WorldCat data sync collections: Staging Quick Reference

Transcription

1 WorldCat data sync collections: Staging Quick Reference Introduction When you are creating a bibliographic or bibliographic and local holdings records data sync collection, you have the option to limit added records to WorldCat Staging. To limit your added records to WorldCat Staging: 1. On the Bibliographic Record Information accordion, click the Processing tab. 2. Select the Yes radio button for Limit Added Records to WorldCat Staging. Note: Yes should only be selected if you do not want new records added to WorldCat. If you select Yes, any records which are not matched will be added to WorldCat Staging, a partially indexed area of WorldCat, as an unresolved record. Some institutions may choose this option rather than having their unresolved records added to WorldCat as original cataloging. In addition to being added to staging because the Limit Added Records to WorldCat Staging selection is set to Yes in your collection, a record may be considered unresolved because of legitimate differences in cataloging practice or data errors that prevented matching and resolution. For example, if you have Limit Added Records to WorldCat Staging set to No, but the records added have critical (VEL 2) or severe (VEL 3) validation errors, those newly added records will also be in WorldCat Staging. Unresolved records can only be found using the OCLC number provided in the Unresolved Cross Reference file. They cannot be searched for by other institutions. This document presents scenarios for processing unresolved records in Connexion Client, Connexion Browser, and WorldShare Record Manager. 1

2 Fixing unresolved records using Connexion Browser To fix unresolved records using an existing record: 1. Search WorldCat by OCLC number, found in the Unresolved Cross Reference file, followed by an asterisk. The asterisk indicates the record is in WorldCat Staging. 2. Save record to online file. Note: Optional My status: unres (or similar). 3. Identify search keys from the record (author, title, year, etc.) 4. Search WorldCat by identified search keys. If a record is found, determine if it meets your needs. If it does, make updates as needed to the WorldCat record. 5. For the unresolved record: a. Delete holdings and the record will be removed automatically. b. Do nothing and the record will be removed after 180 days. To fix unresolved records by correcting the unresolved record: 1. Search WorldCat by other search keys. If no record is found, display the record from the Save file. 2. From the Action drop-down list, select Lock Master Record. 3. From the Edit drop-down list, select Validate Record to display errors. 2

3 4. Edit the record to correct errors. 5. From the Action drop-down list, select Replace Record. The record is now fully indexed in WorldCat. Fixing unresolved records using Connexion Client To fix unresolved records using an existing record: 1. Search WorldCat by OCLC number found in the Unresolved Cross Reference file. 2. Save record to online file. Note: Optional My status: unres (or similar). 3. Identify search keys from the record (author, title, year, etc.). 4. Search WorldCat by identified search keys. If a record is found, determine if it meets your needs. If it does, make updates as needed to the WorldCat record. 5. For unresolved record: a. Delete holdings and record will be removed automatically. b. Do nothing and record will be removed after 180 days. 3

4 To fix unresolved records by correcting the unresolved record: 1. Search WorldCat by other search keys. If no record is found, display the record from the Save file. 2. From the Edit drop-down list, select Validate Record to display errors. 3. Edit the record to correct errors. 4. From the Action drop-down list, select Replace Record. The record is now fully indexed in WorldCat. Note: Lock Master Record is not required. To fix unresolved records using local batch processing: 1. Create an ASCII text file (file extension *.txt) of OCLC numbers from the Unresolved Cross Reference file. 2. Click Batch > Enter Bibliographic Search Keys. 3. Click Import. 4. Click Local File Manager to navigate to the file. 5. Click Open. 6. Click Process Batch > Online Searches to download records to a local save file. 7. Open the local save file to view records. 8. Search WorldCat interactively by other search keys. If record is identified, press <F4> to save record to the local save file. 4

5 9. When all searches are complete, sign off. 10. Click <F3> to open the local save file to compare records and complete cataloging. 11. Search WorldCat by other search keys. If no record is found, display the record from the local Save file. 12. From the Edit drop-down list, select Validate Record to display errors. 13. Edit the record to correct errors. 14. From the Action drop-down list, select Replace Record. The Process Batch > Online records actions record is now fully indexed in WorldCat. Note: Lock Master Record is not required. Fixing unresolved records using WorldShare Record Manager To fix unresolved records using an existing record: 1. Search WorldCat by OCLC number found in the Unresolved Cross Reference file, followed by an asterisk. The asterisk indicates the record is in WorldCat Staging. 2. From the Save drop-down list, select Save and Lock WorldCat Record or Save In-Progress Record. Note: Locking a master record prevents any other OCLC member from replacing the master record while you have it locked. Locks expire in 14 days, but the record remains in the save file. You may re-save the record to extend the lock. Optional: Select a Workflow Status and enter My Status (free text) 3. Click Save. When a record is successfully saved, the record is system-assigned a sequential Save File Number. 4. Identify search keys from the record (author, title, year, etc.). 5. Search WorldCat by identified search keys. If a record is identified, click the title of the item or Edit Record to open the MARC 21 Edit Record window. 5

6 6. From the Record drop-down list, select Set from the WorldCat Holding flyout menu. The system sets a WorldCat holding on the record. 7. For the unresolved record: a. Delete holdings and the record will be removed automatically. b. Do nothing and the record will be removed after 180 days. To fix unresolved records by correcting the unresolved record: 1. Search WorldCat by other search keys. If no record is found, open the record from the Save file. 2. From the Record drop-down list, select Validate. 3. Edit the record to correct errors. Repeat step 2 to confirm all errors are resolved. 4. From the Save drop-down list, select Replace WorldCat Record. The record is now fully indexed in WorldCat. 6