Instructions for OCLC Local Holdings Maintenance

Transcription

1 Instructions for OCLC Local Holdings Maintenance Union List of Serials Revised December 12, 2011 Originally created for use by Resource Sharing Alliance (RSA) members by Erica Laughlin, Resource Sharing Alliance (RSA) Database Coordinator Adapted for use by Reaching Across Illinois Library System (RAILS) members on July 18, 2012 by Susan Weinmann, RAILS Resource Sharing Manager *Please note that OCLC did not create this document, nor is OCLC responsible for the content contained within it. RAILS staff does not provide support for local holdings maintenance. Table of Contents Logging into Connexion Browser... 2 Setting Up Automatic Login... 3 Accessing the Search WorldCat Screen... 4 Command Line Searching by ISSN... 5 Command Line Searching by OCLC Title Control Number... 6 Keyword/Numeric Searching by ISSN... 7 Keyword/Numeric Searching by Title & Publisher... 8 Matching a Serials Record to Your Item Creating a Permanent Retention Local Holdings Record for a Serial Currently Received Creating a Permanent Retention Local Holdings Record for a Serial Not Currently Received Creating a Limited Retention Local Holdings Record Setting Up Local Holdings Constant Data Deriving a Local Holdings Constant Data Record Searching for Local Holdings Constant Data Records Applying Constant Data to a Record Displaying Local Holdings on a Bibliographic Record Option Displaying Local Holdings on a Bibliographic Record Option Editing an Existing Local Holdings Record Option Editing an Existing Local Holdings Record Option Deleting a Local Holdings Record Logging Off of Connexion Browser Appendix A: Enumeration Caption Abbreviations Appendix B: Using the Periodicals Forms... Error! Bookmark not defined. Questions?... 87

2 OCLC Local Holdings Maintenance Instructions 2 Logging into Connexion Browser 1. Open an internet browser and type into the URL line. Note: Internet Explorer and Mozilla Firefox are the most compatible with OCLC Connexion Browser. 2. Enter your library s cataloging authorization and password. The authorization number may be entered with or without hyphens. Example: or *Please contact OCLC Support at support@oclc.org or if you do not know your library s Connexion authorization and password. 3. Click the Logon button. 4. Once you login, a welcome screen with the Message of the Day appears.

3 OCLC Local Holdings Maintenance Instructions 3 Setting Up Automatic Login Setting up automatic login allows you to quickly login to Connexion Browser. Your authorization number and password will automatically appear in the boxes, eliminating the need to manually enter the information each time you login. You may save up to 10 authorizations. Automatic login must be set up for each computer you use to access Connexion Browser. 1. Open an internet browser and type into the URL line. 2. Click Local Browser Settings on the lower right side of the login screen. (See the previous page for a screen shot.) 3. This pop-up box appears: 4. Enter your library s cataloging authorization number and password. 5. You may enter your name, but this is optional. 6. Click the radio button under Default if you would like to make this login the default. 7. In the box under Dewey-Only, type an uppercase N (for No). 8. Click the Save Settings button. 9. Click OK when a pop-up box appears, alerting you that Your settings have been stored. 10. The logon screen appears with your library s authorization and password automatically filled into the boxes. Click the Logon button. 11. Once you login, Connexion s welcome page with the Message of the Day appears.

4 OCLC Local Holdings Maintenance Instructions To return to this page at any point, click Home in the upper right corner of the header bar. See the next page for a screen shot. Accessing the Search WorldCat Screen 1. On the navigation bar, the Cataloging tab opens by default. Local holdings maintenance is performed under this tab. 2. Click the Search button under the Cataloging tab. Use the first drop-down menu, labeled Search Options, to select WorldCat: Navigation Bar Header Bar 3. The Search WorldCat screen appears. You may search for serial records and local holdings records much like you would search for bibliographic records by a command line or a keyword/numeric search.

5 OCLC Local Holdings Maintenance Instructions 5 Command Line Searching by ISSN 1. Search by the International Standard Serial Number (ISSN) first, if the item has one. In the Search for box below the Command Line Search heading, type in: followed by the ISSN found on the serial. Tips: Do not enter a space between the in: s colon and the first digit of the ISSN. Enter a hyphen when you type the ISSN. Example: in: Use the Show drop-down menu to select Local Holdings. Note: The Show Local Holdings if Single Record Found search criteria appears in both the Command Line Search and the Keyword/Numeric Search areas. 3. Click the Search button below the Command Line Search box.

6 OCLC Local Holdings Maintenance Instructions 6 Command Line Searching by OCLC Title Control Number OCLC assigns a unique number to each bibliographic record in the WorldCat database. This number is called the OCLC title control number. In Connexion, the OCLC title control number appears in the bibliographic record s upper left corner. If you know the OCLC title control number of the record to which your library s holdings are attached, or if you know the OCLC title control number of the record to which you would like to attach your library s holdings, perform a command line search for that OCLC title control number. 1. In the Search for box below the Command Line Search heading, type the number sign ( # ) followed by the serial s OCLC title control number. Do not include a space between the number sign and the first digit of the OCLC title control number. Example: # Use the Show drop-down menu to select Local Holdings. Note: The Show Local Holdings if Single Record Found search criteria appears in both the Command Line Search and the Keyword/Numeric Search areas. 3. Hit Enter or click Search.

