https://nzschools.share.worldcat.org/wms Record Manager is an OCLC application that is used for cataloguing. New Zealand school libraries can use Record Manager to find catalogue records in WorldCat and export those records from WorldCat to their own library system. Services to Schools will supply each school with login instructions. Page 1 of 35
Getting started Log in to Record Manager 1. Enter the New Zealand schools URL for Record Manager shown above. 2. This will bring up the sign in screen shown. 3. Enter your User Name and Password. 4. Click Sign In. Page 2 of 35
First time login The first time you login you will be asked to select a branch. If you login on a new computer you will also be asked to select a branch. Page 3 of 35
Select your branch 1. Click on New Zealand Schools. 1 2. Then click on OK. 2 Page 4 of 35
Opening screen 1. To get to Record Manager click on the Metadata tab. Or, if the 4 Metadata options are already showing as on the screen shot here 1 2 2. Click on Record Manager. Page 5 of 35
Record Manager menu This set of options appears on the left of your screen. There are two options for New Zealand schools. 1. Search Used to find the catalogue records you want to add to your library catalogue. 2. Saved Lists Used when exporting catalogue records to your library catalogue. 1 The other options on this menu are only available to Te Puna member libraries. 2 Page 6 of 35
Exporting records from WorldCat to your library catalogue There are 6 parts to the process of exporting records from WorldCat into your local library catalogue. 1. Set up your export preferences in Record Manager 2. Create an export list 3. Select the record(s) you want to export 4. Add the record(s) to your export list 5. Send the export list to your library catalogue 6. Delete the export list Page 7 of 35
1. Setting up export preferences You only need to set up your preferences once. They are then saved for your login. Start at Step 2 for subsequent sessions. 1. Search for a bibliographic record in Record Manager and bring up the edit screen. See p. 17 for how to search with an ISBN number. 2. Click on the User Preferences cog. Page 8 of 35
User preferences pop-up (Part 1) Click on the arrow in the Format box to select the format you want for your records. Page 9 of 35
User preferences pop-up (Part 2) Format If your local system does not support non-latin scripts (e.g. Chinese or Japanese characters) click on MARC 21 with MARC-8. If your local system supports non- Latin scripts click on MARC 21 with UTF-8 Unicode. Page 10 of 35
User preferences pop-up (Part 3) If you scroll down a little your pop-up will look like this screenshot: 1 1. Tick the Warning box as it will alert you to non-latin script records (e.g. records using Chinese characters) that may not import into your library system 2 2. TCP/IP Leave these boxes blank 3. Connection Delay this is related to TCP/IP. There is no need to edit. Then scroll down further for the remaining preferences. 3 Page 11 of 35
User Preferences pop-up (Part 4) Connection attempts This is also related to TCP/IP so there is no need to edit International Only used for exporting WorldCat records with non-latin scripts. You can ignore these. Exclude Data Allows you to specify MARC tags, indicators and subfield codes you want excluded from exported records. If you are not familiar with the MARC format leave these blank. We recommend you exclude the vendor and library system number fields, see below. Page 12 of 35
User preferences pop-up (Part 5) Exclude data This screenshot shows how to exclude the vendor-specific ordering data (field 938) and the other library system numbers (field 029) from export. Finally click Save This saves your user preferences for your login. Page 13 of 35
2. Creating an export list 1. To create an export list, go to the Saved Lists button on the left of the screen. 2 2. There are 4 tabs to choose from. Click on Export. 3 3. Click on New list to create a new list. 4. You will need to give your list a Name. How lists are named will depend on how your workflows are organised. You might consider including a date. 5. Finally click Create 1 4 Page 14 of 35
You will then see a confirmation message Export lists expire after 14 days. Export lists are specific to a username and login. No one else can see or use your export lists unless they are sharing your login. Page 15 of 35
3. Selecting the best record Search scope 1. If you click on the down arrow in the first box, the Search Scope drop-down list appears as shown. 2 2. All WorldCat Searches the entire WorldCat database. This is the most useful search for school libraries. 3 3. My library holdings This search will not work for New Zealand school libraries because they are not members of Te Puna and are therefore not adding holdings to the WorldCat database. 4 4. My Group Holdings This search is not very useful for school libraries. It is limited to records with holdings for Te Puna member libraries. The remaining options do not apply to New Zealand school libraries. They are used by libraries that are using Record Manager as a cataloguing tool. Page 16 of 35
Search indexes 1. The box below Search scope gives the indexes available for the search you have chosen. 2. This screenshot shows the main indexes available when searching All WorldCat. Page 17 of 35
Searching by ISBN 1. This search is the most useful first choice.. 2. The screenshot shows the result when there is only one record in WorldCat for a particular title. 3. To see a more detailed display click on Open Details. 4. To see a MARC display click on the title or the Edit Record box on the right of the screen. 4 3 Page 18 of 35
