WEBVTT 1 "Mallory McDevitt" (2240180480) 00:00:10.169 --> 00:00:30.169 Welcome to the WorldShare Record Manager: Create and manage Worldcat bibliographic Records course. My name is Mallory McDevitt and I'm a product trainer here at OCLC. Today I'll be talking about record manager and how to edit bibliographic records, including how to create field strings, 2 "Mallory McDevitt" (2240180480) 00:00:30.169 --> 00:00:48.720 text strings, and constant data records. We'll also talk about how to utilize advanced actions for editing records, and then we'll discuss how to create, discuss when to create a new worldcat record and how to derive a new record from an existing worldcat record. 3 "Mallory McDevitt" (2240180480) 00:00:50.460 --> 00:01:10.460 And then how to utilize a template to create a new Worldcat record. And finally, how to add new records to Worldcat and set holdings. I will be using OCLC's internal training WorldShare management services WMS account with my institution settings and preferences. Throughout this 4 "Mallory McDevitt" (2240180480) 00:01:10.460 --> 00:01:29.340 course I will be referring to additional resources and materials that can be found in the accompanying learner guide, and I'm gonna go ahead and we'll share that learner guide in the chat. 5 "Mallory McDevitt" (2240180480) 00:01:29.340 --> 00:01:49.340 One of the most common questions catalogers ask is should I use copy cataloging or do I need to create a new record? Whether you'll be copy cataloging or creating an original record, you will 1st search Worldcat for an existing record. Given the scope of WorldCat and cooperative cataloging, you will very likely find a matching. 6 "Mallory McDevitt" (2240180480) 00:01:49.340 --> 00:02:09.210 Record allowing you to follow the copy cataloging process. When you are unable to find a matching record, you may need to create a new Worldcat record through an original cataloging workflow. If you find a similar record but not a matching record such as a different format or addition, you can derive a new record instead of starting from scratch. 7 "Mallory McDevitt" (2240180480) 00:02:09.210 --> 00:02:29.210 If NO matching or similar record is found, you can create a new record from a template. The final step in both original catalogging and copy cataloging will be to set your holdings and export your record to your local system. Typically, WMS libraries will not need to export because they are already working in their local system. 8 "Mallory McDevitt" (2240180480) 00:02:29.210 --> 00:02:32.730 Done. 9 "Mallory McDevitt" (2240180480) 00:02:32.730 --> 00:02:52.730 As a reminder, you can check your user preferences for working with records and searching. If you export records, your user preferences for exporting bibliographic records must be set before you can export. More information on user preferences is available on our support site. This is also, there's also a self paced course specifically on user preferences. 10 "Mallory McDevitt" (2240180480) 00:02:52.730 --> 00:02:56.700 for bibliographic records which is Linked in the learner guide. 11 "Mallory McDevitt" (2240180480) 00:02:56.700 --> 00:03:16.700 Before we dive into more specifics on creating new records, let's talk a bit more about editing bibliographic records. In the last class, introduction to editing Worldcap bibliographic records, we looked at user preferences and making basic edits following the copy cataloging work. 12 "Mallory McDevitt" (2240180480) 00:03:16.700 --> 00:03:20.910 Wow. 13 "Mallory McDevitt" (2240180480) 00:03:20.910 --> 00:03:38.940 When editing records, whether for copy cataloging or original cataloging, you may need to edit records for the following reasons. To add local data needed by your library such as adding local call numbers, local information or local notes, you can utilize AI metadata enrichment. 14 "Mallory McDevitt" (2240180480) 00:03:38.940 --> 00:03:57.390 To add Dewey decimal call numbers or library of Congress call numbers or LC subject headings. You may also want to add, edit or delete mark fields as needed, and also to correct errors or enhance record quality. And as a note. 15 "Mallory McDevitt" (2240180480) 00:03:57.390 --> 00:04:12.390 On replacing a record for enhancements or corrections, you only want to replace records that will benefit other libraries and you don't want to replace the Worldcat record with your local data. We'll talk more about this later on in the course. 