settings to customize the list display:
    Show or hide columns, move columns to re-order the list, or reset to the default display.

  • Click Reset List Size to restore columns to default size.

Open MARC field descriptions
To open MARC Field Help for a specific field or fixed field element:
Action
Place the cursor in a variable field or a fixed field data element, and click Help > MARC Field Help (or use or ). The description of  the field opens in Authorities: Formats and Indexes.
Note:
This command is also on the right-click menu.
Open RDA Toolkit field descriptions
You must be a subscriber to RDA Toolkit and enter your subscriber user name and password in Tools > Options > RDA Toolkit. See the RDA Toolkit Web site for more information.
Action
Place the cursor in a variable field and click Tools > RDA Toolkit.
Note:
This command is also on the right-click menu.

Insert diacritics

Enter Latin script diacritics and special characters that are included in a standard set of valid characters adopted by the American Library Association (ALA):

| Action
---|---
1| In a record: Place the cursor where you want to insert, and click Edit > Enter Diacritics (or click   or press ).
Or
In a search term or a “find” or “replace” term: Click Enter Diacritics in a Search, Browse, or Find/Replace window.
2| In the Enter Diacritics and Special Characters window, select a character from the chart of images or from the list of names, and then click Insert or Insert and Close.

Notes:

• Insert a diacritic after the letter it modifies.
• Optionally, use default assigned keystrokes to insert characters. Click View > Assigned Keys for a complete list.

Insert MARC-8 non-Latin script variant headings
For NACO contribution and distribution, the client supports the following MARC-8 character sets for adding variant name headings to fields 4xx and 7xx and to various note fields (for example, 67x):
Arabic (including Persian), Chinese, Cyrillic, Greek, Hebrew (including Yiddish), Japanese, and Korean To enter scripts in the client, install languages and keyboards using your version of Windows. In the browser, copy and paste scripts from other software programs or use the Windows Character Map utility. See client or browser documentation or see Windows Help for details. See general information in Use Non-Latin Scripts for Cataloging.

Create and use constant data

Create MARC-formatted constant data records to add standard content repeatedly to authority records without having to re-key:

| Action
---|---
1| Create a constant data record: Click Authorities > Create > Constant Data () and select a blank record or a MARC format.
2| Add or edit data and save the new constant data record:
Click Action > Save Record to Online File () (must be logged on), or click Save Record to Local File (), and then:

• Required. Assign a name to the constant data record.
• Optional. Click the check box to set the new constant data record as the default, if you use it exclusively or most often.
• Optional. Add a free-text My Status to help retrieve the record (see Tip in “Save records” below for instructions).

3| In the Fields to Apply window, click a button to determine which fields in the constant data record to apply: Fixed , Variable , or Both.

To apply default constant data:
Action
With an authority record open, click Edit > Constant Data > Online > Apply Default (or press ) (must be logged on), or click Edit > Constant Data > Local > Apply Default (or press ).