7 OCLC Local Holdings Maintenance Instructions 7 Keyword/Numeric Searching by ISSN 1. Search by ISSN first, if the item has one. Under Keyword/Numeric Search, use the drop-down menu to select ISSN (in:) from the list of search options. Tip: If you do not see ISSN (in:) in the list of options, click on the search index to highlight it. Then simultaneously press <ALT> <Y> on your keyboard to switch to the long list of search indices. The long list should include the option to search by ISSN (in:). 2. Type the ISSN in the Search for box. Enter a hyphen when you type the ISSN. Example: Use the Format drop-down menu to select Serials. 4. Use the Show drop-down menu to select Local Holdings. Note: The Show Local Holdings if Single Record Found search criteria appears in both the Command Line Search and the Keyword/Numeric Search areas. 5. Check the Retain Search box to save your search selections, in case you need to repeat the search. 6. Click Search or hit Enter to begin searching.

8 OCLC Local Holdings Maintenance Instructions 8 Keyword/Numeric Searching by Title & Publisher 1. If your item does not have an ISSN and you do not know the record s OCLC title control number, use the boxes under Keyword/Numeric Search to search by the title. Example: Public Libraries Tips: If Title (ti:) does not appear as the index for one of the Search for fields, use the drop-down menu to display a list of search options. Select Title (ti:) from the list. Exclude initial articles such as a, an, the when searching by title. 2. In the box next to the Publisher (pb:) index, enter the item s publisher. Example: Public Library Association If Publisher (pb:) does not appear as the index for one of the Search for fields, use the dropdown menu to display a list of search options. Select Publisher (pb:) from the list. 3. Use the Format drop-down menu to select Serials. 4. The following step is optional: To see if your library has already created a local holdings record for this particular title, use the Holdings drop-down menu to select Institution Holdings (li:)

9 OCLC Local Holdings Maintenance Instructions 9 a. In the field next to Institutions, enter your library s three-letter OCLC code. You may enter the code in upper or lower case letters. Example: Your library s OCLC code is IHX, so you would type IHX to search for your library s holdings. 5. Use the Show drop-down menu to select Local Holdings. 6. Check the Retain Search box to save your search selections, in case you need to repeat the search. 7. Click Search or hit Enter to begin searching. Notes: If your library has more than one local holdings record attached to the record, an Institution Summary screen will appear with a list of your library s holdings. To view one of the records on the list, click on the record s hyperlinked (blue, underlined) record number. If your library does not have any local holdings attached to the record, a No records found for your search message appears, as in this example below. In this case, you would re-search for Public Libraries without specifying Institution Holdings in your search.

10 OCLC Local Holdings Maintenance Instructions A list of search results appears. If it is not already selected, select Current display is brief list from the Search Results drop-down menu. 9. In the list of search results, look for a record that has at least one of the following (circled in the screen shot above): a. The format which the record represents enclosed in square brackets. Examples: [SERIAL] [MICROFILM] [electronic resource] b. A large number of holdings. Holdings indicate the number of OCLC member libraries that own the item and have attached their OCLC codes to the record. Example: Holdings: 965 c. The Library of Congress s OCLC code, DLC, which appears in a blue box: The presence of the DLC indicates the Library of Congress created or edited the record. 10. To open a record from the list of search results, click on the record s hyperlinked number (squared in the screen shot above).

11 OCLC Local Holdings Maintenance Instructions 11 Matching a Serials Record to Your Item 1. Make sure your item matches the following fields on the MARC record: FIELD FUNCTION BLvl Bibliographic Level Check the BLvl value to make sure it is s (for serial). S/L Entry Convention Use a record that is coded as 0 for successive entry, in which a new record is created each time there is a change in the serial s title. ELvl Encoding Level The encoding level indicates the level of detail used in the record. Never use a record with an ELvl value of 3, which indicates a bare bones record created by a vendor. ELvl M records are minimal-level records that were batchloaded into OCLC. ELvl M records should not be used if they lack core descriptive information. Form Form of Item blank = regular print a = microfilm b = microfiche f = Braille s = electronic Dates Includes two fields: Date 1 and Date 2. A serial record should have a beginning date (Date 1) and an ending date (Date 2) of publication. A serial that is currently published has a Date 2 value of ISSN (International Standard Serial Number) While ISSN is an effective way to match an OCLC record to your item, ISSN should not be the only tag considered. 245 Title Check the 245 field to make sure your serial s title matches that on the record. 260 Publication Information Check the location and name of the publisher. 310 Current Publication Frequency Check how often the serial is currently issued. 338 Carrier Type The physical format of the resource. Carrier type only appears on records created according to the RDA (Resource Description & Access) cataloging rules. A regular print serial will use the carrier term: volume A regular print serial will use the carrier code: nc 2. If you compare multiple OCLC records for an item and find that those records appear to be duplicates, use the record that has the 042 field, which indicates that the record has been reviewed and authenticated by a cataloging agency. Greater number of library holdings attached to it. Most complete notes (5XX fields) and subject headings (6XX fields).