16 "Mallory McDevitt" (2240180480) 00:04:12.390 --> 00:04:32.390 Now let's take a look at some additional editing options available in record manager that can be applied when you are editing records. To help simplify cataloging work and reduce repetition, you can create field strings, text strings or constant data to save frequently used information for your record. 17 "Mallory McDevitt" (2240180480) 00:04:32.390 --> 00:04:39.059 Field and text strings and constant data are shared with all users in your institution. 18 "Mallory McDevitt" (2240180480) 00:04:39.059 --> 00:04:55.499 Field strings allow you to save a single MARC field or sub field that is frequently used by your library that you can then insert into other fields and records. Text strings allow you to save plain text or frequently used words such as notes or sub field indicators with texts to insert into fields. 19 "Mallory McDevitt" (2240180480) 00:04:55.499 --> 00:05:11.699 Text strings will be entered exactly where you place your cursor in a field. Constant data records allows you to save a single field, multiple fields, sub fields, and fixed elements that can be applied to new or existing WorldCat records. 20 "Mallory McDevitt" (2240180480) 00:05:11.699 --> 00:05:31.699 You can also apply constant data to fixed and variable fields. Any constant data created in a record manager will be accessible in Connexion's online constant data if you use Connexion. You may want to create bibliographic constant data records so that you can avoid reentering frequently used information when you create or maintain 21 "Mallory McDevitt" (2240180480) 00:05:31.699 --> 00:05:51.699 local bibiligraphic records. You may also want to reduce, use them to reduce typing errors and improve consistency among related bibliographic records, to add specific fields, sub fields or other elements to multiple bibliographic records or to develop and maintain standards for use in all bibliographic records for certain collections. 22 "Mallory McDevitt" (2240180480) 00:05:51.699 --> 00:06:10.919 or specific types of resources. Now let's go to record Manager and see where we can create strings and constant data. 23 "Mallory McDevitt" (2240180480) 00:06:14.939 --> 00:06:31.079 As a reminder to access record manager from WorldShare, you would select metadata and then expand Record manager. For field strings, text strings, and constant data, we're going to navigate to our toolbox. 24 "Mallory McDevitt" (2240180480) 00:06:31.079 --> 00:06:51.079 The start we'll look at field strings and text strings. So I'll select the strings tab, and from this tab you can create, edit, and delete. 25 "Mallory McDevitt" (2240180480) 00:06:51.079 --> 00:07:10.919 Field and text strings. So if our field radio button is selected, we're looking at our field strings. From this list it shows all of our field strings that we have created by our institution, and to create a new field string, you can select new field string. 26 "Mallory McDevitt" (2240180480) 00:07:10.919 --> 00:07:28.799 And then you can enter the name for the field string, and as an a reminder with a field string name, whatever you name this, you're not able to change, and this is also how you'll search for the field string. 27 "Mallory McDevitt" (2240180480) 00:07:28.799 --> 00:07:46.139 So I'm going to call this test one and then enter my field string. So for this I want to add a 500 local notes, so I'm gonna do. 28 "Mallory McDevitt" (2240180480) 00:07:46.139 --> 00:08:03.059 500 and then the 1st and second indicators are blank, and now I can add my data. So I want this to say donated by friends of the library. 29 "Mallory McDevitt" (2240180480) 00:08:03.059 --> 00:08:22.979 And so once this information is entered I can then say create. So from this list, if I need to delete a field string, I can select the field string from the left of the field string name and then choose delete selected. 30 "Mallory McDevitt" (2240180480) 00:08:22.979 --> 00:08:42.209 And confirm. If I need to edit a field string name, I can click into the field or into the data and get this updated. And so let's say I actually just want this to be F OL, and if I click out of this, it will update that field string. 