Simplified cataloging in WorldShare Record Manager Wednesday, March 13, 2024 1 Rick Newell 00:13:33.860 --> 00:13:51.980 So the recording has started. welcome again, everyone. this is will share record and entry simplified cataloging. My name is Rick Noel I'm a senior product trainer to OCLC, which means that I spend my time designing and delivering training for simplified cataloging, obviously, but also for other OCLC products and services such as. 2 Rick Newell 00:13:52.780 --> 00:13:55.820 Topasa and Worldshare circulation and report designer. 3 Rick Newell 00:13:59.140 --> 00:14:17.660 So in today's session, by the end of the session, you should be able to find Worldcap records that match your items and optionally add local data to records before exporting such as barcode and call number, you should also be able to set your holdings and export records for your local catalog and then download those records. 4 Rick Newell 00:14:17.780 --> 00:14:20.580 From an export list and delete holdings. 5 Rick Newell 00:14:23.780 --> 00:14:42.620 One thing that I need to make clear at the beginning is that many of you are from libraries that have full cataloging subscriptions and I'm going to explain in a minute, what conditions have to be true in order for you to see the simplified cataloging menus and options rather than the. 6 Rick Newell 00:14:42.860 --> 00:15:02.540 Cataloging. So if you are signed into record manager with a full catalogging authorization, in other words, your username has a full cataloging role. These are the menus that you will see. So you'll notice in the left navigation, you can search bill of graphic records, but you can also search authority records. 7 Rick Newell 00:15:03.260 --> 00:15:20.420 And, you have options such as creating record and toolbox and institution settings, and on the right side of the screen you see that on the record menu, you have options such as edit to edit the record and advanced actions. 8 Rick Newell 00:15:23.700 --> 00:15:41.980 If your username has a simplified cataloging role, that only a simplified catalogging role, then you see a much more restrictive set of options. So, you can only search to be able to graphic records in worldcat. You can't search authority records. I notice that you have fewer options down below too. You don't have options. 9 Rick Newell 00:15:42.220 --> 00:16:02.660 For example, for Create records. And on the menu for an individual record, you have options such as switching between mark view and text view Worldcare holdings send to, which in this screenshot is grayed out, that would include things like sending to an export list or a label list, set holding an export and add local data. Notice you don't. 10 Rick Newell 00:16:02.780 --> 00:16:04.020 Options for editing the record. 11 Rick Newell 00:16:06.020 --> 00:16:26.300 There is also a new role that is only been available for a couple of weeks called the basic cataloging role, and some of you may have this role assigned to your username or you may have assigned it to someone in your library, and the basic catalogging role is, is even more restricted than the simplified cataloging ro. 12 Rick Newell 00:16:26.340 --> 00:16:41.740 Role. So, you don't have the ability to create an export list for example or to work with labels, and on the record menu, the only things you can really do are set holding and export and print the record and switch between Mark view and text view. 13 Rick Newell 00:16:44.260 --> 00:17:03.180 Keep in mind that these roles are assigned to usernames by someone at your library and if you, if you have a full cataloging subscription to OCLC, somewhere in your library has the the ability to sign either the full catalogging role, the simplified cataloging role or the basic cataloging role. 14 Rick Newell 00:17:03.460 --> 00:17:04.459 To a particular username. 15 Rick Newell 00:17:06.699 --> 00:17:12.459 So if your library does have a full cataloging subscription and you want to see the cataloging. 16 Rick Newell 00:17:15.060 --> 00:17:34.060 The simplified cataloging menus, the username must have either the catalogging simplified role or the catalogging basic role and no other catalogging roles. I have been looking through some libraries role assignments that I've noticed that there are a lot of usernames that had have the cataloging simplified role, but they. 17 Rick Newell 00:17:34.220 --> 00:17:41.140 They also have the catalogging full row, and if you have that catalogging full role, you will not see the simplified catalogging menus. 18 Rick Newell 00:17:43.780 --> 00:18:01.300 If your library has a CAD Express subscription, the username must have a CAD express simplified or CAD express basic role, and, that's the those are the only options you have really other than CAD express admin and reports viewer for if you have a CAD Express subscription. 19 Rick Newell 00:18:03.820 --> 00:18:23.380 There's also a new kind of subscription that's been available for about maybe six months or a year. It's called a fundamental subscription, and if you, if your library has that kind of subscription, your username must have either the fundamentals record manager simplified role or the fundamental fundamentals record manager basic role. 20 Rick Newell 00:18:23.540 --> 00:18:25.980 And no other fundamentals record manager roles. 21 Rick Newell 00:18:28.260 --> 00:18:47.740 If you're not sure what role your username has or you think you should have a different role, you would need to talk to whoever it is in your, in your library or depart, your department that assigns usernames and roles to usernames. And if you're not sure what kind of subscription your library has and you, let's. 22 Rick Newell 00:18:47.780 --> 00:18:52.620 Say you're the catalogy manager, then you can contact my colleagues at OCLC support. 23 Rick Newell 00:18:58.900 --> 00:19:05.740 So what questions do you have about the, the roles and when you see the simplified cataloging menus and options. 24 Rick Newell 00:19:09.020 --> 00:19:11.380 Remember you can send any questions you may have in chat. 25 Rick Newell 00:19:13.460 --> 00:19:27.420 Or you can unmute your microphone and ask questions verbally. Well, if you think of any, please feel free to send those in chat, but seeing them at the moment I will move on. So, we need to talk a little bit about the copy cataloging workflow. 26 Rick Newell 00:19:29.620 --> 00:19:47.340 The first step, of course, is searching Worldcat to find a record that matches the item you're catalogging and I want to back up just a second to the learner guide which was attached to an email that I sent out yesterday afternoon. you may also have retrieved this from the. 27 Rick Newell 00:19:49.940 --> 00:20:10.220 The automated reminder email that Webex sends out and what I wanted to point out right now about the learner guide is that it has links to three short videos about simplified cataloging. One of them is on searching worldcast. So if you're, if you need a refresher on searching Worldcat or want to improve your skills, I recommend watching that video. It's about twenty. 