Connexion Client Module 4 Save Files and Batch Processing

Transcription

1 Knowledge Check Test Your Knowledge Connexion Client Module 4 Save Files and Batch Processing 1) What is the difference between an export file and a save file in Connexion? 2) If you have records in your local save file that cannot be deleted, or you see the record is in use error message, what is the first step to take? 3) Which of the following are advantages of using offline batch processing? a. You can run searches and perform actions on multiple records simultaneously. b. You can more efficiently process large groups of records. c. You can edit records in your local bibliographic save file even if there is no Internet connection. d. If co-workers need access to the same records, they can easily be shared. 4) If your library is planning a weeding project in which you expect to delete about 1500 items, and you can generate a report from your local system of OCLC control numbers of records for which your library has weeded the last copy, which option should you consider for deleting your holdings from OCLC: Connexion online processing, Connexion offline processing, or OCLC Batchload? 5) For each of the following scenarios, choose the appropriate batch processing options. a. You work in a university library and you have a work-study student assistant. This student is very capable, but will be graduating at the end of the semester, so you do not want to invest a lot of time in training. You want the student to search WorldCat, and if a single potential match is found, to update holdings and export the record. However, you want a printed report of searches for which there was more than one potential match so that you can repeat the search yourself and choose the best record. What number should you choose for Maximum number of matches to download? What other batch processing option should you select (under Tools>Options>Batch)? 1

2 b. When you finish work on records in Connexion, you export the records to a file, which you then upload to your Library System. Your coworkers all follow the same procedure. On the Tools>Options>Batch screen, under Perform local actions in batch, should you select the option for Bibliographic Record Export? 6) True or False: records from batch searches are automatically saved in the local save file. 7) You have done a batch search by ISBN for HDTV and the transition to digital broadcasting, published by Focal Press in When you look at your local bibliographic save file, you see these records: Which record should you look at first to determine if it matches your item? Test Your Skills Note: In the Skills Test, you will create a local bibliographic save file for practice. Use an authorization and password assigned to your library for this work. Before doing this, make a note of the local bibliographic save file (if any) you use for your own cataloging. If you are not sure of this information, see the answers for help. 8) Set up a local bibliographic save file on your workstation. Name the file TestSave.bib.db and place it in a folder called OCLC Test. Assign your authorization and password to the TestSave.bib.db local file. 9) Use your authorization and password to search online for OCLC records # , # , and # Save each of these records to your new local save file. 10) Choose the first and third records in the save file list. Change holdings on both records simultaneously (add or delete holdings as appropriate). 2

3 11) Search for a batch of records by ISBN Search for the following list of records by ISBN using batch processing: ) Set holdings on the records Using the records downloaded in step 13, update holdings on the records. 13) Delete holdings by OCLC number Using the batch process for holdings by OCLC number, delete holdings for the following OCLC numbers (note: these should be the same titles you downloaded in step 13): ) Change your default local file from TestSave.bib.db back to the local file you use for cataloging. If you do not use a local file in your daily work, change the default local file to DefaultBib.bib.db. Then delete the TestSave.bib.db local file. Answers Test Your Knowledge 1) An export file is the set of MARC records ready for import into your local integrated library system. Records are added to the export file using the Export command. The save file is the set of records you are saving for further work in Connexion. It comes in two flavors, local or online. Records are added using the Save Record to (Local or Online) File command. The save file cannot be imported into your local integrated library system. 2) Use the Compact/Repair command on the Local File Manager (File>Local File Manager ). 3) A, B, C are advantages of using offline batch processing. To share records with co-workers, the Online Save file may be a better option as it is accessible under your OCLC symbol. 3

4 4) In this scenario, OCLC Batch Processing is probably the most efficient option. 5) Batch processing options: a. Under Maximum number of matches to download, you should choose 1. You may choose the option to Print batch reports automatically. b. You should probably not select this option. If you do, you will need to do another step (Batch>Process Batch>Export) to change the status of exported records from R (Ready) to C (Complete) and actually save the records to a file. 6) True. Records that you retrieve by batch processing are placed in the local save file (not the online save file). 7) The first record (OCLC control number ) is the most likely record, since the Library column shows it was cataloged by DLC (Library of Congress). Test Your Skills Use your authorization / password to do this work; you may use actual items from your library or use the examples provided here. 8) To set up your local file, use File>Local File Manager. The file with a red check mark next to it ( ) is your default local file. Make a note of it. Click the Bibliographic radio button and then click Create. Use the standard Windows dialog to create the folder and file. Once you see the file you have created in the file list, click on the file to highlight it and then click Set as Default. You may assign an authorization / password to this file. To do this, click the button labeled Authorization and enter your authorization / password in the spaces provided. Click OK to save this and click Close to exit the local file manager. 9) After bringing up each record, use the command Action>Save to Local File (or press F4). 10) Use Ctrl + click to highlight multiple records. Check the Held column to see the status of holdings on each record. After the records are highlighted, use the command Action>Holdings>Update Holdings (or press F8) to add holdings, or Action>Holdings>Delete Holdings (Shift + F8) to delete holdings. 4

5 11) Batch processing requires you to set up options on your workstation. See the Class Handout under Setup Before Batch Processing for reminders on how to complete this setup. Search for a batch of records a. Batch>Enter Bibliographic Search Keys b. Be sure ISBN (bn:) is selected under Use default index c. Type the first ISBN in the Query box, then press the Enter key d. Type the second ISBN (there is no need to highlight or click back in the query box) then press the Enter key e. Repeat for the remaining ISBNs f. When completed, click Save g. Batch>Process Batch, select the appropriate bibliographic save file (if you have not set up another one, this will be DefaultBib.bib.db), Select Online Searches in the Process Box, then click OK. h. (Optional) Batch report to confirm success 12) Set holdings on the records a. Open your local save file to retrieve the records you downloaded (Cataloging>Search>Local Save File leave the search terms blank to retrieve all records) b. Set holdings on each of the downloaded records, either individually or as a group (Shift+Click to select a range). If successful, update holdings on the status bar will show an R for ready. c. Batch>Process Batch, select the appropriate bibliographic save file (if you have not set up another one, this will be DefaultBib.bib.db), Select Online Record Actions in the Process Box, then click OK. d. (optional) Batch report to confirm success 13) Delete holdings by OCLC number a. Batch>Holdings by OCLC Number b. Enter OCLC numbers in the text box c. Select Delete Holdings and click OK d. (optional) Batch report to confirm success 14) Go to File > Local File Manager. Click the file you use for everyday production cataloging (or Default.Bib.db) once to highlight it, then click Set as Default. Click the TestSave.bib.db once to highlight it, then click Delete File. Click Yes to confirm file deletion. Click Close to close the Local File Manager. 5