31 "Mallory McDevitt" (2240180480) 00:08:42.209 --> 00:09:01.229 We'll see in a little bit how we can create field strings and also text strings from a record as well. But this is where you can manage them in your toolbox. So now let's take a look at our text strings, so I'm gonna select the text radio button. 32 "Mallory McDevitt" (2240180480) 00:09:01.229 --> 00:09:21.229 And I also want to create a new text string which is done very similarly to creating a field string, so I'll select new text string, and here I'll enter the name of my text string. For this example, I'm going. 33 "Mallory McDevitt" (2240180480) 00:09:21.229 --> 00:09:31.439 To add a geography subfield Z since I have a collection of books about a specific location. So this is gonna be called. 34 "Mallory McDevitt" (2240180480) 00:09:31.439 --> 00:09:49.829 Geography of France, and then I am going to go ahead and I'm going to add. 35 "Mallory McDevitt" (2240180480) 00:09:49.829 --> 00:10:09.829 My information here and I am also remembering I already have one called geography France. So I'm gonna just call this one France because it has to be a unique name, and then I'm going to say create. 36 "Mallory McDevitt" (2240180480) 00:10:09.829 --> 00:10:27.929 So now I see that this is added to my list. I can also manage my text strings from this list too. So if I want to delete one, so see this is a duplicate. I did not remove this after I practiced earlier, I will highlight that and then say delete selected. 37 "Mallory McDevitt" (2240180480) 00:10:27.929 --> 00:10:47.929 And confirm. And so now I have that geography one added here. Again, I cannot edit this text string name, so if I wanted to name this what I had originally planned, I would need to create the text string again. But that's ok. I know it. 38 "Mallory McDevitt" (2240180480) 00:10:47.929 --> 00:10:57.179 It's called France and that's what I'm gonna be searching for when I go to add this into a record. 39 "Mallory McDevitt" (2240180480) 00:10:57.179 --> 00:11:14.189 So now that I've added a text string, I am now going to go to the constant data tab because let's go ahead and add some constant data. Okay. 40 "Mallory McDevitt" (2240180480) 00:11:14.189 --> 00:11:34.189 So from our constant data list, I am seeing all the constant data that I have for my institution. I can also manage these and delete them as well. So if I select one, I can select delete and then again confirm. I'll also see in the far right corner I have a 41 "Mallory McDevitt" (2240180480) 00:11:34.189 --> 00:11:37.709 Default tab, this is where I can choose which. 42 "Mallory McDevitt" (2240180480) 00:11:37.709 --> 00:11:57.359 Constant data record, I would like to be my default. I can change this at any time from this list. I'm gonna keep this where it is. We'll talk more about how those apply later on with a default. So I want to create a new record. 43 "Mallory McDevitt" (2240180480) 00:11:57.359 --> 00:12:17.359 And I have a collection of books that are donated from one foundation, so that is what I want to create a constant data record for so I can avoid retyping that information for multiple records. So when I do create bibliographic constant data, I have my. 44 "Mallory McDevitt" (2240180480) 00:12:17.359 --> 00:12:29.579 My format option here. I'm gonna keep mine as RDA and then I can change the material type template. I want to keep this as a book for this example, but you could choose something else and then say create. 45 "Mallory McDevitt" (2240180480) 00:12:29.579 --> 00:12:45.539 So now I have my constant data record editor, and now I can enter in all the fields that I want to have for this record. 46 "Mallory McDevitt" (2240180480) 00:12:45.539 --> 00:13:04.019 So this will just take me a minute to type everything. Since this is gonna be mainly some local notes here, I am gonna just jump down to the five hundreds and I am going get this information added. 47 "Mallory McDevitt" (2240180480) 00:13:04.019 --> 00:13:24.019 You'll also see I am adding some additional rows. 48 "Mallory McDevitt" (2240180480) 00:13:24.019 --> 00:13:39.659 We're almost there. There's two more fields to do. 49 "Mallory McDevitt" (2240180480) 00:13:39.659 --> 00:13:58.829 And then I actually have a 710 that I want to use and it helps if I click in the right box where I want to be typing, and then I can add last bit of information here. 50 "Mallory McDevitt" (2240180480) 00:13:58.829 --> 00:14:18.829 Okay, so now that I've added everything in that I want for this constant data record, I need to remove any empty fields or sub fields that I do not want added to a record when the constant data is applied. Empty fields or sub fields are saved and can overwrite data in a record. 