OCLC/Connexion Documentation
I. Procedures
Exporting & overlaying using Connection
Updating OCLC Holdings
II. Major Non-Local Manuals and Reference Sources
Connexion documentation
Indexes & Searching
What counts as a search (from Solinet)
EXPORTING & OVERLAYING USING CONNEXION
EXPORTING
To create a record in Acorn exporting via Connexion:
1. Search Acorn carefully to avoid duplication. Be sure to check for shadowed records and SSOs.
2. When you know you will not be creating a duplicate, retrieve the record you want to export.
3. Without locking the record , add a 949 field to it with the proper holdings code ( Holdings Codes ) in a subfield “h”, for example:
949 ## |h CEN-OVER
or
949 ## |h ARTS
4. To export use either F5 or the export command on the pull down menu on the toolbar under Action.
5. Save the record you've exported in case it disappears into the ether or you've made an error and you need to try again. This saves another searching charge.
6. The record should arrive in the next bib load. These normally run hourly 8:00 a.m.-5:00 p.m. Monday-Friday (but not on weekends).They may be delayed if there are reports running. Contact LITS if you've done everything correctly and your record still doesn't show up after 2 consecutive bib loads
OVERLAYING
When you have found the bib in Acorn that needs to be overlaid and have also retrieved the bib on OCLC you want to use:
1. Copy the OCLC control number and paste it into the title control field. It must be preceded by a lower case "o" and it must have 8 digits, e.g. o48449111, o02375574, or o00916753. Only records created over 20-25 years ago will have fewer than 8 digits and must have zero/es added at the beginning.
2. If the title control on our local record is a Notis number (3 upper-case letters followed by 4 numbers, e.g. AEE3633), either copy it onto a printout or onto the bib record into any 9XX field which is protected. Many older records with the exception of provisional records already have these recorded in a 952. Fortunately, Sirsi-generated title control numbers will automatically reappear after the record is overlaid and the OCLC number is deleted.
3. If the record you are overlaying has a 505 field (contents note) and the record you are exporting does not, change the 505 to a 905 (which displays as “Temp TOC Tag”) to preserve this information. After overlaying, change it back to a 505.
4. Insert "XX" at the beginning of the call number info field if you want to overlay whatever is in there. Sirsi-generated calls will already have the "XX": XX(1976827.1). Annex inventory books from Notis days have calls beginning with "NONE" (NONE-AAU6633) and need the XXs added. However , if you have a local call number you want to preserve, do not insert the XXs.
5. When your record has been overlaid, delete the OCLC number and either reinsert the Notis title control number or let Sirsi re-supply the Acorn one (see step 2). Undeleted OCLC numbers show up on a report, so try to deal with these promptly (i.e. within a week).
6. Catalog the item, or route it to the appropriate team member for cataloging. Remember that unauthorized headings will not display immediately after exporting. When cataloging use the authorities badge to identify and correct them.
Atack, 12/14/2005
Updating OCLC Holdings
Promptcat delivered records have holdings set as a part of the Promptcat service. We do not want to update on OCLC for these records. The way to tell if the record has been updated is to look in the 994 field. The 2 character code in the first position will be 92 for records delivered from Promptcat. Do not update records with 92 in the 994 field. (A caveat: PromptCat appears in the past to have sent provisional records--not corresponding to any record on OCLC, that is--that had 92 in the 994 field. Obviously in such cases we would need to update the OCLC record we ultimately use.)
Records brought into Acorn via Smartport or Connexion will need to be updated.
If you are already viewing the record on OCLC as part of final cataloging, update on OCLC at this time. If you have a record not provided by Promptcat for which you do not need to review OCLC (LC or PCC level copy which does not have substantial problems), please use the OCLC Holdings Update web window. This method sends a file of records to OCLC on a nightly basis for updating. There should be a delay of no more than a few days between entering the barcode into the web window to the Worldcat record showing our holdings symbol.
To use this new method, follow these steps:
- Open your web browser.
- Go to the Technical Services home page at http://staffweb.library.vanderbilt.edu/rs/techserv/
- Under Shared Resources, click on the OCLC HldgWindow link.
- This will open a small web window called OCLC Holdings Update.
- Press the Start button, or hit Enter.
- You are now ready to type or wand a barcode into the box, labeled "Barcode." If you are using a barcode reader, there will be no need to hit Enter.
If you have a multivolume set, you will only need to wand in one barcode. Do not wand in the barcode of an added volume unless it is the first item received on the record. Do, however, wand in the barcode of an analyzed title.
If you do not have a barcode (for an electronic resource, for example), you must update manually on OCLC. You can NOT type in a dummy barcode into the box because there is a checking component in the programming that validates barcodes.
NOTE ABOUT DE-UPDATING: Sometimes in cataloging an item, we will use a record other than the one that PromptCat selected and updated for us. When this happens, you will of course need to update OCLC either through the web window or directly, AND you will need to make sure our holding symbol gets deleted from the record originally supplied by PromptCat. Depending on how long it's been since PromptCat originally processed the item, the OCLC record may or may not have already been updated (they set a waiting period of 21 days before a record is updated). If it has been updated, you can go ahead and de-update it yourself directly. (As of now we don't know a way to use the web window for this purpose.) If it has not, you can either wait and de-update after the record gets its automatic update, or you can send the OCLC number to Peggy Earheart so that her staff can hold onto it and de-update when possible. Copy down the OCLC number in the PromptCat-provided record before you overlay and wipe it out on Acorn!
Updated 1/12/2006