New Book Cataloging at
using Connexion
A Student Manual - Fall 2009
OCLC Connexion
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Contents
To get into
Connexion:
Start up the computer.
Click on the OCLC Connexion icon (as pictured above).
Selecting
the proper working folder:
Click on FILE.
Click on LOCAL FILE MANAGER.
Double click on the file you wish to select.
Click CLOSE.
Bringing in
records from the ACQ file:
Click on FILE.
Click on LOCAL FILE MANAGER.
Double click on the acq.bib.db file.
Click CLOSE.
Click on the 3rd icon from the left (titled: Cataloging Search Local Save File)
Type the first word of the title in the blank labeled “Search For”.
Click on the OK button
Click on the record that you wish to select.
Go to the bottom of the record and delete the 949 field (has a Who? At the end)
Click on the “Action Move Record” Icon (Looks like two sheets of paper with a
green arrow between them)
Double Click on the file for which you wish to send this record.
e.g. locbib-05-10.bib
(first number is the year and second, the month - 2005, October)
When you are finished finding records:
Click on FILE.
Click on LOCAL FILE MANAGER.
Double click on the file you wish to select.
Click CLOSE.
Batch
Searching for Connexion records:
(Use this procedure if you do not find the record in the acq.bib.db file.)
Click on BATCH.
Click on ENTER BIBLIOGRAPHIC SEARCH KEYS.
Enter ISBN, LCCN or OCLC number into the QUERY space.
ISBN = 0816039470 (Ten digit number found on the
Title Page Verso)
LCCN = 98-39651 (LC record number)
OCLC = #4325436 (OCLC record number)
Click ADD.
Continue to add numbers or exit.
(Click the SAVE button periodically)
To exit, click CLOSE.
When it asks if you want to save the file, say YES.
Select BATCH
Select PROCESS BATCH
Select the file that you with to work on (checkboxes)
Click on the ONLINE SEARCHES checkbox
Click OK
Wait
When the ONLINE SEARCH RESULTS box comes up, click CLOSE
*** If you still do not find a good record - Do an ONLINE search ***
Leave White Slips In Books until a later step.
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Click on the 3rd icon from the left (titled: Cataloging Search Local Save
File)
Click on OK to get all records (or perform a specific search)
Select the record you with to work on and click on it.
Below is basic information and examples on how to edit records.
Search Bibliographic Formats and Standards to get a complete explanation on editing the fields.
If you have questions, Please Ask.
Lang
= language i.e. fra = French
eng =
ger = German
Indx
= Index i.e. 0 = No index
1 = Index
Desc = This field should always read: a
Cont = Nature of Contents - See FF 13 in Big Black for more details
Ills
= Illustrations Check this against the 300 field, Subfield b.
i.e. a = ill. (Illustrations)
b = maps. (Maps)
c = ports. (Portraits)
d = Charts
f = Plates
g = music
h = Facsimiles
For any other things listed in the 300 field,
See Ills section p. FF:50.
Dtst
= Date type i.e. s = single date
r = reprint, original date
For any other listings, see Dtst section p. FF:24 (or click above for online
version.)
Dates:
Be sure that the dates on the book match the dates found in this field
Search Bibliographic Formats and Standards to get complete explainations on editing the fields.
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Index of well used field numbers:
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Search Bibliographic Formats and Standards to get complete explainations on editing the fields.
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0xx - ISBN fields, Call Numbers Etc.
010 =
LCCN
i.e. 97-12345
Be sure to include the dash.
020
= ISBN Be sure that the number in the record matches the
number in the book
i.e. 1575213052
Do not include the dashes.
040 =
Look for DLC in this field. Do not accept
UKM [
Ripon's code is WIP
049 =
Local Holdings
Ripon's default code is WIPM
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WIPG |
= Government Documents |
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WIPJ |
= Juvenile Literature |
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WIPM |
= |
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WIPR |
= Reference |
050
= LC Call Number assigned by LC
This is a call number assigned by the
07x - 08x Other call number types. Please Ignore.
090
= LC Call Number assigned by someone else.
i.e. M7.Z54 |b C23 1998
This is a call number assigned by other non-LC
libraries. While we usually accept an 090, they can be wrong. If a call number
just does not look right, please ask the cataloger.
Examples of problems
DS1233 - - - - Incomplete Call #
D734.S37 |b E23 1976 |aZ923 - - - - Two Call #s in one field. In either case,
question the cataloger.
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1xx fields are called main entry fields. They contain mostly names of persons and companies.
100
= Name - Main Entry.
This field is used for the main author.
The first indicator is usually = to 1. (Single surname)
The second indicator is blank.
Be sure a Period is at the end of a 100 field (.)
Exception: If a date ends in a dash [-] or a [ ) ], do not end the field with a
period. This is true in all fields.