Details display 1. The Details display shows the main fields of the record, but it doesn t include all the details from the original MARC record. 2. In particular subject headings do not show in the Details display. Page 19 of 35
When searching by ISBN you are likely to find more than one record in WorldCat. This example shows 5 records from an ISBN search. It is time-consuming to examine every record in detail and there are many other ways of narrowing down your search. 1 2 3 4 1. Facets These appear in the top left of the display and can be used to narrow down the set of results. Clicking a box selects the records with that feature. 2. Language of cataloguing In this example, all the records are in English, but other languages do appear here. Only the English language catalogue records are useful in a school library catalogue. 3. Format Occasionally the ebook version of a title will appear in a result. If you click in the PrintBook box the results set reduces to 4 records. 4. Year In this example, 4 records include a year, and 1 of those is the ebook. Clicking on the Year box reduces the result set further. Page 20 of 35
Selecting the best record (part 2) 1. The facets selected appear at the top left of the search result. 1 2. At this point it can help to look at how many libraries have used each of the records. In this case 699 libraries have added their holding to the first record, so this is likely to be the most useful record. 2 3. You might also look at the MARC displays for each record before deciding which record you want to export. This is not always necessary, but for this example portions of each MARC record are shown below. 4. Note that all 3 records include a Dewey classification although that isn t shown in the screenshots. Page 21 of 35
The first record has a contents note (1), a summary note (2) and several subject headings (3). The screenshot shows the central part of the record. This record has the most information of the three records and is the one that most libraries have added holdings to. 1 2 3 Page 22 of 35
The second record doesn t have the notes and has 3 subject headings. Page 23 of 35
The third record is very similar to the second one, with slight variations around paging (1) and notes (2). 1 2 Page 24 of 35
Language of cataloguing In this example a search by ISBN retrieved 4 records. 1. 2 records are catalogued in English, one is catalogued in Danish and the last one is catalogued in Swedish. 1 2 2. 3 records describe a print book and the other one describes an ebook. 3. Using facets to remove the non- English cataloguing and the ebook, reduces this result to a single record that has been used by 1334 libraries. 3 Page 25 of 35
Other search options All the examples above are based on ISBN searches; however it is also possible to search by keyword, title, author, ISSN and OCLC record number. 3 This screenshot shows the search results for a keyword search for a DVD. The results have been filtered by year (1) and by language of the DVD (2). The keywords used appear at the top of the screen (3). 1 2 Page 26 of 35
4. Adding a record to an export list After you have found the record you want to export, 2 1. Click on Edit Record, or the title, to bring up the MARC record. 2. Click on the Record tab. 4 3. Click on Send to. 4. Click on Export list. 3 Page 27 of 35
5. Click on the list you want to add the record to. 6. Click Add. 1 2 Page 28 of 35
You will then see a confirmation message. Page 29 of 35
5. Export the list to your library system When you have added all the records you want to your export list, you can then send the list to your computer. 2 1 3 4 1. To export the list you go to the Export tab under Saved Lists. 2. Open the list you wish to export. 3. Click on the Export button. 4. Click on Send to My Computer. The system will send you a file in the Export Format you have selected in your user preferences. Exactly how the file downloads will vary with the Web browser you are using. How you load the file to your local library system will depend on how importing works in that system. Page 30 of 35
OCLC instructions for exporting bibliographic records are available: http://www.oclc.org/support/help/recordmanager/content/marc_21/exprtng_recs/exprtng_m21_recs.ht m Page 31 of 35
6. Delete your export list Sending an export list to your computer does not remove that list from Record Manager. 2 Export lists expire after 14 days, however we recommend that you delete a list after you have successfully imported the records into your library system. 3 1. Click on Saved Lists. 2. Open the list you wish to delete. 3. Click on Delete All. The number in brackets after All is the number of records in the list. 1 Page 32 of 35
You will receive a confirmation message. 1 You will also see any remaining lists that you have not yet deleted. This is the final step in the export process. 2 Page 33 of 35
Getting help Contact: 0800 542 5463 (0800 LIBLINE) In addition, help in searching is available in Record Manager by clicking on Need Help in the top right of the screen, and then General Help. (Continued next page) Page 34 of 35
(Continued) Then click on Record Manager to bring up the extensive help information available from OCLC. Please note that this help covers a wider range of functions than those available to New Zealand schools. The sections of most value to schools will be those covering Searching and browsing and Exporting records. Page 35 of 35