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Authorities Migration

Session goals. Overview of NACO functionality in the Connexion clientCreating authority recordsEditing authority recordsSaving authority recordsSubmitting authority records for reviewAdding/replacing authority recordsValidating authority recordsExporting authority records. What's new/changed.

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Authorities Migration

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    1. Authorities Migration Webinar Becky Dean April 7, 2005

    2. Session goals Overview of NACO functionality in the Connexion client Creating authority records Editing authority records Saving authority records Submitting authority records for review Adding/replacing authority records Validating authority records Exporting authority records

    3. What’s new/changed Display of 005 field Submitting records for review URL’s found in 670 fields are linked

    4. Authorities menu Search Browse Create Show

    5. Authorities menu: Search

    6. Authorities menu: Browse

    7. Authorities menu: Create

    8. Authorities menu: Show

    9. Creating authority records

    10. Four methods Import records created in your local system, Create authority records from blank and tagged workforms, Derive new authority records from existing authority records, Generate new authority records for headings found in bibliographic records There are a number of ways to create authority records in the client. There are a number of ways to create authority records in the client.

    11. Importing records

    12. Setting your MARC organizational code OFFLINE ONLY If you create authority records OFFLINE [import, deriving, work forms, and generate] you MUST define your MARC organizational code. (if online, uses the MARC org. code associated with your authorization)OFFLINE ONLY If you create authority records OFFLINE [import, deriving, work forms, and generate] you MUST define your MARC organizational code. (if online, uses the MARC org. code associated with your authorization)

    13. Setting your MARC organizational code If you do not, you will receive an error message or the macro will fail altogether. If you do not, you will receive an error message or the macro will fail altogether.

    14. Blank records & workforms The first way is from the Authorities menu. From the menu, select ‘Create’, then Single record, and then from there, you can select either a blank record, or a template that includes the appropriate tag and fixed field set to default values. The first way is from the Authorities menu. From the menu, select ‘Create’, then Single record, and then from there, you can select either a blank record, or a template that includes the appropriate tag and fixed field set to default values.

    15. Blank record

    16. Blank records & workforms The first way is from the Authorities menu. From the menu, select ‘Create’, then Single record, and then from there, you can select either a blank record, or a template that includes the appropriate tag and fixed field set to default values. The first way is from the Authorities menu. From the menu, select ‘Create’, then Single record, and then from there, you can select either a blank record, or a template that includes the appropriate tag and fixed field set to default values.

    17. Workform (Corporate name)

    18. Deriving ‘new’ records

    19. Derived record Fixed field does not transfer—this is different from CatME. Fixed field does not transfer—this is different from CatME.

    20. Generating records Another means of creating new records is to use a macro, that is included as part of the Connexion Client software. To get to the macro, go to the Tools menu, then select Macros, Manage Another means of creating new records is to use a macro, that is included as part of the Connexion Client software. To get to the macro, go to the Tools menu, then select Macros, Manage

    21. Generating records And the list of OCLC macros is automatically presented. From here, you can select ‘RUN’, and if your cursor is in a valid field, the software will create and present a new authority record using information from the bibliographic record. OCLC might distribute a new OCLC macro book. If you make changes to the macro, you will want to save a copy of the modified macro to a different macro book. And the list of OCLC macros is automatically presented. From here, you can select ‘RUN’, and if your cursor is in a valid field, the software will create and present a new authority record using information from the bibliographic record. OCLC might distribute a new OCLC macro book. If you make changes to the macro, you will want to save a copy of the modified macro to a different macro book.

    22. Generated record

    23. Customizing the toolbar As is true for all menu items, items you use most frequently can easily be added to your toolbar or assign this to a keystroke. This is done by using the toolbar editor (under tools). In addition to all the menu functions, there are 10 ‘User tools’ to which you can create and assign macros, or assign any of the macros that are included in the Connexion Client.As is true for all menu items, items you use most frequently can easily be added to your toolbar or assign this to a keystroke. This is done by using the toolbar editor (under tools). In addition to all the menu functions, there are 10 ‘User tools’ to which you can create and assign macros, or assign any of the macros that are included in the Connexion Client.

    24. Adding a macro to the toolbar As mentioned earlier, when we were looking at the toolbars, there are 10 ‘User tools’, and you can assign the GenerateAuthorityMacro to one of those, and then add the tool to your menu bar.As mentioned earlier, when we were looking at the toolbars, there are 10 ‘User tools’, and you can assign the GenerateAuthorityMacro to one of those, and then add the tool to your menu bar.

    25. Adding a macro to the toolbar

    26. Again, any menu option can be assigned to a toolbar, or to a keystroke.Again, any menu option can be assigned to a toolbar, or to a keystroke.

    27. Editing authority records

    28. Master record editing Authority records with ‘n*’ prefix only Option to lock/not lock master record New functionality to ‘Lock linked’ authority record

    29. Change in display of 005 field

    30. Change in display of 005 field

    31. Fixed field display options

    32. To lock, or not to lock…

    33. Locked

    34. Replacing unlocked records If you decide *not* to lock the record, the option to replace the record will not be displayed until an edit has been made to the record.If you decide *not* to lock the record, the option to replace the record will not be displayed until an edit has been made to the record.