12 OCLC Local Holdings Maintenance Instructions 12 Always check the following fields when comparing a serials record to your item: ISSN (022) Authentication (042) Title (245) Publication Info (260) Notes (5XX) Current Publication Frequency (310) Subject Headings (6XX)

13 OCLC Local Holdings Maintenance Instructions 13 Creating a Permanent Retention Local Holdings Record for a Serial Currently Received Follow these instructions if your library currently receives a serial and wants to permanently retain all issues of that serial beginning with a particular volume or other enumeration designation (e.g., v.1 or pt.1), issued in a specific year (e.g., 1993). 1. With the desired record displayed, go to the Action menu and select Create Local Holdings from the drop-down menu.

14 OCLC Local Holdings Maintenance Instructions 14 A local holdings record workform appears in edit mode: Notes: The data present in the variable fields is pulled from the bibliographic record. The Edit, Action, and View drop-down menus only contain selections that apply to local holdings maintenance. The top of the record contains the OCLC title control number, the ISSN (022), the frequency code, and the publication dates. (See the screen shot above.) The following fields will be edited: o Summary o Leader o 008 field o 853 field o 863 field An asterisk ( * ) to the left of a field indicates that the field must be present on a local holdings record for that record to pass validation.

15 OCLC Local Holdings Maintenance Instructions Edit the Summary field. Definition: The Summary field contains a statement of your library s local holdings. The Summary statement should be inclusive and reflect all of your library s holdings for the title. Instructions: In the Summary field, delete the auto-generated statement, Local holdings available. Enter a permanent retention holdings statement for your library. Example: Your library wants to retain all issues of Public Libraries beginning with volume 1, issued in So in the Summary line, you would type the following: v.1- (1993-)

16 OCLC Local Holdings Maintenance Instructions Edit the Leader. Definition: The Leader contains coding for record status, type of record, encoding level, and item information. Instructions: Open the Leader by clicking on the + sign to the left of the line. This will expand the line. a. From the Encoding Level drop-down menu, select 3 Level 3. Use Level 3 for a permanent retention local holdings record. See the screen shot below. b. Click Apply to save the change and collapse the line.

17 OCLC Local Holdings Maintenance Instructions Edit the 008 field. Definition: The 008 field contains fixed-length data elements, including acquisition and retention information. Instructions: Click on the + sign to the left of the line beginning with 008. This will expand the line. a. Go to the Receipt or acquisition drop-down menu. Select 4 Currently received since the library currently receives the title. b. Go to the General retention policy drop-down menu. Select 8 Permanently because the library plans to keep the title indefinitely. The 008 field values on your screen should resemble the ones below: c. Click Apply to save your changes and collapse the line.

18 OCLC Local Holdings Maintenance Instructions Edit the 853 field. Definition: The 853 field contains captions that serve as prefixes to the enumeration and chronology data entered in the 863 field. Notes: The highest, most inclusive level of enumeration should be used to describe holdings. Enumeration usually means volume (v.), but other possibilities exist. Refer to the Appendix of this document for a list of additional enumeration captions and their abbreviations. Second level enumeration captions (e.g., numbered issues) should be used only when necessary to avoid confusion about holdings. Example: Use v.1-v.10,v.13- not v.1:no.1v.10:no12,v.13:no.1- Make sure the enumeration caption you use in the 853 field matches that used in your Summary statement. If a serial does not use an enumeration scheme, omit the enumeration caption. Leave the chronology caption as (year) Instructions: Click on the + sign to the left of the 853 field. This will expand the line. a. In the box next to 1 st level enumeration $a, type v. (or the applicable enumeration caption; see the Appendix). b. In the box next to 1 st level chronology $i, type (year) Make sure the word year is in parentheses. Your 853 field should resemble the screen shot on the next page.

19 c. Click Apply to save your changes and collapse the line. OCLC Local Holdings Maintenance Instructions 19

20 OCLC Local Holdings Maintenance Instructions Edit the 863 field. Definition: The 863 field contains the enumeration and chronology data for the captions entered in the 853 field. Notes: The highest, most inclusive level (i.e., year) should be used to describe the chronology of the holdings. o Example: Use not 1992: :12 If a serial has more than one date, use the following in this order: 1. Date of coverage 2. Date of publication 3. Date of copyright 4. Date of printing If chronology data is available, but the exact year cannot be determined, use a question mark in place of the fourth digit. o Example: Use 197? not 1966? nor 19?? If the date cannot be determined to the nearest decade, omit the date. Instructions: Click on the + sign to the left of the 863 field. This will expand the field. a. Use the drop-down menu next to Field encoding level to select 3 Holdings level 3. b. In the box next to 1 st level enumeration $a, type in 1- c. In the box next to 1 st level chronology $i, type in See the screen shot below. d. Click Apply to save your changes and collapse the line.

21 7. Go to the Edit drop-down menu and select Validate Record. OCLC Local Holdings Maintenance Instructions 21 Validation only takes a moment to complete. During validation, Connexion checks your local holdings record to make sure it follows the rules in the OCLC Local Holdings Format and Standards (e.g., you will receive a validation error if you delete a required field). Validation does not check spelling in the local holdings record (no spell checker is available in Connexion Browser).