51 "Mallory McDevitt" (2240180480) 00:14:18.829 --> 00:14:28.709 And so we're going to go ahead and I'm going to start deleting these fields I do not need. 52 "Mallory McDevitt" (2240180480) 00:14:28.709 --> 00:14:48.239 And there's really NO faster way to do this. You're just gonna select the red minus button and delete and you wanna make sure that you don't accidentally delete something you just entered in that you wanna keep. 53 "Mallory McDevitt" (2240180480) 00:14:48.239 --> 00:15:08.239 There's also the option to reformat a constant data record. Reformat is an option under record, that would place everything in the correct order per biblographic formats and standards. I entered everything in the correct order, so there's NO need for me to do that action here. 54 "Mallory McDevitt" (2240180480) 00:15:08.239 --> 00:15:28.239 And then just as a note on fixed versus variable fields, this example of constant data will be applied to variable fields only. And that's why I did not make any edits to the fixed fields. If you are using fixed fields or setting the record as your default constant data, you will want to edit the fixed fields. 55 "Mallory McDevitt" (2240180480) 00:15:28.239 --> 00:15:47.849 When you apply a default constant data record, it will automatically apply both fixed and variable fields. And in a bit I will show you how you can choose if you want to apply constant data to fixed fields, variable fields, or both. So now that this record is looking good, I can select save record. 56 "Mallory McDevitt" (2240180480) 00:15:47.849 --> 00:16:07.849 And then here's where I would add my constant data name similar to our strings, whatever I name this is the name it will stay. So this one I'm going to call, donation smith family foundation. I could then choose to make this my deal. 57 "Mallory McDevitt" (2240180480) 00:16:07.849 --> 00:16:27.849 Default here. I'm gonna keep my current default, so I will leave this unchecked and then I'll add my status. For my institution, we use our initials for our status, but that's really dependent on what your institution wants to use. It's just an indicator of either who created it or if it's part of a collection, however you want to use my. 58 "Mallory McDevitt" (2240180480) 00:16:27.849 --> 00:16:47.219 Status, and then I'll say save. If I needed to edit this, I could continue to edit this record except for the name. And then if I say go back, I can now see that this is part of my list and I could always change the default here as well. 59 "Mallory McDevitt" (2240180480) 00:16:47.219 --> 00:17:06.989 So now that we've looked at creating strings and constant data, let's go ahead and add these to a record. So I'm gonna search for an OCLC number, and I have one record I'm gonna pull up. 60 "Mallory McDevitt" (2240180480) 00:17:06.989 --> 00:17:26.989 Making sure I type that correctly and then I'll hit search. And here I can open this record, either by clicking on the title or selecting the edit button. And then from a record, before you insert a field string, it's recommended to. 61 "Mallory McDevitt" (2240180480) 00:17:26.989 --> 00:17:39.959 To add a blank row, if you add a field string, it can overwrite any information on the field that you're currently in. So I'm going to go ahead and add a new row. 62 "Mallory McDevitt" (2240180480) 00:17:39.959 --> 00:17:56.999 And then to add a field string, I can either select edit, field, and then insert field string or I can do right click field, insert field string directly into the row that I want this to be added. 63 "Mallory McDevitt" (2240180480) 00:17:56.999 --> 00:18:13.769 And so this is where you need to know what you've called your field string to find it. So this one was called test one, and then here is that note we created and now it's entered into this record. 