    35. New ‘Lock linked’

    36. Saving authority records

    38. Saving records--options

    39. Local save file & locked records bib records expire in 14 days, and thousands of libraries do this work.  oclc didn't want these records locked in local file.   auth records expire in 90 days, and a much smaller number of libraries do this work, so oclc agreed that this would be ok.bib records expire in 14 days, and thousands of libraries do this work.  oclc didn't want these records locked in local file.   auth records expire in 90 days, and a much smaller number of libraries do this work, so oclc agreed that this would be ok.

    40. Set status—local or online

    41. My status—local save only Currently, my status is only supported in the local file. We anticipate adding this in the future to the online save file.Currently, my status is only supported in the local file. We anticipate adding this in the future to the online save file.

    42. My status—local save only

    43. Workflow status—local or online Save record means it will be saved when the record is closed. Save record means it will be saved when the record is closed.

    44. Saving records—local or online If the record has not been saved to either the local or online save file, and you save the record from set status, you will be asked to choose which save file you to which you want to save the record.If the record has not been saved to either the local or online save file, and you save the record from set status, you will be asked to choose which save file you to which you want to save the record.

    45. Moving from online to local save file

    46. Moving from online to local save file

    47. Retrieving saved records

    48. Online save file columns

    49. Retrieving saved records

    50. Local save file columns

    51. Show

    52. Submitting authority records

    53. Submitting records What: A locked, unlocked, or new record (bibliographic or authority record) Who: Any institution can submit an authority (or bibliographic record) to the Library of Congress or an OCLC institution Why: If you are under review status, or if you want to send the record to a subject matter expert How: From the record itself, From the online save file, From the local save file (will be prompted if you want to create a copy or delete the record from the local save file) Notification between participants: Notify using email, telephone, etc.

    54. Submitting records

    55. Submitting records

    56. Submitting records Search for records I have submitted for review. Search for records I have submitted for review.

    57. Submitting records

    58. Recalling records

    59. Retrieving submitted records

    60. Retrieve ALL records

    61. Retrieve records from a single institution

    62. View of a submitted record

    63. Available actions

    64. Validate

    65. Failed validation

    66. Passed validation

    67. Duplicate detection (current) The system currently checks for normalized 1xx fields when adding or replacing an authority record. If the normalized 1xx matched another record in the Authority File, and if a match was found the add or replace was blocked. The system currently checks for normalized 1xx fields when adding or replacing an authority record. If the normalized 1xx matched another record in the Authority File, and if a match was found the add or replace was blocked.

    68. Duplicate detection (soon) Following an upcoming install: The system will no longer automatically check for normalized 1xx fields when adding or replacing an authority record. However, you can continue to check for duplicates prior to adding or replacing authority records using the Validate command. If a normalized duplicate is found between the 1xx heading in the record to be added or replaced and a 1xx heading already present in another authority record, the system will continue to report the duplicate with the Validate command. If you select add or replace, even after viewing this message, the system will *not* block the record from being added/replaced. To allow acceptable normalized duplicates, based on current national cataloging practice, the system has been changed to remove this check. To allow acceptable normalized duplicates, based on current national cataloging practice, the system has been changed to remove this check.

    69. Duplicate detection (future) Client 1.40 The system will automatically check for normalized 1xx fields when adding or replacing an authority record. If a normalized duplicate is found between the 1xx heading in the record to be added or replaced and a 1xx heading already present in another authority record, the system will report the duplicate with the Validate command. If you select add or replace, even after viewing this message, the system will *not* block the record from being added/replaced.

    70. Adding/replacing authority records

    71. ‘Added’ record

    72. Replace Authority records can be locked or unlocked When record is replaced, the replace status is updated Currently, an institution’s MARC organizational code will not be presented in 040 field when the record is REPLACED

    73. Record view prior to ‘Replace’

    74. Record view after ‘Replace’

    75. Redisplayed record

    76. Exporting authority records

    77. Options menu

    78. Things to know… Options available for exporting bibliographic records are supported for authority records, Can export online or offline, Can export batches or single records, Can export directly to your local system or to a file

    79. Contacting OCLC

    80. Useful Web Links

    81. Reporting Errors

    82. Reporting Errors

    83. Known problems Punctuation when generating records (e.g., Kh. G.) Locked linked authority records with sh prefix Incorrect handling of locks when ‘validate’ in local save file

    84. Connexion help

    85. Website booklets

    86. JUNE 5, 2005 As of June 5, 2005, users will no longer be able to: The ability to access the online authority save file via Passport users, The ability to add new authority records via Passport and/or CatME, The ability to replace authority records via Passport and/or CatME, The ability to access submitted/responded records via Passport and/or CatME, The ability to search or browse the OCLC authority file using Passport, The ability to export authority records using Passport CatME users *will* be able to continue to search, edit, and export authority records until July 1. As of June 5, 2005, users will no longer be able to: The ability to access the online authority save file via Passport users, The ability to add new authority records via Passport and/or CatME, The ability to replace authority records via Passport and/or CatME, The ability to access submitted/responded records via Passport and/or CatME, The ability to search or browse the OCLC authority file using Passport, The ability to export authority records using Passport CatME users *will* be able to continue to search, edit, and export authority records until July 1.

    87. Migration information http://www.oclc.org/connexion/migrating/default.htm See browser and client tutorials at: http://www.oclc.org/support/training/connexion/default.htm

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