22 OCLC Local Holdings Maintenance Instructions 22 If validation is successful, a Record validated message, in green, appears at the top of the record: If validation fails, an error message, in red, will appear at the top of the record. The message will say something like Record failed validation. 1 error(s) found. See details below. (The number of errors found will vary, depending on your number of mistakes.) Correct the errors and re-run validation to make sure the corrected fields comply with the validation rules.

23 8. Go to the Action drop-down menu and select Add Record : OCLC Local Holdings Maintenance Instructions The following pop-up box appears, asking if you want to add the record: Click OK.

24 The local holding record appears with a green Record added message at the top. OCLC Local Holdings Maintenance Instructions 24

25 OCLC Local Holdings Maintenance Instructions 25 Creating a Permanent Retention Local Holdings Record for a Serial Not Currently Received Follow these instructions if your library no longer receives a serial, but you want to permanently retain previous issues of that serial (e.g., Jan Dec. 2008). 1. With the desired record displayed, go to the Action menu and select Create Local Holdings from the drop-down menu.

26 OCLC Local Holdings Maintenance Instructions 26 A local holdings record workform appears in edit mode: Notes: The data present in the variable fields is pulled from the bibliographic record. The Edit, Action, and View drop-down menus only contain selections that apply to local holdings maintenance. The top of the record contains the OCLC title control number, the ISSN (022), the frequency code, and the publication dates. (See the screen shot above.) The following fields will be edited: o Summary o Leader o 008 field o 866 field An asterisk ( * ) to the left of a field indicates that the field must be present on a local holdings record for that record to pass validation.

27 OCLC Local Holdings Maintenance Instructions Edit the Summary field. Definition: The Summary field contains a statement of your library s local holdings. The Summary statement should be inclusive and reflect all of your library s holdings for the title. Instructions: In the Summary field, delete the auto-generated statement, Local holdings available. Enter a permanent retention holdings statement for your serial. Option #1: If your serial publishes one volume (or the applicable enumeration caption, such as part) each month, enter a Summary statement to reflect the range of volumes and years retained by your library. Example: Your library no longer receives Southern Living, but it wants to retain back issues of the magazine beginning with volume 20, issued in February 2000, and ending with volume 78, issued in November So in the Summary line, you would type the following: v.20-v.78 ( )

28 OCLC Local Holdings Maintenance Instructions 28 Option #2: If your serial publishes one volume per year (e.g., v.1), with numbered issues assigned to each month of that year (e.g., no.2 for February s issue of the serial), use a detailed Summary statement to reflect the volumes, issue numbers, months, and years of that serial your library retains. Example: If Southern Living assigned one volume number to each year, and then assigned a number to the magazine issued each month, your library would use this Summary statement to reflect its holdings for February 2000-November 2005: v.20:no.2-v.78:no.11 (2000:Feb.-2005:Nov.)

29 OCLC Local Holdings Maintenance Instructions 29 Option #3: If you are unable to find volume numbers (or the applicable enumeration captions) on your serial, in the Summary line, enter the range of month and years of that serial that your library is retaining. Example: If Southern Living did not use volume numbers, and your library wanted to retain the back issues of this magazine from February 2000 to November 2005, in the Summary line, you would enter the following: Feb Nov. 2005

30 OCLC Local Holdings Maintenance Instructions Edit the Leader. Definition: The Leader contains coding for record status, type of record, encoding level, and item information. Instructions: Open the Leader by clicking on the + sign to the left of the line. This will expand the line. a. From the Encoding Level drop-down menu, select 3 Level 3. Use Level 3 for most permanent retention local holdings records. b. If you are entering a local holdings record that includes information about volumes, numbers, months, and years in its Summary statement [for example: v.20:no.2-v.78:no.11 (2000:Feb.-2005:Nov.)], use the Encoding Level drop-down menu to select 4 Level 4. This is a more detailed permanent retention local holdings record than level 3. See the screen shot below. c. Click Apply to save the change and collapse the line.

31 OCLC Local Holdings Maintenance Instructions Edit the 008 field. Definition: The 008 field contains fixed-length data elements, including acquisition and retention information. Instructions: Click on the + sign to the left of the line beginning with 008. This will expand the line. a. Go to the Receipt or acquisition drop-down menu. Select 5 Not currently received since the library no longer receives new issues of the serial, but it will retain back issues. b. Go to the General retention policy drop-down menu. Select 8 Permanently because the library plans to keep the back issues indefinitely. The 008 field values on your screen should resemble the ones below: c. Click Apply to save your changes and collapse the line.