28 Rick Newell 00:20:10.700 --> 00:20:30.700 Minutes. There's also a separate video on setting user preferences such as whether you prefer to see the mark view or the text view of records and one on printing labels if you want to use simplified catalog you to do that. And then the steps that we're going to be going through today are, are in the learner guide as well. 29 Rick Newell 00:20:31.580 --> 00:20:42.340 And the last couple of pages of learner guide have a knowledge check and after the session I encourage you to work through this knowledge check and the answers are on. 30 Rick Newell 00:20:45.260 --> 00:21:04.740 Are on the, last page. I do say a question in chat and the question is which roles if any restrict you from adding or removing OCLC holdings? so with the, with the full cataloging role, of course you can, you can add it and remove OCLC holdings, and you can also add and remove OCLC holdings with. 31 Rick Newell 00:21:04.740 --> 00:21:21.020 With the simplified role with the basic role, you can only set holdings, you can't delete holdings. So all three of the roles that we've talked about have the ability to add holdings, but the basic role does not have the ability to delete holdings. 32 Rick Newell 00:21:26.020 --> 00:21:27.100 So going back to our. 33 Rick Newell 00:21:28.740 --> 00:21:48.860 Our copy cataloging workflow, of course, all three roles have the ability to search worldcap. there's an optional second step you may want to do, after you find the right record and that is adding local data such as call number and barcode. And that functionality is only available to the simplifi. 34 Rick Newell 00:21:49.380 --> 00:21:53.020 It's not available to the, to the basic role. 35 Rick Newell 00:21:55.300 --> 00:22:04.020 The reason you may want to add local data such as call number a barcode is that if you excuse me, if you want to print labels. 36 Rick Newell 00:22:05.580 --> 00:22:25.620 Or if your local catalog will accept data set as barcode and call number and a few other fields in an eight fifty two field, then it maybe that once you export the records and download that export list and load those records into your local catalog, you may not need to. 37 Rick Newell 00:22:26.740 --> 00:22:38.940 Touch them when your local catalog. However, if your local catalog will not accept the call number or barcode and so on, and the A fifty two field, then there's no reason to add that local data. 38 Rick Newell 00:22:42.220 --> 00:23:02.340 Simplified cataloging. But that is an option that may save you some time. Whether or not you do that, your next step will be to set holding an export. So there's, there's actually a button that says set holding an export. And what that does is it adds your library's OCLC symbol to the list of libraries that hold that item and it also puts that record in an. 39 Rick Newell 00:23:02.580 --> 00:23:06.860 Export file, which you can then download and load it into your local catalog. 40 Rick Newell 00:23:08.500 --> 00:23:09.540 If you have. 41 Rick Newell 00:23:13.540 --> 00:23:31.740 Added call information such as call number, you might want to send that record to the labeled print list and there are lots of options for formatting labels and I want to know also that that ability to work with labels such as spine labels is available to the simplified catalog. 42 Rick Newell 00:23:32.300 --> 00:23:35.140 Only it's not available to the basic role. 43 Rick Newell 00:23:38.980 --> 00:23:59.340 You repeat that process for each title that your catalogging and then when you are, are finished with your, your batch of items, your cataloging, you will send the export list to a file on your computer. if you have the simplified cattling role, you also have the option to send the export file or list to your local. 44 Rick Newell 00:23:59.540 --> 00:24:11.940 System via TCP IP assuming that your system supports that option. And then of course if you have set labels to a label print list, you print the labels, and again, that's available to the simplified cattling URL only. 45 Rick Newell 00:24:16.860 --> 00:24:20.900 What questions do you have about the workflow before, we talk about. 46 Rick Newell 00:24:22.580 --> 00:24:24.140 Things such as setting up an export list. 47 Rick Newell 00:24:34.140 --> 00:24:39.180 Well setting up an export list is covered in your learner guide on page one. I'm going to go over to. 48 Rick Newell 00:24:40.900 --> 00:25:00.900 A record manager and I'm already signed in with simplified cattling. You know I'm signed in with a simplified cataloging role, and in order to send records to an export list, and again, this is the list of records that you'll load into your local catalog, you need to have an export list. Now the simplified cataloging role has the ability. 49 Rick Newell 00:25:02.180 --> 00:25:22.500 And delete and manage export list. The basic cataloging role does not have that capability, so that means that someone in your library with a simplified catalogy role or higher will need to create the export list if your username has the basic catalogging role. Since I have the simplified catalogy role, I'm able to create an expert. 50 Rick Newell 00:25:22.980 --> 00:25:28.660 So to do that, I'm going to open the record manager menu on the left and then click export list. 51 Rick Newell 00:25:30.420 --> 00:25:50.700 And you'll notice there are already a couple of existing export lists, but I want to create a new list, and so I'm going to click the new list button, and then I'm going to give it a name. And you can name it whatever you want, some libraries, like to use as different file name for each day of the week or each day of the month. 52 Rick Newell 00:25:51.540 --> 00:26:09.980 Or you might, name it with your initials or your name or you can, just have one export list and just keep reusing that export list once the records have loaded into your catalog, you can delete the registers from, from that export list and keep using the same list. Any of those options are perfectly ok. 53 Rick Newell 00:26:11.980 --> 00:26:15.100 So I'm going to call this March thirteenth. 54 Rick Newell 00:26:17.900 --> 00:26:21.940 So a couple of options that you see on the right, make default and my list. 55 Rick Newell 00:26:25.740 --> 00:26:41.460 You would select make default if you want the new list to be the, the default export list that appears at the top of the list of export list. so that means that you, you don't have to select it from, from a list. It just just appears. So I'm gonna go ahead and click make default. 