A 100 field often looks like the following example:
100 1 Ziebell, Carl R.
100 1 Smith, James S., |d 1948-1999.
*** A name in the 100 field should match the first person listed in the author section of the 245 line, unless a Pseudonym is used. ***
*** While having an editor listed in the 100 field is incorrect, we will leave it as is. ***
110 -
Corporate Name - Main Entry.
This field is used for a company listed as a main author.
The first indicator is usually = to 2. (Name in direct order)
The second indicator is blank.
Be sure a Period is at the end of a 110 field (.)
A 110 field often looks like the following example:
110 2 British Museum.
130 -
Uniform Title - Main Entry. (Used in major works of note)
This field is used to unify diverse titles for the same work.
The first indicator uses numbers 0-9 for nonfilling (skip numbers)
The second indicator is blank.
Be sure to place a period at the end (.)
Except when following () marks. (i.e. (1998-1999) )
A 130 field often looks like the following example:
130 0 Koran |l
130 0 Month magazine (
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2xx - Main Title Fields.
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2xx fields are called Title fields. They contain information on major titles and variant titles of a given work. |
240 - Uniform
title - Used for less noted works with varying titles.
First indicator is = to 1.
Second indicator uses numbers 0-9 for nonfilling characters.
There is no Period at the end of this field.
A 240 field often looks like the following example:
240 10 Rienzi. |p Overture
245
- Title Statement - Contains the title and author information from the
title page.
First indicator:
0 = No title added entry. (i.e. No 1xx field)
1 = Title added entry. (1xx field present)
Second indicator is used for nonfilling characters (Skip
numbers) When these are used, the computer skips the
first letters and spaces that are designated by the number.
i.e. 245 14 The dog ran up the hill.
Capitalize the first letter of the title and any other traditional capitalization.
Always end a 245 field with a Period (.)
|a = Title information as found on the title page.
(No subfield (|a) marker is required)
|b = Used for subtitles.
To start a subfield b, type a Space Colon Space (_:_).
place a subfield marker (Ctrl. D) first.
Place the letter b directly following it.
Type in the subtitle.
i.e. 245 14 The dog ran up the hill : |b the calling.
|c = Author, editor field.
To start a subfield c, type a Space / Space (_/_).
Place a subfield marker (Ctrl. D) first.
and then place the letter c directly following it.
Type in the Author exactly as written.
(exception, exclude Rev., Mr., Mrs., Dr., etc. except if the person is known
primarily by that title (Dr. Suess), and if it is a title of nobility (King
George))
i.e. calling / |c George King.
246 - Varying form of the title - for parts of titles or other titles that the work is known by.
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Used to make a title more searchable to the public |
No Period at the end of a 246
First indicator should be = to 1.
Second indicator:
Blank = No Information provided.
0 = Portion of title.
1 = Parallel title.
2 = Distinctive title.
3 = Other title.
4 = Cover title.
5 = Added title page title.
6 = Caption title.
7 = Running title.
8 = Spine title.
|a - Title proper / short title. (No subfield (|a) marker is required)
|b - Remainder of title.
Note: (_:_|b)
250 -
Edition statement.
No Indicators.
i.e. 250 2nd ed.
260
- Publication, Distribution, Etc.
No indicators.
Place a Period (.) at the end of a 260 field.
Exception: If a date ends in a dash [-] or a [ ) ], do not end the field with a
period. This is true in all fields.
|a - Place of publication, distribution, etc. (No subfield (|a) marker
is required)
i.e.
|b - Name of publisher, distributor, etc.
Type a Space Colon Space (_:_)
Type a subfield marker (Ctrl D)
Type the b following this.
i.e. : |b Northwestern Publ.
|c - Date of publication.
Type a , Space (,_)
Type a subfield marker (Ctrl D)
Type the c following this.
i.e. , |c 1998.
, |c 1967, c1965.
The newest date comes first in most cases.
________________________________________________
3xx - Physical Description and related fields.
300
- Physical Description
No indicators.
Place a Period (.) at the end of a 300 field.
Exception: If a date ends in a dash [-] or a [ ) ], do not end the field with a
period. This is true in all fields.
|a - Pagination and/or number of volumes. (No subfield (|a)
marker is required)
We go to the last numbered page and take it as our page count.
i.e. 327 p., [24] p. of plates (See AACR2 - item 2.5B10)
xviii, 423 p.
3 v. = 3 volumes.
[23] p. = Brackets mean that page numbers
were counted but were not numbered
by the publisher.
|b - Other Physical Details.
This is where we tell what illustrations a book has.
Type a Space Colon Space (_:_)
Type a subfield marker (Ctrl D)
Type the b following this.
i.e. : |b ill.