32 OCLC Local Holdings Maintenance Instructions Edit the 866 field. Definition: The 866 field contains a textual description of the serial holdings. Instructions: Click on the + sign to the left of the line beginning with 866. This will expand the line. a. Go to the Field encoding level drop-down menu. Select 3 Holdings level 3, which matches the encoding level value you selected in the Leader. Select 4 Holdings level 4, if you selected an encoding level value of 4 in the Leader. Only select 4 Holdings level 4 if you are entering a local holdings record that includes information about volumes, numbers, months, and years in its Summary statement. Example: v.20:no.2-v.78:no.11 (2000:Feb.-2005:Nov.) b. Go to the Type of notation drop-down menu. Select 1 ANSI/NISO Z39.71 or ISO Choose this option because local holdings records with encoding level values of 3 or 4 meet the requirements for ANSI/NISO Z39.71 and ISO c. In the box next to Linking field, enter the digit for zero: 0 Enter zero because the holdings are recorded only in the 866 field no 853 or 863 field is present in this record. d. In the box next to Textual string, enter the same information you entered into the Summary line. Re-type the Summary statement or copy/paste it into the Textual string box. To copy/paste the Summary, do the following: 1. Go to the Summary line. 2. Highlight the Summary statement. 3. Use your mouse to right click. Select Copy. 4. Return your cursor to the Textual string box. 5. Use your mouse to right click. Select Paste to insert the Summary statement into the box. For the Southern Living example, I enter v.20-v.78 ( ) into the Textual string box. Your 866 field should resemble the screen shot on the next page.

33 e. Click Apply to save your changes and collapse the line. OCLC Local Holdings Maintenance Instructions 33

34 OCLC Local Holdings Maintenance Instructions The 853 and 863 fields are not used in a permanent retention local holdings record for a serial that is not currently received. Go to the Functions drop-down menu for each field and select Delete Field. Note: You must delete each field separately. There is no way to delete two fields at the same time in Connexion Browser. See the screen shot below. Access the Functions menu for both the 853 and the 863 fields. Select Delete Field for each. Once you select Delete Field from the Functions menu, the 853 or the 863 field (depending on which field you chose to delete) should immediately disappear from the record.

35 OCLC Local Holdings Maintenance Instructions 35 A message in green will appear at the top of the record, confirming that the Field deleted.

36 7. Go to the Edit drop-down menu and select Validate Record. OCLC Local Holdings Maintenance Instructions 36 Validation only takes a moment to complete. During validation, Connexion checks your local holdings record to make sure it follows the rules in the OCLC Local Holdings Format and Standards (e.g., you will receive a validation error if you delete a required field). Validation does not check spelling in the local holdings record (no spell checker is available in Connexion Browser).

37 OCLC Local Holdings Maintenance Instructions 37 If validation is successful, a Record validated message, in green, appears at the top of the record. If validation fails, an error message, in red, will appear at the top of the record. The message will say something like Record failed validation. 2 error(s) found. See details below. (The number of errors found will vary, depending on your number of mistakes.) Correct the errors and re-run validation to make sure the corrected fields comply with the validation rules. 8. Go to the Action drop-down menu and select and select Add Record.

38 9. The following pop-up box appears, asking if you want to add the record. OCLC Local Holdings Maintenance Instructions 38 Click OK. The local holding record appears with a green Record added message at the top.

39 Creating a Limited Retention Local Holdings Record OCLC Local Holdings Maintenance Instructions 39 Follow these instructions if your library wants to retain a limited publication range of a serial for a limited amount of time (e.g., the issues published in the current year plus the previous two years). 1. With the desired record displayed, go to the Action menu and select Create Local Holdings.

40 OCLC Local Holdings Maintenance Instructions 40 A local holdings record workform appears in edit mode: Notes: The data present in the variable fields is pulled from the bibliographic record. The Edit, Action, and View drop-down menus only contain selections that apply to local holdings maintenance. The top of the record contains the OCLC title control number, the ISSN (022), the frequency code, and the publication dates. (See the screen shot above.) The following fields will be edited for a limited retention local holdings record: o Summary o Leader o 008 field o 852 field An asterisk ( * ) to the left of a field indicates that the field must be present on a local holdings record for that record to pass validation.

41 OCLC Local Holdings Maintenance Instructions Edit the Summary field. Definition: The Summary field contains a statement of your library s local holdings. The Summary statement should be inclusive and reflect all of your library s holdings for the title. Instructions: In the Summary field, delete the auto-generated statement, Local holdings available. Type a limited retention holdings statement for your library. Example: Your library wants to keep the current year, plus the previous two years, of Real Simple magazine. So in the Summary Line, you would type the following: Retains current + 2 years.

42 OCLC Local Holdings Maintenance Instructions Edit the Leader. Definition: The Leader contains coding for record status, type of record, encoding level, and item information. Instructions: Open the Leader by clicking on the + sign to the left of the line. This will expand the line. a. From the Encoding Level drop-down menu, select 2 Level 2. Use Level 2 for a limited retention local holdings record. See the screen shot below. b. Click Apply to save the change and collapse the line.

43 OCLC Local Holdings Maintenance Instructions Edit the 008 field. Definition: The 008 field contains fixed-length data elements, including acquisition and retention information. Instructions: Click on the + sign to the left of the line beginning with 008. This will expand the line. a. Go to the Receipt or acquisition drop-down menu. Select 4 Currently received since your library currently receives the title. b. Go to the General retention policy drop-down menu. Select 6 For a limited period since your library is keeping issues for a limited amount of time, such as Retains current + 2 years in this example. Your 008 field values should resemble the ones below. c. Click Apply to save your changes and collapse the line.