56 Rick Newell 00:26:43.540 --> 00:27:03.780 Another option is you can make this my list and if you choose my list, the export list will only be visible to your username, not to other usernames in your library. If you want it to be available to other usernames in your library, then you would not check my list. So I'm going to leave that unchecked. And then I'm going to click. 57 Rick Newell 00:27:04.420 --> 00:27:04.500 Create. 58 Rick Newell 00:27:09.020 --> 00:27:29.300 And so you'll notice now I have a list that is named March thirteenth, that doesn't have an export format yet because I haven't had any records to it yet. It doesn't have any records yet, and this list will be available for thirty days and it tells me I have not exported this list. In other words I'm not yet downloaded this list to my computer. And. 59 Rick Newell 00:27:29.380 --> 00:27:30.940 And it is marked as a default. 60 Rick Newell 00:27:34.500 --> 00:27:40.940 So once you have an export list created, then you can go ahead and search Worldcat and set holdings and export. 61 Rick Newell 00:27:43.660 --> 00:27:59.020 So we're not going to cover searching. A lot of people already know how to search worldcat and there is a separate video on searching Worldcat, but I do want to talk about once you have done a search, how do you determine whether the record matches your item. 62 Rick Newell 00:28:01.300 --> 00:28:21.020 So, you should compare these fields to the item in hand that you're catalogging. The first one of course being the title, which if you are familiar with Mark is the two forty five field. you want to be sure that that matches. Also, if there is an addition statement either on the item or in the record, that. 63 Rick Newell 00:28:21.380 --> 00:28:41.060 Should match. So obviously, second edition is different than third edition, but also look for words such as revised and expanded edition or west Coast edition or any other edition statements that would indicate a difference in content. That would be in the two fifty field. 64 Rick Newell 00:28:41.700 --> 00:29:01.940 You also want to check and make sure the publisher is the same. The publisher will be founded either the two sixty four or two sixty field, and it doesn't have to be an exact match. so, it should be that you should be able to tell it's the same company though. So, the record may have an abbreviated form of the publisher. 65 Rick Newell 00:29:02.260 --> 00:29:22.300 So maybe on the, on the item it says double day and sends incorporated and on the record it just says double day, that's still considered a match. The physical description in the three hundred fields should also match or at least match very, very closely. So if it's a physical book that you're catalogging, then. 66 Rick Newell 00:29:22.660 --> 00:29:42.860 The number of pages should be the same. most libraries if there's a difference of two or three pages, they would still consider that a match, but if there's a wide variation in the number of pages, then that's, that's not a match. if it's, let's say a DVD that should be the same number of disks or the same number of minutes. 67 Rick Newell 00:29:43.260 --> 00:30:03.180 And so obviously if it's a different format, that's an audio book rather than a print book and your catalogging the print book, then that's not a match. Also, look at the language of cataloging, which is going to be in the O forty sofield B, and we'll, we'll look at some records to see this. So. 68 Rick Newell 00:30:03.820 --> 00:30:06.260 Let's say you're a library in the United States. 69 Rick Newell 00:30:08.100 --> 00:30:28.420 You would, you probably use English in your, your catalog, so you want to be sure that the, the record is in English. keep in mind that this is separate from the language of the items so the the book or the DVD or whatever it is maybe in French or German or Spanish, but if you use English in your library catalog, you want to be. 70 Rick Newell 00:30:28.580 --> 00:30:49.020 Sure that the record is in English, so things like notes and, and other fields are in English, even though the item maybe in another language. If all those fields match, you would usually want to prefer a record with encoding level full, which means that it's a, a very complete record. And if there is a national libra. 71 Rick Newell 00:30:49.180 --> 00:31:09.260 Symbol, and either the cataloging source field or there's an authentication code, such as PCC, which stands for program for cooperative cataloging, you would probably want to prefer those records. And here's a list of assembols that you may see in the, the catalogging source field and the. 72 Rick Newell 00:31:10.940 --> 00:31:26.860 Authentication code field. The most common one is DLC for a library of Congress. The next most common one is PCC, program for a cooperative cataloging, and these are libraries that have met special requirements and. 73 Rick Newell 00:31:28.180 --> 00:31:48.020 Basically their their cataloging is considered national level cataloging. So there, there are rules that that they have to follow to have their record designated as a PCC record. you may see some of these other symbols as well. these are mostly national library symbols. Keep in mind, though, that let's say. 74 Rick Newell 00:31:48.580 --> 00:32:06.820 You're in, in the United States, if you see NLC for laborating Archives Canada or UKM for British library, they may have catalogged a different edition, a Canadian or British edition may have different content. So check those other fields we mentioned to be sure that it's still a match. 75 Rick Newell 00:32:15.060 --> 00:32:17.420 I want to point out one more thing, in the. 76 Rick Newell 00:32:18.860 --> 00:32:39.060 In the learner guide, you have a link to bible graphic formats and standards and most of the time you won't need to look at this to determine whether it's a match, but if the you do have a really difficult situation, and you're not sure whether a record should be considered a match to your item that your cataloging, you can consult. 77 Rick Newell 00:32:39.140 --> 00:32:59.500 Chapter four or bibligraphic for instance standards and the chapter four is a went to input a new record, which he you can't do with simplified or basic cataloging, but these guidelines are also useful for determining whether a record is a match. So if these guidelines say that it justifies a new record, then that would not be. 78 Rick Newell 00:32:59.660 --> 00:33:05.540 Considered a match. So it starts with general guidelines and then there are field by field guidelines. So for example. 79 Rick Newell 00:33:07.380 --> 00:33:27.740 If we look at the two forty five field, it says things like absence presence difference in capitalization, die critics, initial articles, punctuation, those do not justify new records. So in other words, that would be considered a match. So again, there are these very detailed guidelines, which most of the time you don't need, but they are available for those, those difficul. 