64 "Mallory McDevitt" (2240180480) 00:18:18.119 --> 00:18:34.799 So if I want to create a new field string with information from this existing record, I can do that by clicking on a field that I want to have this information for, and then selecting edit. 65 "Mallory McDevitt" (2240180480) 00:18:34.799 --> 00:18:54.799 Field and then create field string. I could also get this by the right click option. And then here I would have the option to name the field string and I could make any small edits to the field string from this view. Then I would say create and this would be added to my main field string list. 66 "Mallory McDevitt" (2240180480) 00:18:54.799 --> 00:19:01.649 In the toolbox, I'm not gonna save this today, but this is how you can do that so you don't have to. 67 "Mallory McDevitt" (2240180480) 00:19:01.649 --> 00:19:21.649 Type in more information. So now let's go ahead and add that text string we created. So with the text string we created, this actually needs to go into a field that's controlled. So let's talk a little bit about that. 68 "Mallory McDevitt" (2240180480) 00:19:21.649 --> 00:19:41.649 A controlled heading is a name, subject or series and a bibliographic record that is linked to an authority record, so it uses a standardized form and automatically stays up to date. It appears as a hyperlink that you can click to open the authority record. If you need to edit a field that includes the controlled heading, you will need to 1st. 69 "Mallory McDevitt" (2240180480) 00:19:41.649 --> 00:19:48.809 Uncontroll the heading before making your edits, and then you want to make sure you control the heading when your edits are complete. 70 "Mallory McDevitt" (2240180480) 00:19:48.809 --> 00:20:08.069 So I'm going to go ahead and uncontroll this 650, so I'm gonna right click control heading and then remove. And now I can go ahead and edit this field. 71 "Mallory McDevitt" (2240180480) 00:20:08.069 --> 00:20:28.069 So with text strings, as I mentioned before, wherever your cursor is, is where the text string will be entered. So I'm going to make a space here and I'm going to do edit field and insert text string. Just as a note, you're saying create text string is. 72 "Mallory McDevitt" (2240180480) 00:20:28.069 --> 00:20:30.419 Grayed out. We'll see. 73 "Mallory McDevitt" (2240180480) 00:20:30.419 --> 00:20:50.419 How this option can become available in a minute. So I'm gonna select insert text string. I can also right click where my cursor is to get the same menu, and I want to search for that, and this is the one that I just called France instead of geography, and then I'll select this. And then here I, this is where you. 74 "Mallory McDevitt" (2240180480) 00:20:50.419 --> 00:20:57.989 You always want to double check how you've inserted things too cause I'm seeing my cursor was not quite where I wanted it to be. 75 "Mallory McDevitt" (2240180480) 00:20:57.989 --> 00:21:17.989 So I actually need to separate out my sub field X here. So that looks a little better and I need an extra space there as well. So now that this is entered, I will want to control this heading. 76 "Mallory McDevitt" (2240180480) 00:21:17.989 --> 00:21:38.029 Again, so to do this, I'll right click, say controlled heading, and now the option to add. And there we go. It's now controlled again. 77 "Mallory McDevitt" (2240180480) 00:21:38.029 --> 00:21:58.249 So now to create a text string from a record, you want to highlight what you want to be included in that text string. So I'm just gonna go and highlight this section, and then I could either go to the edit menu or I can do. 78 "Mallory McDevitt" (2240180480) 00:21:58.249 --> 00:21:59.939 Right click fields. 79 "Mallory McDevitt" (2240180480) 00:21:59.939 --> 00:22:19.649 And then now I have create text string available. So I'm gonna click that and now I have the option to add my text string name, and then I could edit the data here, but it pulled in that information I had highlighted. Then I would say create, and this would be part of my text string list. 80 "Mallory McDevitt" (2240180480) 00:22:23.819 --> 00:22:40.529 I'm not gonna save this one today, but that's how you would be able to save it from a record. So now that we've seen how we can use strings within a record, let's go ahead and I'll pull up a different record. 81 "Mallory McDevitt" (2240180480) 00:22:40.529 --> 00:22:56.939 For constant data Okay so I'm gonna go ahead and open up this record. 