44 OCLC Local Holdings Maintenance Instructions Edit the 852 field. Definition: The 852 field is a system-supplied field that, by default, displays your library s three-letter OCLC code (e.g., IHX) and your default holding code (e.g., IHXA). Instructions: a. Place your cursor at the end of the 852 field, directly after your library s default holding code in subfield b (e.g., $b IHXA). b. Enter one space and then type $x (Subfield $x indicates a non-public note.) c. Enter one space after $x and type the Summary statement. --or-- Copy/paste the Summary statement into subfield $x: 1. Go to the Summary line. 2. Highlight the Summary statement. 3. Use your mouse to right click. Select Copy. 4. Return your cursor to the 852 field. 5. Enter one space after $x. 6. Use your mouse to right click. Select Paste to insert the Summary statement into the field. In this example, you would enter Retains current + 2 years. (without quotes) into subfield $x. See the screen shot below.

45 The 853 and 863 fields are not used in a limited retention local holdings record. Go to the Functions drop-down menu for each field and select Delete Field. OCLC Local Holdings Maintenance Instructions 45 Note: You must delete each field separately. There is no way to delete two fields at the same time in Connexion Browser. See the screen shot below. Access the Functions menu for both the 853 and the 863 fields. Select Delete Field for each. Once you select Delete Field from the Functions menu, the 853 or the 863 field (depending on which field you chose to delete) should immediately disappear from the record. A message in green will appear at the top of the record, confirming that the Field deleted.

46 6. Go to the Edit drop-down menu and select Validate Record. OCLC Local Holdings Maintenance Instructions 46 Validation only takes a moment to complete. During validation, Connexion checks your local holdings record to make sure it follows the rules in the OCLC Local Holdings Format and Standards (e.g., you will receive a validation error if you delete a required field). Validation does not check spelling in the local holdings record (no spell checker is available in Connexion Browser).

47 OCLC Local Holdings Maintenance Instructions 47 If validation is successful, a Record validated message, in green, appears at the top of the record. If validation fails, an error message, in red, will appear at the top of the record. The message will say something like Record failed validation. 2 error(s) found. See details below. (The number of errors found will vary, depending on your number of mistakes.) Correct the errors and re-run validation to make sure the corrected fields comply with the validation rules. 7. Go to the Action drop-down menu and select and select Add Record.

48 8. The following pop-up box appears, asking if you want to add the record. OCLC Local Holdings Maintenance Instructions 48 Click OK. The local holding record appears with a green Record added message at the top.

49 OCLC Local Holdings Maintenance Instructions 49 Setting Up Local Holdings Constant Data To avoid repeatedly entering the same information when you create or edit local holdings records, you may create constant data for local holdings information your library routinely uses in its serial records. You may find it helpful to create separate constant data for each type of holdings (i.e., limited retention or permanent retention) your library regularly uses. Example: If your library frequently uses the Retains current + 3 years statement for a limited retention local holdings record, create constant data for this statement. After creating the constant data, you will not need to manually enter the Retains current + 3 years holdings information each time you attach your library s holdings to a serial that you retain for the current year, plus the three previous years. 1. If the Cataloging tab is not already open, click on the Cataloging tab on the navigation bar. 2. Use the third drop-down menu, labeled Create Options, to select LH Constant Data.

50 OCLC Local Holdings Maintenance Instructions 50 A local holdings constant data workform appears: 3. Using the instructions provided above for creating a permanent retention or a limited retention local holdings record, enter the necessary information. For this example, you will create a constant data record for the Retains current + 3 years local holdings statement.

51 OCLC Local Holdings Maintenance Instructions 51 After you finish entering the appropriate information for the Retains current + 3 years local holdings record, your constant data workform will look like this: Note: The Field deleted message appears at the top of the workform since you created constant data for use in a limited retention local holdings record. In such a record, the 853 and 863 fields are not used. Hence the Field deleted message at the top of the workform.

52 OCLC Local Holdings Maintenance Instructions After completing your edits to the workform, go the Action menu and select Save Constant Data Record.

53 OCLC Local Holdings Maintenance Instructions 53 The following screen appears: 5. Enter a name in the Constant Data name field. Tip: The constant data name may only contain letters, numbers, or spaces, so you would replace the + with the word plus and omit the period. Example of a constant data name: Retains current plus 3 years 6. Check the box next to Make this your default Local Holdings Constant Data record, if you want this constant data to serve as the default. 7. Leave the My Status box blank. See the next page for a screen shot of the save settings for the Retains current + 3 years constant data record.

54 8. Click Yes to continue. OCLC Local Holdings Maintenance Instructions 54

55 OCLC Local Holdings Maintenance Instructions 55 A message, in green, should appear at the top of the local holdings constant data workform to let you know that the Record saved as constant data.

56 OCLC Local Holdings Maintenance Instructions 56 Deriving a Local Holdings Constant Data Record You may create a constant data record by deriving it from a local holdings record previously created by your library. You use the local holdings record as a template to create the constant data. 1. With the desired local holdings record displayed, go to the Edit menu and select Derive New Constant Data Record.

57 OCLC Local Holdings Maintenance Instructions 57 The derived constant data record workform appears: 2. Using the instructions provided above for creating a permanent retention or a limited retention local holdings record, edit the necessary information on the constant data workform. Be sure to include a Summary statement. For this example, you will derive a constant data record from your library s local holdings record for Real Simple, which has Retains current + 2 years as its Summary statement.