80 Rick Newell 00:33:28.660 --> 00:33:29.140 Decisions. 81 Rick Newell 00:33:33.140 --> 00:33:36.860 So I'm going to go back to record manager, and I'm going to do a search. 82 Rick Newell 00:33:40.620 --> 00:33:42.540 And I'm going to search by ISBN. 83 Rick Newell 00:33:58.660 --> 00:34:17.700 And one thing that I want to point out on this screen is that you can limit by language of cataloging, you can also limit by format as well as some other criteria. So I'm gonna library that is in the United States, so I'm going to lumenate my language of catalog E to English. So ra. 84 Rick Newell 00:34:17.700 --> 00:34:18.740 Rather than nine records. 85 Rick Newell 00:34:20.340 --> 00:34:25.300 That will narrow it down to five, and if I have a print book rather than an e book. 86 Rick Newell 00:34:27.580 --> 00:34:47.139 I can narrow it down even further. So now I'm faced with deciding, well, these records look the same, which which one should I choose? Notice that this first one, has, well actually both the first and second ones, the title, the author, the format, the language of the item, the publis. 87 Rick Newell 00:34:47.419 --> 00:35:06.860 The date, or all the same. even the ISBN is the same, but notice this when it has those national library symbols DLC for library of congress. So this was catalog bread Library of congress. It's also a PCC record, and that's, that's what this means. And the record is in English. 88 Rick Newell 00:35:08.940 --> 00:35:29.380 And it's a full level record. Notice this one, it's catalogged by somebody else, we don't know who, but the recording level is minimal, so this probably isn't as complete. some people prefer these condensed surger results. Some people prefer to look at excuse me, the expanded search results. Some people prefer. 89 Rick Newell 00:35:29.380 --> 00:35:49.820 Prefer the condensed search results, and you can switch back and forth between condensed and enhanced whenever you want. You can also set this as a preference. And somebody this is a little bit easier to compare these two records be because you can see that everything matches until we get to cataloging source, this is catalogged by. 90 Rick Newell 00:35:49.940 --> 00:36:10.140 Library of congress. It has an authentication code program for cooperative cataloging, and the encoding level is full. So this is probably the record that I would choose. it's still a good idea to click the title and look at the full record and just be sure that everything matches, so you want to be sure that your book has. 91 Rick Newell 00:36:10.340 --> 00:36:18.100 Two hundred and eighteen pages and just look at it and be sure that there isn't anything in the record that would cause you to choose a different record. 92 Rick Newell 00:36:21.220 --> 00:36:40.820 I also wanted to point out either on the enhanced or condensed search results, if you click this blue eye information icon, you can see some additional information about the item, including the physical description. So this is a quick way of looking at the physical description and making sure that it's, that it's a match. 93 Rick Newell 00:36:50.020 --> 00:36:51.700 So I'm going to do this search again. 94 Rick Newell 00:36:53.940 --> 00:36:54.740 And I'm going to. 95 Rick Newell 00:36:57.740 --> 00:37:02.860 Unselect these facets and I want to point out, let's look at this one that's in. 96 Rick Newell 00:37:04.900 --> 00:37:14.380 Let's look at the ones in French, for example, notice that if I look at the, the condensed search results, it says language of cataloging is French. 97 Rick Newell 00:37:20.100 --> 00:37:38.780 There isn't too much in this, to, to tell you that the language of catalogging is French because the title is in English, that's that's the title and the title page. But notice that the physical description has some abbreviations for French words rather than English, and just for fun, let's look at the first record. 98 Rick Newell 00:37:45.700 --> 00:38:04.740 Yeah, this is an ebook and also notice that those words are in French as well. The contents now is in English because it's it's quoted from from the item, but the other notes are, are in French rather than English. So that's why you want to choose English language of cataloging if you're in the US or choose. 99 Rick Newell 00:38:04.900 --> 00:38:07.900 Whichever language is applicable to your library. 100 Rick Newell 00:38:09.540 --> 00:38:29.740 So let's do a little bit more on matching. so let's say that you are catalogging this book, it's a print book, and it was published in twenty eleven, has three hundred and seventy one pages, and if you were trying to decide which of these four records is the, record that matches, which one would. 101 Rick Newell 00:38:29.860 --> 00:38:36.940 You choose? So think about that for, for a bit and feel free to type your response into chat one two three or four. 102 Rick Newell 00:39:01.460 --> 00:39:21.660 So I'm seeing responses for one. I'm not seeing any responses for any of the other choices, and I I think I agree with you. So number three is an ebook rather than a print book, if we have a physical book, this obviously is not a match, and if our item was published in two thousand eleven, notice that number two and number four have a different p. 103 Rick Newell 00:39:21.700 --> 00:39:35.700 Publication date, two thousand twelve and notice also the publisher on the title page is biking and number two and number four have a different publisher. notice also that. 104 Rick Newell 00:39:40.260 --> 00:39:57.580 The right day and the right publisher, it's a print book, and also the catalogging sources DLC, library of Congress, there is no authentication code for any, but this also has any coding level full. So even if I thought number four might be the right record, probably number. 105 Rick Newell 00:39:59.100 --> 00:40:02.860 Probably number one is better because number four is a minimal level record. 106 Rick Newell 00:40:09.060 --> 00:40:10.620 So let me go ahead and search this in. 107 Rick Newell 00:40:12.900 --> 00:40:16.660 In worldcat. I'm going to close all of my tabs and I'm going to. 108 Rick Newell 00:40:18.660 --> 00:40:19.220 This barcode. 109 Rick Newell 00:40:23.900 --> 00:40:37.980 And notice I have twelve records because I have not limited my language of catalogging to English, now I have just four records I'm gonna go ahead and hide these facets, and if I look at this record. 110 Rick Newell 00:40:40.500 --> 00:40:46.220 If I look at the text view, I can see that the publication date is twenty eleven. 111 Rick Newell 00:40:47.580 --> 00:40:59.820 And if I scroll down I can see the language of catalogging is english. I can see that it's a print book, and I can see that the cataloging agency and transcribing agency are DLC. 112 Rick Newell 00:41:04.100 --> 00:41:15.260 There's a question in chat about is there a way to view state holdings? no, not in simplified or basic roles, full cataloging there is, but not in simplified or or basic. 