: |b ill., maps
At this point, check to see that the codes in the fixed field called ILLS match.
|c - Dimensions.
This is where we tell how tall a book is.
Type a Space Semicolon Space (_;_)
Type a subfield marker (Ctrl D)
Type the c following this.
i.e. ; |c 23 cm.
**** If book is over 28 cm., place in Quarto ****
Print QUARTO on the Call # Label.
|e - Accompanying material.
Used for additional material found with the main item.
Type a Space Plus Space (_+_)
Type a subfield marker (Ctrl D)
Type the e following this.
i.e. + |e 3 maps.
+ |e 21 slides.
Please note that there are many variations on how this field looks. Questions are always welcome.
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4xx
- Series Statements
490 -
Series Statement - No authority record or variant series title.
No period (.) in a 4xx field.
First indicator: 0 if there is not an 830 and 1 if there is an 830.
*** Not Searchable *** May come with an 830 field.
____________________________________________
5xx - Note fields.
500 -
General Note.
Always ends with a Period (.)
i.e. 500 Includes index.
504 -
Bibliography, Etc. Note.
Always ends with a Period (.)
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504 Includes bibliographical references (p. 251-254) and
index. |
505
- Contents Notes.
Always ends with a Period (.)
There are two types of contents notes.
1. Info
for all 505’s
a. Separate chapter titles with --
b. Separate titles from authors with /
c. Capitalize only proper nouns- not like you would for a book title.
2. Formatted: The user can search for the chapter titles. Use this if the chapter
titles will help a user find the book.
a. Indicators: n 505 2 0
b. Subfields:
i. |t Put this before any formatted, searchable title.
ii. |g Use to separate numerals or articles from the title. Anything
preceded by a |g will not be searchable.
iii.|r Denotes responsibility of a person or party.|g
c. Example 1: An anthology of English literature.
n 505 2 0 |g A |t Winter’s Tale / |r William Shakespeare -- |t Beowulf -- |g Bibliography.
d. Example 2:
n 505 2 0 |g The |t dog ran up the hill / |r Carl Ziebell -- |t Going to the library / |r George Dewey.
3. Unformatted: This one’s easy. Use this
if the chapter titles won’t help a user find the book.
a. Indicators:
n 505 0 0
b. Subfields: No subfields.
c. Example: A book about sports.
n 505 _ 0 Winning -- Losing -- History.
___________________________________________
6xx
- Subject Headings.
All records should contain a 6xx field. If a record does not, please let the
cataloger know so he/she can assign some new subject headings.
Check the Subject Heading against ROSLIN:
if the second indicator is a 2 or above - Delete if not on ROSLIN.
if the Subject heading is an exact duplicate - Delete if not on ROSLIN.
Place a Period (.) at the end of this field.
600 - Subject added entry - Personal Name. - (Used for Biographies and Major figures)
1st indicator most often is = to 1.
2nd indicator should be = to 0 (LC Subj. Heading)
Be sure a Period is at the end of a 600 field (.)
Exception: If a date ends in a dash [-] or a [ ) ], do not end the field with a
period. This is true in all fields.
A 600 field often looks like the following example:
600 10 Ziebell, Carl R.
600 10 Smith, James S. |d 1948-1999.
600 10 Shakespeare, William, |d 1564-1616. |t Hamlet.
650 - Subject added entry - Topical term.
1st indicator - Blank.
2nd indicator: Use 0. If you find a 1, give it to the Supervisor.
0 = LC Subject Heading.
1 = LC Children's Literature Subject Heading.
Main entry (|a) is entered first. No subfield marker is required.
|v Form subdivision
(ex. - Periodicals)
|x General Subdivision.
(ex. - Food.)
|y Chronological Subdivision.
(ex. - 20th century.)
|z Geographic Subdivision.
(ex. -
651 -
Subject added entry - Geographical term.
Follow instructions as in 650 field.
653 –
Keyword field (a.k.a. - Uncontrolled
Subject.)
Any keywords which you would like to add go here.
1. Each word is phrase is separated by a |a. There is no space on either side of the |a.
2. End the 653 field with a period.
3. You can convert any 6xx level fields into a 653 if they have a second indicator of 2 or more. If you don’t want to convert these 6xx fields into 653s, delete them.
655
- Genre Subject Fields.
Keep these fields - Types of literature.
(i.e. 655__7_ Historical fiction._|2 gsafd)
655 Genre fields used in Roslin
______________________________________________
7xx -
Added Entries.
Any authors, editors, etc left over from the 245 get placed in a 7xx
If you find any left over names from the 245 not listed in a 700, please tell the cataloger.
700 - Name - Added entry
The first indicator is usually = to 1. (Single surname)
The second indicator is blank.