58 OCLC Local Holdings Maintenance Instructions 58 After you finish entering the appropriate information for the Retains current + 2 years local holdings record, your constant data workform will look like this:

59 OCLC Local Holdings Maintenance Instructions After completing your edits to the workform, go the Action menu and select Save Constant Data Record.

60 OCLC Local Holdings Maintenance Instructions 60 The following screen appears: 4. Enter a name in the Constant Data name field. Tip: The constant data name may only contain letters, numbers, or spaces, so you would replace the + with the word plus and omit the period. Example of a constant data name: Retains current plus 2 years 5. Check the box next to Make this your default Local Holdings Constant Data record, if you want this constant data to serve as the default. 6. Leave the My Status box blank. See the next page for a screen shot of my save settings for the Retains current plus 2 years constant data record.

61 7. Click Yes to continue. OCLC Local Holdings Maintenance Instructions 61

62 OCLC Local Holdings Maintenance Instructions 62 A message, in green, should appear at the top of the local holdings constant data workform to let you know that the Record saved as constant data.

63 Searching for Local Holdings Constant Data Records OCLC Local Holdings Maintenance Instructions 63 The following steps are optional. After you create new constant data, you do not have to search for a list of all the local holdings constant data records your library has created. 1. On the navigation bar, under the Cataloging tab, go to the first drop-down menu, labeled Search Options or WorldCat, depending on which OCLC services you have accessed during your session. 2. Select LH Constant Data from the drop-down menu.

64 OCLC Local Holdings Maintenance Instructions Click the Search button to return a list of all the local holdings constant data records created by your library.

65 A list of your library s local holdings constant data records appears on the screen: OCLC Local Holdings Maintenance Instructions 65 From this screen, you may do the following: To set a constant data record as your default, click the desired record s Set Default button. Your current default constant data record is listed above the search results. In this example, the default constant data record is Retains current plus 2 years To view a constant data record, click on the record s hyperlinked number, to the left of its name. o Make any edits to the constant data record (e.g., correct a typo). Be sure to save your changes by going to the Action menu and selecting Save Constant Data Record. o To return to the list of constant data records, click on the blue Search Results button. To delete one or more constant data records, check the box on the far left of the record s line. o Then go to the Action/Sort menu and select Delete Flagged Records. o Click OK when a pop-up box appears, asking if you want to delete the flagged records.

66 OCLC Local Holdings Maintenance Instructions 66 Applying Constant Data to a Record 1. Search WorldCat for the bibliographic record to which you want to apply the constant data. Search using an ISSN, an OCLC title control number, or another search index. Use the Show drop-down menu to select Bibliographic Record. 2. When the record is displayed, go to the Action menu and select Create Local Holdings.

67 OCLC Local Holdings Maintenance Instructions The local holdings record workform appears in edit mode. Go to the Edit menu and select one of the following options from the list: Apply CD By Name Apply CD From List Apply Default CD

68 OCLC Local Holdings Maintenance Instructions 68 After you apply constant data using one of the three options listed on the previous page, a message, in green, will appear at the top of the local holdings record to let you know that the Constant Data applied. 4. Make the necessary edits to the local holdings record. Remember to delete the 853 and 863 fields if you are creating a limited retention local holdings record (e.g., Retains current + 2 years, as in the example above). If you do not delete the 853 and 863 fields in a limited retention local holdings record, validation will fail. 5. Validate the record. Go to the Edit menu and select Validate Record. Once validation successfully completes, a green Record validated message appears at the top of the record. 6. Go to the Action menu and select Add Record. Click OK when a pop-up box appears, asking if you want to add the record. Once the local holdings record is added to OCLC WorldCat, a green Record added message appears at the top of the record.

69 OCLC Local Holdings Maintenance Instructions 69 Displaying Local Holdings on a Bibliographic Record Option 1 1. Search WorldCat for the desired bibliographic record. Search using an ISSN, an OCLC title control number, or another search index. Use the Show drop-down menu to select Bibliographic Record. 2. From the list of search results, click on the blue hyperlinked LH that appears to the left of a record in the list. The LH indicates that your library has created a local holdings record for this search result.

70 3. After clicking the hyperlinked LH, your library s local holdings record appears: OCLC Local Holdings Maintenance Instructions Use either of the blue Bib Record buttons, located above and below the record, to switch to the bibliographic record view.

71 OCLC Local Holdings Maintenance Instructions 71 Displaying Local Holdings on a Bibliographic Record Option 2 1. Search WorldCat for the desired bibliographic record. Search using an ISSN, an OCLC title control number, or another search index. Use the Show drop-down menu to select Bibliographic Record. 2. From the list of search results, click on the blue hyperlinked number (circled below) that appears next to the record that also has a hyperlinked LH and your library s OCLC code (arrowed below). Example: please click on the hyperlinked 9 to view the bibliographic record for this search result. Click on this record s number because it has a hyperlinked LH and your library s OCLC code ( In IHX ). Your library s OCLC code will appear instead of IHX if you have holdings attached to the bibliographic record.