113 Rick Newell 00:41:20.780 --> 00:41:22.100 In, thank you, you can't even really view. 114 Rick Newell 00:41:26.500 --> 00:41:39.060 View the the libraries that holder and simplify it basic, you would need a full cataloging role to to to view other libraries to hold the item. The, the idea behind the simplified and basic roles is it's. 115 Rick Newell 00:41:41.100 --> 00:41:46.220 It's kind of streamlined and it's, it's designed to not have a lot of things that, that maybe. 116 Rick Newell 00:41:47.620 --> 00:41:56.620 Staff without a lot of training would be confused by. So, a lot of the options that you might be used to on full cataloging are just not available and simplified are basic cataloging. 117 Rick Newell 00:41:59.860 --> 00:42:01.660 Let's also look at this in the. 118 Rick Newell 00:42:03.500 --> 00:42:10.740 In the mark view, and what I wanted to show you about this, if you're familiar with Mark, is that in the. 119 Rick Newell 00:42:14.620 --> 00:42:30.500 In the old forty subfield B, there's a language of cataloging and that's where you find the information if you're looking at the mark view. I want to look at one more matching example. This one is a audio compact disk and you'll notice that. 120 Rick Newell 00:42:32.060 --> 00:42:35.660 It has a publisher number on the item and it. 121 Rick Newell 00:42:37.820 --> 00:42:47.860 Was published by Sony Classical and the date is nineteen ninety seven, and a physical compact disk rather than than. 122 Rick Newell 00:42:49.900 --> 00:42:52.300 E music. So again, what if you. 123 Rick Newell 00:42:53.620 --> 00:43:02.260 Were a cataloging this, which record would you choose? Think about that again for a bit and go ahead and type your response into chat. 124 Rick Newell 00:43:31.420 --> 00:43:33.900 Yeah, I'm seeing several responses for number two. 125 Rick Newell 00:43:35.260 --> 00:43:55.180 And so just looking at these condensed search results, we can immediately eliminate number one and number three because their e music rather than than a physical CD. So then we have to decide between number two and number four. So this one says Sony classical, and this one just says Sony, but we already. 126 Rick Newell 00:43:55.820 --> 00:43:56.300 Discussed that. 127 Rick Newell 00:43:57.820 --> 00:44:17.860 That's, that's close enough. It doesn't necessarily have to have a full publisher name. it's, it's obviously the same publisher, and the date is also nineteen ninety seven on both of those. however, number two has an according level four and number four has encoding level minimals, so it probably doesn't have as many. 128 Rick Newell 00:44:18.900 --> 00:44:29.460 And it's not as complete a record. neither one is catalogged by a national library and neither one has an authentication code, so I would probably choose number two. 129 Rick Newell 00:44:31.460 --> 00:44:34.420 If we go over to record manager and look at this record. 130 Rick Newell 00:44:37.260 --> 00:44:38.780 I'm going to actually. 131 Rick Newell 00:44:41.380 --> 00:44:50.660 Go to the advanced search and I'm going to search by standard number, which includes the universal product code because I can scan that universal product code. 132 Rick Newell 00:45:00.540 --> 00:45:02.380 And if I look at number two. 133 Rick Newell 00:45:06.140 --> 00:45:08.020 A couple of things I might want to look for are. 134 Rick Newell 00:45:12.060 --> 00:45:21.020 I'll look at the mark view, if I look in the zero two way field, check and make sure that this, this publisher number matches the item. 135 Rick Newell 00:45:23.380 --> 00:45:35.500 And also check and make sure that the three hundred field matches one audio disk. So if my item actually had three disks, this would not be a match, but if you just has one, this is, this is probably the right record. 136 Rick Newell 00:45:51.220 --> 00:45:54.540 So once you have found the right record, the next step. 137 Rick Newell 00:45:56.100 --> 00:46:10.540 In the copy cataloging workflow, could be adding local data and again remember this is only available to the simplified cataling role, not the basic cataloging role. And you can add. 138 Rick Newell 00:46:12.100 --> 00:46:18.420 Institution specific data in the fields that are listed in your learner guides. So going back to our learner guide. 139 Rick Newell 00:46:28.340 --> 00:46:32.820 There's a link to the add local data held, and I'm going to click that link. 140 Rick Newell 00:46:36.420 --> 00:46:54.740 And this gives you details about the fields that you can enter. Now keep in mind that these are only added to the copy of the record that you export. They're not added to the worldcat record, so you could add information such as the price and the five forty one field, a call number in the appropriate local. 141 Rick Newell 00:46:54.900 --> 00:47:14.700 Call number field. So for example zero nine two if we're doing or zero nine zero for library of Congress, you can also add location information such as branch and shoveling location within a branch, but notice that you can only add it in an eight fifty two field. And a barcode in an eight fifty two sub field P. 142 Rick Newell 00:47:16.220 --> 00:47:35.420 You can also add some notes, a general note of five hundred field which in general, most systems will display to the public, and a five ninety field a local note, which depending on your local catalog may or may not display to the public, but it would just display the staff. There's also some other information that. 143 Rick Newell 00:47:35.860 --> 00:47:56.060 Typically used by a school library such as reading program information. Those are the only fields that you can add and also a summary note in a five twenty field. Oh in target audience on five twenty one. Those are the only fields that you can add as local data. So as I mentioned earlier, the reason you might want to do this is that if. 144 Rick Newell 00:47:56.260 --> 00:48:02.060 If your local catalog will accept information such as, barcode and. 145 Rick Newell 00:48:04.100 --> 00:48:23.500 Shelving location in an A fifty two field and accept the call number, let's say do we call number in the zero nine two field, then this may save you some time once you get the record into your local catalog. You may not need to to do anything. Just load the records into your local catalog and you're done. If however, your local catalog will not accept this data. 146 Rick Newell 00:48:23.860 --> 00:48:35.860 In these fields, then, there's really no reason to do it in simplified cataloging. You may as well do all that in your, your local catalog, but assuming that this is going to to work for you. 147 Rick Newell 00:48:38.340 --> 00:48:42.380 Here's how you do it. So I'm going to search for. 148 Rick Newell 00:48:44.460 --> 00:48:45.940 These items that we searched for earlier. 