Be sure a Period is at the end of a 700 field (.)
Exception: If a date ends in a dash [-] or a [ ) ], do not end the field with a
period. This is true in all fields.
A 700 field often looks like the following example:
700 1 Ziebell, Carl R.
700 1 Smith, James S. |d 1948-1999.
700 1 Shakespeare, William, |d 1564-1616. |t Hamlet.
710 & 711 work like a 110 and 111.
740 - Title Added entry - Used mostly for titles found in a 505 contents note field.
1st indicator - 0-9 Nonfilling characters.
2nd indicator - 2 - analytical entry.
________________________________________________
8xx - Series Added Entry and Web Links
830
- Series Added Entry - Uniform Title
Be sure a Period is at the end of a 830 field (.)
Check the Series statements in Roslin. If it shows up both with and without
volume numbers, place an extra 830 (without the volume number) in the OCLC
record. There will be two 830s in this type of record. See example below. (Local Rule)
1st indicator - Blank.
2nd indicator - 0-9 Nonfilling characters.
(See p. 8:11 in Big Black for more information)
Example:
830 _ 0 Catalog of the gods
830 _ 0 Catalog of the gods ; |v v.10
856 - Electronic Location and Access
Always start an 856 field with a |u.
Example: 856 4 0 |u http://www.cdc.gov/ncidod/EID/eid.htm |z Click here to connect to this source online.
Search Bibliographic Formats and Standards to get complete explanations on editing the fields.
Please be sure to double check your work.
_________________________________________________________________________________________________________________________________________________________Once
Authorize your work by clicking on the EditControlHeadingsAll or the EditControlHeadingsSingle
icons
[These icons are red and have a big “A” in the middle of them – under the words
View and Tools]
Once you have edited the record, click on the Save In Local File Icon (found just below "Window")
Fill in the Information on the White Slip.
Place date on the date line.
Place initials on the initial line.
Place a check on the New Book Line.
Place the OCLC Number (found on the top of the record) into the OCLC
number space.
Leave White Slip in Book until a later step.
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Preparing a record for export into Roslin using Constant Data.
Pull up the record you wish to work on.
Press Alt + F1 together.
Click the “OK” button. (Ignore the search screen)
Select Books (or other required constant data).
Click Apply.
A new 949 field will appear at the bottom of the record.
i.e. 949 *recs=b;ov=.b ;i= /loc=gen;
Make sure the curser is in OVR mode.
Type Bib No. into the field exactly. (e.g. … ov=.b________)
[you find this number on the paper record sheet found in the book] [If there is no paper record in the book,
then do not try to add a Bib No.]
Place a barcode on the back inside cover, close to the top right edge.
Move it in toward the spine when required due to a dust jacket.
(The jacket should not cover the barcode.
If it does, move the barcode to the outer edge of the opposite page.
Scan the barcode with the scanner. (Be sure that the curser is after the i=)
If the item is a Quarto, replace loc=gen with loc=lrg
|
Note: |
*** Quarto is 28 cm. and above -- Exceptions: N (32 cm.) and Q, R, S, T
(30 cm.) *** |
If the item is Reference, replace loc=gen with loc=ref
Print Labels.
Click on the Blue Labels Icon.
Check to see that the call # looks correct.
If the item has a dust jacket, print 2 labels.
Click on Print.
Click on Close.
Select the record you wish to produce.
Method One: Single Record.
Click on the check mark icon first to catch any coding errors. (to the left of the “Update” icon mentioned below.)
Click on the “File Logon” Icon (found
under the text “Edit”)
When you get the “Logon” screen, click “OK”
Click “Close”
Click on the Update Icon (found under the word “Batch”)
It has a picture including a library catalog card on it.
[The phrase “No Holdings in WIP” should now read “Held in WIP”]
Click on the “File Logoff” icon when you are finished with the record. (found under the text “Edit”)
Method Two: Batch Records.
Click on the check mark icon first to catch any coding errors. (to the left of the “Update” icon mentioned below.)
Click on the Update Icon (found under
the word “Batch”)
It has a picture including a library catalog card on it.
Select
Select PROCESS BATCH
Place
Click the ONLINE RECORD ACTIONS checkbox
Click OK
Wait
When the BATCH RECORD ACTION REPORT comes up, click the lower X to close the
report.
If you see an F instead of C in the U
field, your action failed:
Click BATCH on the menu.
Click REPORTS
Click on BATCH RECORD ACTION REPORT
Scan the report to find the problem.
Once you have found the problem, correct your record and Update again.
If you still have problems, see the Cataloger.
Save your work.
Once you have prepared the record for export and printed the labels, click on
the Save In Local File Icon (found just below "Window")
Continue with your next record.
The cataloger will import the records into Roslin as soon as possible.
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