82 "Mallory McDevitt" (2240180480) 00:22:56.939 --> 00:23:16.939 And you can apply constant data to an existing record or a new record, and we'll see how you can apply it to a new record in a little bit. Keep in mind, if you apply constant data to an existing record, you may unintentionally overwrite fields. Non repeatable fields will be overwritten by constant data and. 83 "Mallory McDevitt" (2240180480) 00:23:16.939 --> 00:23:29.459 Repeatable fields will be added to the bottom of the tag group. Remember when we created our constant data example, we made sure to delete any unused fields to minimize the probability of overriding other fields in a record. 84 "Mallory McDevitt" (2240180480) 00:23:29.459 --> 00:23:49.459 So with this record, we are going to select record and then bibliographic constant data. Here I have a few options. I can derive constant data, apply default or apply in preview. If I did default, it would apply those fixed and variable fields. 85 "Mallory McDevitt" (2240180480) 00:23:50.189 --> 00:24:10.189 I'm going to select apply and preview constant data. I like to use this option because it gives me the ability to choose my constant data and then where I want it to be applied to fixed. 86 "Mallory McDevitt" (2240180480) 00:24:10.189 --> 00:24:11.669 Variable or both. 87 "Mallory McDevitt" (2240180480) 00:24:11.669 --> 00:24:31.669 So from this, I can now select from this dropdown is still showing my default here, but from this dropdown I can find the one we just created. And now with constant data fields to apply to current record dropdown I can choose fixed fields, variable fields or both. 88 "Mallory McDevitt" (2240180480) 00:24:31.669 --> 00:24:39.359 And I just want this to go to variable fields because I did not make any edits or changes to those fixed fields when I created this. 89 "Mallory McDevitt" (2240180480) 00:24:39.359 --> 00:24:59.359 So then I can take a look here and I'll see where those fields will be applied in the record. And once that looks good, I'll say apply constant data. At the top here, I have the confirmation and if I expand it. 90 "Mallory McDevitt" (2240180480) 00:24:59.359 --> 00:25:17.729 As I see which fields were added or updated. And then if I scroll down just a little bit, I will see, here's all those five hundreds from that constant data record. So now that constant data is applied, we, you can continue to edit your record. 91 "Mallory McDevitt" (2240180480) 00:25:17.729 --> 00:25:37.729 And one option when you're editing records is advanced action. So with advanced action, this will allow you to apply specific changes or enhancements to a bitly graphic record with a single command. And with advanced action, you can. 92 "Mallory McDevitt" (2240180480) 00:25:37.729 --> 00:25:57.729 Clearing coding level three, create an eight three oh drive electronic record enhance a five oh five, generate an 043-508-511 names to 700. And additionally, if you add a new row and enter 93 "Mallory McDevitt" (2240180480) 00:25:57.729 --> 00:26:12.719 336 337 or 338. Record manager will automatically make those fields guided entry fields for records that have English as the language of cataloging in the 040 sub field B. 94 "Mallory McDevitt" (2240180480) 00:26:12.719 --> 00:26:32.719 Advanced actions are meant to help you save time by automating, deleting, moving or enhancing data in certain fields. To use an advanced action, select advanced action at the top of the record you are editing. The advanced action window will open. Select the action you want to use. If the record matches the criteria for the specific action. 95 "Mallory McDevitt" (2240180480) 00:26:32.719 --> 00:26:35.399 Then your record will be updated accordingly. 96 "Mallory McDevitt" (2240180480) 00:26:35.399 --> 00:26:55.399 And you can learn more about what each specific advanced action does from the support site, and this is also linked out in the learner guide as well. One feature that was touched on briefly in the intro to editing bibliographic 97 "Mallory McDevitt" (2240180480) 00:26:55.399 --> 00:27:15.399 records course is the save options, and you may want to save a working copy of a record that you have been editing if you need someone to review your work, if you do not have time to complete your edits or even if the information you have is incomplete and you're waiting for details such as vendor data or having the physical item in hand. 98 "Mallory McDevitt" (2240180480) 00:27:15.399 --> 00:27:35.749 There are two options to save a record. 