72 OCLC Local Holdings Maintenance Instructions When the bibliographic record is displayed, go to the View menu and select Display Local Holdings. 4. The following screen appears: 5. From the Local holdings type drop-down menu, you may search for the following: All Holdings Region Holdings State Holdings Group Holdings Institution Holdings You will likely use Institution Holdings (i.e., search by your library s holdings) the most often. For this example, I select Institution Holdings from the drop-down menu.

73 OCLC Local Holdings Maintenance Instructions After you select one of the choices from the Local Holdings type menu, the following screen appears: 7. Enter your library s three-letter OCLC code in the Institution box, if the code does not automatically appear. This box is not case-sensitive, so you may enter your library s code in upper or lower case. Example: you want to search for your library s holdings for Real Simple magazine, so you would enter your OCLC code, IHX, into the Institution box. 8. Click the Display Local Holdings button. 73

74 9. A pop-up box appears, which will look similar to the following: OCLC Local Holdings Maintenance Instructions 74 To view the library s local holdings record, click on the blue hyperlinked text in the SUMMARY column. If you hover your cursor over the OCLC code in the INST column (in this example, the OCLC code is IHX), a small yellow box will appear. This box contains the name of the library attached to the OCLC code (i.e., your library). 10. The SUMMARY column displays the library s local holdings information. In this example, the SUMMARY column indicates that your library Retains current + 2 years of Real Simple magazine. The Summary statement may appear in hyperlinked (blue, underlined) text. If it does, as in this example, click on the hyperlinked Summary statement to view the library s local holdings record. The local holdings record appears on your screen. See the next page for a screen shot. 74

75 OCLC Local Holdings Maintenance Instructions Once you have opened a local holdings record, use either of the blue Bib Record buttons, located above and below the record, to switch to the bibliographic record view. Note: You may also search for and view local holdings records via OCLC FirstSearch. For more information, please see the guide Using OCLC FirstSearch to Obtain a List of Your Library s Serial Titles, located on the RAILS website. 75

76 OCLC Local Holdings Maintenance Instructions 76 Editing an Existing Local Holdings Record Option 1 1. Search WorldCat for the bibliographic record to which the local holdings record is attached that you need to edit. Search using an ISSN, an OCLC title control number, or another search index. Use the Show drop-down menu to select Bibliographic Record. 2. With the bibliographic record displayed, go to the Action menu and select Edit Local Holdings. 76

77 OCLC Local Holdings Maintenance Instructions 77 The local holdings record now appears in edit mode: 3. Use the instructions for creating local holdings records permanent retention or limited retention to make the desired changes to the record. --or-- Apply local holdings constant data to the record and make any necessary edits. 77

78 OCLC Local Holdings Maintenance Instructions After you finish editing the record, go to the Edit drop-down menu and select Validate Record. 78

79 OCLC Local Holdings Maintenance Instructions After validation successfully completes, go to the Action drop-down menu and select Replace Record. 6. The following pop-up box appears, asking you to confirm the replacement of the record: Click OK. 79

80 The local holding record appears with a green Record replaced message at the top: OCLC Local Holdings Maintenance Instructions 80 80

81 OCLC Local Holdings Maintenance Instructions 81 Editing an Existing Local Holdings Record Option 2 1. Search WorldCat for the local holdings record you need to edit. Search using an ISSN, an OCLC title control number, or another search index. Use the Show drop-down menu to select Local Holdings. The local holdings record appears in edit mode: 2. Use the instructions for creating local holdings records permanent retention or limited retention to make the desired changes to the record. --or-- Apply local holdings constant data to the record and make any necessary edits. 3. After you finish editing the record, go to the Edit drop-down menu and select Validate Record. 4. After validation successfully completes, go to the Action drop-down menu and select Replace Record. 5. When a pop-up box appears, asking you to confirm the replacement of the record, click OK. 81

82 OCLC Local Holdings Maintenance Instructions The local holding record appears with a green Record replaced message at the top. Deleting a Local Holdings Record 1. To delete a local holdings record entered by your library, search WorldCat by using an ISSN, an OCLC title control number, or another search index to locate the title in WorldCat. Use the Show drop-down menu to select Local Holdings. 2. With the local holdings record displayed, go to the Action drop-down menu and select Delete Local Holdings. 82

83 OCLC Local Holdings Maintenance Instructions The following pop-up box appears: Click OK. 4. Once you delete the holdings, a message, in red appears at the top of the screen: Click Yes to remove your library s OCLC symbol from the record. 83

84 OCLC Local Holdings Maintenance Instructions A message, in green, will appear at the top of the record to confirm that the local holdings have been deleted. 84

85 OCLC Local Holdings Maintenance Instructions 85 Logging Off of Connexion Browser When you are finished using Connexion Browser, click Logoff in the upper right corner. 85

86 OCLC Local Holdings Maintenance Instructions 86 Appendix A: Enumeration Caption Abbreviations When creating or editing a permanent retention local holdings record, use the following abbreviations* for the enumeration caption (853 or 866 field): TERM ABBREVIATION edition(s) new series number(s) part(s) series supplement ed., eds. new ser. no. pt., pts. ser. suppl. tome t. tomo t. volume(s) v. Make sure the enumeration caption you use in the 853 or 866 field matches that used in your Summary statement. *Selected abbreviations from Anglo-American Cataloguing Rules, Second Edition, Appendix B 86