149 Rick Newell 00:48:48.300 --> 00:48:52.100 Actually, it's this one. so what I'm going to do. 150 Rick Newell 00:48:54.020 --> 00:48:54.300 Ah. 151 Rick Newell 00:48:56.020 --> 00:48:56.420 I'm. 152 Rick Newell 00:49:01.180 --> 00:49:06.180 To limit this to English language of cataloging and we already decided that number one was the matching record. 153 Rick Newell 00:49:10.500 --> 00:49:24.260 So if I want to add local data, I click this add local data button, and again, just a reminder, this is, you won't even see this button if you have a basic catalogging role, and then I'm going to add local data. So. 154 Rick Newell 00:49:26.020 --> 00:49:46.340 I could copy the do we call number from the, the record, but in this case I'll just type it in, and in my library we use the first five letters of the author's name as the cutter number, and if you have questions about, well, if I enter information in these fields, where, where is it going to end up in the record that i. 155 Rick Newell 00:49:46.660 --> 00:50:05.700 That I export? if you click the, the field label, for example, a barcode piece designation, that will open the graphic performance and standards which we already looked at earlier for when to input a new record to determine whether an item matches and. 156 Rick Newell 00:50:06.820 --> 00:50:10.700 It says that this will be in the A fifty two sub field P and. 157 Rick Newell 00:50:12.580 --> 00:50:15.500 And this gives you more detailed information about, about that field. 158 Rick Newell 00:50:17.140 --> 00:50:19.540 So I'm gonna go ahead and type a barcode. 159 Rick Newell 00:50:22.060 --> 00:50:25.340 And I'm going to add a couple of other fields as well. 160 Rick Newell 00:50:30.140 --> 00:50:31.460 We're so I'm going to correct this. 161 Rick Newell 00:50:34.340 --> 00:50:35.340 Call number brainers here. 162 Rick Newell 00:50:41.380 --> 00:50:43.100 Should be nine seventy point zero zero four. 163 Rick Newell 00:50:47.220 --> 00:50:57.380 I'm also going to enter the call number down here and the reason is that if I want to use simplified catalling to print labels, this call number from the. 164 Rick Newell 00:50:58.740 --> 00:51:01.900 This field up above will be printed on the labels and. 165 Rick Newell 00:51:03.580 --> 00:51:17.780 If, if my local system will accept it in that field, then, I don't need to enter down here, but if my local system wants it in the eight fifty two field, then I also need to enter it here. So I'm going to enter nine seven zero point zero zero four. 166 Rick Newell 00:51:19.260 --> 00:51:28.380 And wood, A, and I can enter a shelling location if I want. So let's say it's main stacks. 167 Rick Newell 00:51:31.420 --> 00:51:41.580 And I can add a call number prefix such as reference or J for juvenile if if that's applicable, and I could also add local notes. So let's say that. 168 Rick Newell 00:51:44.900 --> 00:51:47.540 I want to add a local note. 169 Rick Newell 00:51:49.300 --> 00:52:05.500 And again, if I click that label, it tells me this will be in a five ninety field, and if I know that in the five ninety field in my catalog, that displays the staff but not to the public, that's that's what I want in this case. So I'm going to type a note purchased with Rich. 170 Rick Newell 00:52:07.820 --> 00:52:08.940 Guy grand funds. 171 Rick Newell 00:52:16.780 --> 00:52:17.700 So now I'm going to. 172 Rick Newell 00:52:21.220 --> 00:52:24.220 I'm satisfied with this information. I'm going to set holdings and export. 173 Rick Newell 00:52:25.860 --> 00:52:34.860 Then I need to choose the export list and because I designated this March thirteenth list as my default, that's already selected, so all I have to do is click add. 174 Rick Newell 00:52:38.580 --> 00:52:55.500 And I get a confirmation message that I've set my worldcat holding and I added the record to the bill of graphic record export list. Now I'll click close, and if I wanted to, send to the labeled print list I could do that by clicking send to label print list. 175 Rick Newell 00:52:57.260 --> 00:53:04.860 And I already have a label print list selected, so I'll just click and I get a confirmation that it was sent to the labeled print list. 176 Rick Newell 00:53:09.740 --> 00:53:29.180 So having gone through all of that, I expect that a lot of you are not going to use the add local data feature because you want to or need to add information such as barcode, call number, price, local notes etc. Once you get the record into your local catalog. So now I'm going to show you. 177 Rick Newell 00:53:31.740 --> 00:53:32.500 A simpler example. 178 Rick Newell 00:53:34.340 --> 00:53:41.820 I'm, oh actually what I want to show you one more thing first, I want to show you a couple of slides which are also in your learner guide. 179 Rick Newell 00:53:43.980 --> 00:53:56.940 So if I retrieve this record, and, notice that when I looking at right now are the the fields that are in the, the Worldcap record, and I added information such as. 180 Rick Newell 00:54:01.060 --> 00:54:04.260 The branch and the shelving location within the branch, the call number. 181 Rick Newell 00:54:05.780 --> 00:54:13.220 Call number prefix, barcode, local note, then I do set holdings and export. 182 Rick Newell 00:54:16.420 --> 00:54:34.900 The local catalog in the staff view, the mark view would look something like this, whatever price I entered will be in the five forty one sub field eight, the, the local note I added will be in the five ninety field and that information such as the call number and the barcode will be in the A fifty two field in the appropriate sub fields. 183 Rick Newell 00:54:42.060 --> 00:54:47.540 Okay so let's do a simpler example, which is maybe more of you are more are more likely to do. 184 Rick Newell 00:54:51.060 --> 00:54:53.140 So I'm going to go back to record manager. 185 Rick Newell 00:54:55.540 --> 00:55:03.620 And I'm going to close all of my tabs and I'm going to clear my search and I'm going to search by another ISVN. 186 Rick Newell 00:55:07.620 --> 00:55:09.700 And I just scanned the ISBN barcode. 187 Rick Newell 00:55:15.540 --> 00:55:16.660 The system is thinking about it. 188 Rick Newell 00:55:22.500 --> 00:55:36.660 And so I have three records and notice that the third one is in German and if my library catalogs in English, I I don't want that one. number, one and number three. 189 Rick Newell 00:55:38.780 --> 00:55:42.220 Looked pretty similar. this one has two hundred and fifty eight pages. 190 Rick Newell 00:55:44.820 --> 00:56:03.420 And this one is an online resource, so that's an ebook. Yeah, so you can see for my ebook. So if I have the print book, number one is the record that I want, Notice also that it's catalogged by library of congress. It has an authentication code PCC programmed for cooperative cataloging, and. 191 Rick Newell 00:56:03.940 --> 00:56:06.020 The recording level is full. So I'm going to open that record. 