1st, you can choose to save your record as in progress. This option allows you to save the record in an online save file to return to later for continued editing without losing the changes you made to the record. In progress records can be viewed by anyone in your institution and you can access the record from connection or record manager. 99 "Mallory McDevitt" (2240180480) 00:27:35.749 --> 00:27:42.449 A record will stay in a save file until you delete it from the save file, replace the record or add it to Worldcat. 100 "Mallory McDevitt" (2240180480) 00:27:42.449 --> 00:27:58.799 The other option is to save and lock bibliographic record. This will save your edits on the record as in progress and lock the record. By locking the record, NO one else can make changes until you unlock the record or until 14 days have passed. 101 "Mallory McDevitt" (2240180480) 00:27:58.799 --> 00:28:16.109 The next feature in the save menu is replace. As a reminder, when editing, we are editing a working copy of a Worldcat record, so all the edits in our examples today will revert back to the original Worldcat record once I close out of my record editing tabs. 102 "Mallory McDevitt" (2240180480) 00:28:16.109 --> 00:28:32.789 There maybe times when you will want to make changes permanent on a worldcat record so that all libraries accessing the record will benefit from those corrections or changes. And in order to save over a Worldcat record, you must take the action to replace the record. 103 "Mallory McDevitt" (2240180480) 00:28:32.789 --> 00:28:48.059 Replace should only be used to enhance a work record or in making corrections. It should not be used to add local data to a worldcat record. And be sure to review biblographic formats and standards chapter five for more information on when to replace the record. 104 "Mallory McDevitt" (2240180480) 00:28:48.059 --> 00:29:05.789 And to replace the record, you must have a cataloging full or a cataloging admin role with your record manager permissions. More information on roles can be found on the support site is also linked in the learner guide, and now let's go ahead and go back to record manager and we can see. 105 "Mallory McDevitt" (2240180480) 00:29:05.789 --> 00:29:24.059 How to save and what it looks like to replace a record. So here is one of our records from earlier and I want to save this in my in progress. So to do this, I will select save. 106 "Mallory McDevitt" (2240180480) 00:29:24.059 --> 00:29:44.059 And I'm just gonna choose save in progress record. From here, I can select my workflow flow status. I keep it as in process. This is really dependent on what your institution uses and how they like to use these statuses. And then again, as I mentioned before, I'm gonna add my initials here for. 107 "Mallory McDevitt" (2240180480) 00:29:44.059 --> 00:29:47.459 My status, and then I'll say save. 108 "Mallory McDevitt" (2240180480) 00:29:47.459 --> 00:30:07.459 Now to locate this record, I will change my scope to saved in progress, and then I like to use my status to look up my records. If you use an asterisks wildcard search that will pull up all saved in progress records for your institution. 109 "Mallory McDevitt" (2240180480) 00:30:07.459 --> 00:30:12.329 I know the status I saved this under, so I'm just gonna do search. 110 "Mallory McDevitt" (2240180480) 00:30:12.329 --> 00:30:32.329 And here is that record we just saved. And then I can open this record and continue editing. So I do have an example I wanna show, I have another OCLC number, and this is an example. 111 "Mallory McDevitt" (2240180480) 00:30:32.329 --> 00:30:35.669 Example of a record that would benefit. 112 "Mallory McDevitt" (2240180480) 00:30:35.669 --> 00:30:52.919 From a change or correction, I typed this wrong and that's ok because I will just. 113 "Mallory McDevitt" (2240180480) 00:30:52.919 --> 00:31:12.919 Fix that Oh, you know why it's not coming up because I saw my scope as saved in progress and I want this to be all worldcat. 114 "Mallory McDevitt" (2240180480) 00:31:12.919 --> 00:31:20.069 So, definitely check what your scope and search terms are, and now let's see if something comes up. 115 "Mallory McDevitt" (2240180480) 00:31:20.069 --> 00:31:35.339 Okay, and it came up with more than one option and that's because this switched back to keyword. If I change it back to OCLC number I get just the one item, and this is what I expected to see with this search. 