WorldShare Record Manager. Editing bibliographic data. Purpose of Record Manager. Sign In. Edit records

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1 WrldShare Recrd Manager Editing bibligraphic data Purpse f Recrd Manager Tasks yu can d in Recrd Manager Edit bibligraphic recrds Create new master recrds (riginal catalging) Derive new master recrds frm existing recrds Replace master recrds Maintain hldings Print labels Exprt bibligraphic recrds (nn-wms libraries) Create and edit lcal bibligraphic data Create and edit lcal hldings recrds Create and edit authrity recrds Sign In Use Firefx, Ggle Chrme, Safari, r Internet Explrer 9 r higher t g t the unique URL yu have been prvided Sign in with yur unique user name and passwrd Frm the tp menu, select Metadata Frm the left navigatin bar, select Recrd Manager Edit recrds Use these actins t edit existing WrldCat master recrds, r t create new WrldCat recrds. Find the recrd yu want t edit. Click the title, OR click Edit Recrd OR click Create WrldCat Recrd In the left panel, Recrd Manager displays a histry f recrds yu have edited in the current sessin. 1

2 If yu navigate t next r previus recrds withut making any edits, the Edit MARC tab in the left panel remains gray, and the OCLC number in the tab changes as yu navigate. Any recrds yu edit are identified with an range circle. (Fr purpses f the edit histry, deleting a field desn t cunt as an edit). Clse All Tabs buttn clses all pen recrds, including any yu have edited. MARC Field Help: Variable fields: Right-click in any cell f desired field, then select Field Help > MARC Field Help. Bibligraphic Frmats and Standards fr that field pens in new brwser windw. Guided entry fields (such as 008): Click t expand field. Click next t element name (such as Illustratins). Bibligraphic Frmats and Standards fr that element pens in new brwser windw. Insert field belw current field: Click Delete current field: Click Mve field up: Click Mve field dwn: Click Edit guided-entry fields: In LDR (Leader), 006, 007, 008, 336, 337, 338 fields, click t expand field Use drp-dwn menus t select apprpriate value fr each element When finished, click Dne Subfield delimiter: Use $ Refrmat deletes empty fields, and srts variable fields int numerical rder: 006-3xx: srted by all 3 characters f tag 4xx-9xx: srted by tag grup, but within grup, input rder preserved 029 always at bttm 049 is always last 0xx field T refrmat, frm the Recrd menu, click Refrmat Validate verifies: Validity f tags, indicatrs, and subfield cdes All required fields are present Nn-repeatable fields ccur nly nce 2

3 Structure f sme fields (such as 020) Relatinship between sme elements Validate ccurs autmatically when yu Replace Master Recrd r Add New Recrd T manually invke validatin, frm the Recrd menu, click Validate Validatin errr messages display belw the field with an errr If recrd passes validatin, Validatin f recrd successful displays at tp f recrd Cntrl headings: Cntrl headings links headings in bibligraphic recrds t matching Library f Cngress r MeSH authrity recrds, if available Clicking a cntrlled heading hyperlink in a bibligraphic recrd pens the authrity recrd in a separate windw Once yu cntrl a heading (and add r replace the recrd in WrldCat), the heading in the bibligraphic recrd is autmatically updated whenever the linked authrity recrd changes T cntrl all cntrllable headings, frm the Recrd menu, click Cntrl All Headings T cntrl a single heading (fr example, fr an unqualified persnal name, r fr a MeSH heading): right-click in the field, then click Cntrlled Heading > Add Aut-Suggest LC Names: When yu begin typing a persnal, crprate, r cnference name in a 1XX r 7XX field, Recrd Manager suggests a list f ptential matches. If the name yu select is assciated with a single authrity recrd, the heading is autmatically cntrlled. By default, Aut- Suggest is enabled. T turn ff this feature, click Preferences buttn under Recrd Manager panel, then the Wrking with Recrds accrdin, and in the Cntrlled Headings sectin, un-check Autmatically suggest Library f Cngress names. T edit a cntrlled field (fr example, t add a subdivisin): right-click in the field, then click Cntrlled Heading > Remve Replace master recrd Replace saves yur changes t the WrldCat master recrd. Yu need t replace if yu cntrlled headings / edited a master recrd fr the changes t be retained n the master recrd. Training is available n Replacing WrldCat Master Recrds! T replace a master recrd, g t Save > Replace WrldCat Recrd (r keybard shrtcut: Ctrl + Alt + F, then S, then R) Derive recrd Use Derive t cpy data frm an existing WrldCat recrd t a new recrd (fr example, fr a different editin r a different physical frmat). Retrieve an existing WrldCat recrd Frm a list f recrds, click Derive Recrd, OR in a full recrd, frm the Recrd menu, click Derive WrldCat Recrd If needed, frm the Recrd menu, click Change Material Type Edit the recrd as apprpriate T add the new recrd t WrldCat and set yur hldings, frm the Save menu, click Add Recrd and Set WrldCat Hlding 3

4 Create New Recrd Use Create New Recrd t create a recrd frm a blank frm. Frm the left navigatin bar, select Create WrldCat Recrd Select Type: MARC21 View r Text View Select Frmat: AACR2 r RDA Select Material Type Template: Bk, etc. Click Create Enter infrmatin and edit the recrd as apprpriate T add the new recrd t WrldCat and set yur hldings, frm the Save menu, click Add Recrd and Set WrldCat Hlding Save In Prgress The Save In Prgress file is accessible t everyne in yur library, using Recrd Manager, Cnnexin Client, r Cnnexin Brwser OCLC n lnger autmatically deletes recrds frm the save file. Recrds remain in the save file until yu delete them, r until yu take an actin such as set hldings r delete hldings. T save a recrd: Frm the Save menu, select Save In-Prgress Recrd OR, frm the Save menu, select Save and Lck WrldCat Recrd. Lcking a master recrd prevents any ther OCLC member frm replacing the master recrd while yu have it lcked. Lcks expire in 14 days, but the recrd remains in the save file. Yu may re-save the recrd t extend the lck. Optinal: select a Wrkflw Status, and enter My Status (free text) Click Save. T search fr save file recrds: Frm the left navigatin bar, select Saved In Prgress frm the Scpe drpdwn Select index and enter yur search terms, then click Search. T retrieve all save file recrds, select index Save File Number, and enter * (asterisk) 4

5 Keybard shrtcuts Yu can nw use keybard shrtcuts t perfrm actins within a recrd. Previusly, yu perfrmed keybard shrtcuts by pening a keybard shrtcut dialgue and making selectins. New keybard shrtcuts are available fr the fllwing actins in select editrs: Add Field Rw (CNTRL+SHIFT+A) Cpy Field Rw (CNTRL+SHIFT+C) G t Next MARC Recrd (CNTRL+SHIFT+8) G t Previus MARC Recrd (CNTRL+SHIFT+7) Mve Rw Dwn (CNTRL+SHIFT+M) Mve Rw Up (CNTRL+SHIFT+U) Mve LHR t Different WrldCat Recrd (CNTRL+SHIFT+2) Paste Field Rw (CNTRL+SHIFT+G) Remve Cntrlled Heading (CNTRL+SHIFT+B) Send t Exprt List (CNTRL+SHIFT+6) Send t Label List (CNTRL+SHIFT+5) Send t Lcal System (via TCP/IP) (CNTRL+SHIFT+4) 5