192 Rick Newell 00:56:11.700 --> 00:56:14.060 And then I'm going to click set holding and export. 193 Rick Newell 00:56:18.180 --> 00:56:38.180 And then I'm going to choose which export list I want to send it to, and it's actually going to be the same one, and I'm going to click add, and I get a confirmation message that I've added the record to the export list and I've set my worldcap holding. Notice it also says worldcap holdings, which means my library holds this item. 194 Rick Newell 00:56:40.460 --> 00:56:40.540 So. 195 Rick Newell 00:56:42.420 --> 00:56:55.980 That is really all you need to do if you're not going to print labels and you're not going to use the add local data feature, it's just a matter of finding the record that matches your item and clicking set holding and export. 196 Rick Newell 00:56:57.820 --> 00:57:17.060 I did want to point out for those of you that have catalog Z that support this option, you also have the option to send to local system via TCP IP. So if your catalog has, the functionality that will allow you to send a record at a time. 197 Rick Newell 00:57:18.380 --> 00:57:27.540 From OCLC, then then you have that option. before you can do that though, you have to first set your will holdings, so let me do another search. 198 Rick Newell 00:57:29.820 --> 00:57:31.100 And let's do this one. 199 Rick Newell 00:57:42.500 --> 00:57:43.380 The system is thinking about it. 200 Rick Newell 00:57:52.740 --> 00:57:55.460 Nope, that isn't the, that isn't the one I wanted anyway. 201 Rick Newell 00:57:57.860 --> 00:57:58.580 What I wanted was. 202 Rick Newell 00:58:08.820 --> 00:58:09.300 Standard number. 203 Rick Newell 00:58:13.380 --> 00:58:14.420 Actually, that was the right record. 204 Rick Newell 00:58:22.900 --> 00:58:26.700 Well the system doesn't seem to be cooperating, but what I did want to point out is that. 205 Rick Newell 00:58:32.460 --> 00:58:42.300 If you have not yet set your worldcap holding, then, that sent to local system via TCP IP will not be available until you set your world care holding. 206 Rick Newell 00:58:45.420 --> 00:58:52.540 So, once you have added records to your export list, of course you need to know how to download the export list and this. 207 Rick Newell 00:58:54.500 --> 00:59:07.620 Downloading an export list is only available for the simplified cataloging role, not for the basic cataloging role. If you have the simplified cataloging role over on the left, you will see the export list button, so you go to. 208 Rick Newell 00:59:11.020 --> 00:59:28.660 You'll see all of the export lists that are either specific to your username or that are shared among all usernames in your library. So the the one I want to work with is this one I've named March thirteenth. Notice that it says. 209 Rick Newell 00:59:29.420 --> 00:59:39.860 I have a quantity of two, and that's how many records are in the export list. I haven't exported it yet, so to download the export list, I open the list by clicking the list name. 210 Rick Newell 00:59:42.300 --> 00:59:57.460 And then if I want to download all of the records in this export list, I can simply click export all and then send to my computer or you also have the option to send to your local system via TCP IP. Again, if your system supports that option. 211 Rick Newell 00:59:59.340 --> 01:00:19.020 So I'm going to send to my computer, but first I wanted to point out that the actual records in that list are, are, are included in this list. So, for example, if you discover you accidentally exported the same record twice or there's one that you don't want, to export after all, you can simply. 212 Rick Newell 01:00:19.300 --> 01:00:24.900 Select it by clicking the checkbox and then click delete. But I want both of these records, so. 213 Rick Newell 01:00:27.620 --> 01:00:46.700 I'm going to send to my computer and the screen you see next will vary depending on which web browser you're using. i'm using Google Chrome. I'm going to put this on my desktop and I'm going to call this March thirteenth. And by default it has the file extension. 214 Rick Newell 01:00:46.860 --> 01:01:05.460 Dot DAT, but if, your system wants it to have a different file extension, you can choose all five files, and then you can use whatever extension you want. So for example, if you're a local system wants the extension dot MRC for Mark, you, you can do that. 215 Rick Newell 01:01:09.980 --> 01:01:11.660 And then you use your web browsers. 216 Rick Newell 01:01:13.980 --> 01:01:17.740 Capabilities to, to download that file and whatever. 217 Rick Newell 01:01:22.100 --> 01:01:25.500 Your procedures are and your local catalog to load that file into your system. 218 Rick Newell 01:01:31.020 --> 01:01:34.380 So what questions do you have about downloading the export list. 219 Rick Newell 01:01:42.660 --> 01:02:01.500 As I mentioned, you can use whatever names you want for your export list and you can manage them however you want. So if I decide to use a different export list for each day, what I might want to do is go back to this export list, go back to the list of export lists by clicking go back, and if I. 220 Rick Newell 01:02:03.060 --> 01:02:12.780 Verified that these records did load successfully into my local catalog, I could select that list and click delete. Or the other option I have if I want to keep using the same list. 221 Rick Newell 01:02:15.260 --> 01:02:22.780 Is I could just delete both of these records from, from the list and keep using that same list, really any, any way you wanna manage it is fine. 222 Rick Newell 01:02:29.900 --> 01:02:49.700 Another thing that you need to know about is how to delete holdings and this function is only available to the simplified cataloging role, not the basic cataloging role. but, it it is important to delete holdings when your library no longer has any copies of an item, you don't want to be getting inner library loan requests for things that. 223 Rick Newell 01:02:49.780 --> 01:03:03.740 You no longer have, and also if your patrons use worldcat dot org, you don't want them to be thinking that you, you have something that you no longer have. So let's say that you have five copies of a book. 224 Rick Newell 01:03:05.140 --> 01:03:24.980 And you, you delete three copies because they're, they're no longer needed or they're, they're lost or or whatever. And you still have two copies. You don't need to do anything in OCLC because, in terms of simplified cataloging, as far as OCLC is concerned, you either have holdings or you don't. 225 Rick Newell 01:03:25.580 --> 01:03:43.340 However, if you delete those last two copies from your collection, then you do need to delete your holdings from worldcap again so you don't get ILL requests for things you no longer have, and so you don't confuse your patronts thinking that you, you have something that you actually don't. So, the easiest way and the best way. 226 Rick Newell 01:03:44.780 --> 01:04:04.940 To search for the item is to search by OCLC number. So the OCLC number will will will be included in the record that you export and that you load into your catalog, so you need to find what field is that OCLC number is started in your local catalog. It's probably either the zero zero one or the zero. 227 Rick Newell 01:04:05.260 --> 01:04:09.100 Thirty five field, and then you can search by that number. 228 Rick Newell 01:04:12.140 --> 01:04:14.620 So I'm going to search by the OCLC number. 229 Rick Newell 01:04:21.300 --> 01:04:33.700 And notice that it says I have holdings in this. It says world cat holding, and if I go to the world cat holding menu, notice the set option is not available because I already have my holding set, but the delete option is available. 230 Rick Newell 01:04:35.380 --> 01:04:54.900 So I click that, and it says deleted worldcap holding. notice it now says not held and now the delete option is no no longer available because I don't have any holdings to delete. If I happen to make a mistake and I didn't really want to delete holdings from that record I could just click set again. 231 Rick Newell 01:04:55.900 --> 01:04:58.060 So deleting holdings is pretty easy as well. 232 Rick Newell 01:05:00.940 --> 01:05:02.740 What questions do you have about deleting holdings? 233 Rick Newell 01:05:06.860 --> 01:05:07.180 I'll. 234 Rick Newell 01:05:16.460 --> 01:05:35.180 The last thing I wanted to point out is the extensive help that's available for simplified cataloging. you can of course go directly to the help and you can, you can set a bookmark or a favorite for that in your web browser, but it's also available from the menu in, in the record manager interface, and to get to it, you. 235 Rick Newell 01:05:35.620 --> 01:05:38.500 Click Need Help, and then general help. 236 Rick Newell 01:05:40.980 --> 01:05:43.620 And then choose metadata services. 237 Rick Newell 01:05:45.180 --> 01:05:49.700 And simplify cataloging is under World Share Record manager. 238 Rick Newell 01:05:52.820 --> 01:05:54.660 And so then you would scroll down to. 239 Rick Newell 01:05:56.020 --> 01:05:57.820 The simplified cataloging interface. 240 Rick Newell 01:06:05.780 --> 01:06:24.500 And one thing I want to point out about these menus, it's not real obvious is that in the searching catalog section, notice there are several options listed, but down at the bottom there are these three, three dots, the ellipses that say show all, and if you click on that. 241 Rick Newell 01:06:24.780 --> 01:06:29.260 You can then see the other menu options that are available here. so that's. 242 Rick Newell 01:06:30.900 --> 01:06:35.620 Very small and very, very faint. So it's easy to miss, so I just wanted to point that out. 243 Rick Newell 01:06:37.620 --> 01:06:57.460 So let's look at export records, for example, notice that this has detailed information about creating an export list, adding records to an export list, deleting records, and if you want a, a printout of this, each help page has this PDF icon, you can export the page as a PDF. 244 Rick Newell 01:06:58.940 --> 01:07:00.660 Which makes it easier to, to print. 245 Rick Newell 01:07:04.780 --> 01:07:05.700 Let's also look at. 246 Rick Newell 01:07:08.980 --> 01:07:16.220 The simplified cataloging account roles. We talked about this at the beginning, but this is recently updated and this. 247 Rick Newell 01:07:18.740 --> 01:07:37.700 Makes a really clear what what you can do with different roles. So the two roles we talked about today are CAD express basic and Cat Express simplified. So, you notice that CAD express Simplified can, can do all of these things, but Cat Express basic, for example, can only do a few of those things. 248 Rick Newell 01:07:38.340 --> 01:07:42.220 So this is if you have a Cat Express subscription. There is actually. 249 Rick Newell 01:07:44.100 --> 01:07:49.540 More detailed information on their record manager roles. This also makes it clear. So. 250 Rick Newell 01:07:52.020 --> 01:07:54.500 This tells you, for example, that. 251 Rick Newell 01:07:59.540 --> 01:08:09.820 The cataloging fall can can do almost everything. cataloging simplified has a more limited set of options and catalogging basic is even more limited. So for example. 252 Rick Newell 01:08:14.300 --> 01:08:17.500 In catalogy basic you have a read only via bible graphic records. 253 Rick Newell 01:08:23.140 --> 01:08:38.819 And only the things with the next column be can be done by the basic catalogging role. I also want to point out going back to record manager, if you need to contact my colleagues in OCLC support, further need help menu, you can choose contact support. 254 Rick Newell 01:08:40.540 --> 01:08:51.980 And that will take you to a page, actually that will just, start an email to support it OCLC dot org and it captures some information such as your browser version. 255 Rick Newell 01:08:58.020 --> 01:08:58.380 Oops. 256 Rick Newell 01:09:01.660 --> 01:09:20.740 And if you go to help dot OCLC dot org, you can find information about contact information for OCLC supporting your region. So if you're in the United States, you can send an email by clicking the button or you can submit a, a ticket by clicking the submit view request or if you're. 257 Rick Newell 01:09:21.020 --> 01:09:28.620 Other countries, there are, are, there's obviously different contact information and different ways of submitting and viewing a request. 258 Rick Newell 01:09:33.020 --> 01:09:52.859 I want to thank all of you for coming today. I do want to point out, again, your learner guide and I will send a link to this out when I send the link to the recording, and again, I want to remind you about the knowledge check that's on the last couple of pages. so work through the questions on the next to last page and then. 259 Rick Newell 01:09:54.020 --> 01:10:13.740 The answers are on the, the last page that will help reinforce what you learned today. If you have any additional questions before we conclude today's session, please feel free to send those in chat. Otherwise, thanks for coming, when you exit from the Webex session, you'll be directed automatically to an evaluation survey. We would appreciate any feedback you might have. 260 Rick Newell 01:10:14.580 --> 01:10:29.420 When you get to that four minutes going to ask you for an instructor name, so it's my name Rick Noel, the category is catalogging and metadata, and of course the course name is simplified cataloging. So thank you for coming, hope you found this useful and have a great rest of your day. Thanks.