116 "Mallory McDevitt" (2240180480) 00:31:35.339 --> 00:31:51.959 So this is an example of one that instead of United States, it says untied states. So if I open this record, this will be one that would be beneficial to update and change that typo. 117 "Mallory McDevitt" (2240180480) 00:31:51.959 --> 00:32:11.959 Or other libraries to use. So if I were to make that change and then I would want to go to the same menu and choose replace the bibliographic record. I'm not gonna do that in today's course, but if you did replace a record, your OCLC symbol will be added to 040 subfield d. 118 "Mallory McDevitt" (2240180480) 00:32:11.959 --> 00:32:31.959 And you can also refer to documentation for more information on roles and permissions because, again, there's only certain permissions that allow you to replace. Another good reminder is any questions you have with cataloging specifically in records, we have our ask QC, and that. 119 "Mallory McDevitt" (2240180480) 00:32:31.959 --> 00:32:36.359 That's a great resource as well. 120 "Mallory McDevitt" (2240180480) 00:32:36.359 --> 00:32:56.359 So now that we've talked a lot about editing, let's go ahead and actually talk about when we're going to create a new record. 121 "Mallory McDevitt" (2240180480) 00:32:56.359 --> 00:33:16.359 So 1st you will want to thoroughly search Worldcat to ensure NO existing record exists. You'll want to refer to bibly graphic formats and standards chapter four when to input a new record for more information. If you determine that you need to create a new record, you. 122 "Mallory McDevitt" (2240180480) 00:33:16.359 --> 00:33:36.359 You must have a cataloging full or cataloging admin role with your record manager permissions to create a new record. Again, this is linked in the learner guide and is on the support site. You'll also want to follow the current cataloging practices for your record format such as RDA, and you can also refer to bibliographic formats and standards chapter two. 123 "Mallory McDevitt" (2240180480) 00:33:36.359 --> 00:33:50.609 New online cataloging for additional information. And as a note, we will not be discussing exact policies or guidelines for when to input a new Worldcat record. We'll just be focusing on the process of how to create a new record using record manager. 124 "Mallory McDevitt" (2240180480) 00:33:50.609 --> 00:34:10.609 To review the original cataloging workflow before we jump into record manager, after you search Worldcap for a record and determine you you need to create a record, there are two options. You can derive a record from a similar record or you can create a new record from a blank template. You will then. 125 "Mallory McDevitt" (2240180480) 00:34:10.609 --> 00:34:19.649 Click to edit and add or delete fields in the record before you set your holdings and export the record to your local system. 126 "Mallory McDevitt" (2240180480) 00:34:19.649 --> 00:34:39.649 We're gonna start by taking a look at derive. When you find a similar record to your item on hand or on order such as a different format or addition, you can derive a record. When you derive a record fields from the existing similar record will be copied over into a template for a new record. You will still need to edit the record, but this can save you time from creating your compu. 127 "Mallory McDevitt" (2240180480) 00:34:39.649 --> 00:34:58.139 Completely new record from scratch. So for this example, I have an audio book on CD to catalog. When I search for the ISBN, nothing comes up in worldcat. So let's go down record manager and try to broaden our search. 128 "Mallory McDevitt" (2240180480) 00:34:58.139 --> 00:35:18.139 So I'm going to search by title and here I found a print book. So I am going to open this record. I can also see under edit there's the option to derive, I could do this right from this screen, but let's go. 129 "Mallory McDevitt" (2240180480) 00:35:18.139 --> 00:35:23.249 Go ahead and open up this record cause you might wanna take a look and get more details 1st. 130 "Mallory McDevitt" (2240180480) 00:35:23.249 --> 00:35:43.249 So, I've already vetted this record. This is the closest one I'm going to find for this audio book, so I want to derive from this record. To derive, I'm gonna select record and then drive biographic record. From here, I have options where I can derive, drive in with. 131 "Mallory McDevitt" (2240180480) 00:35:43.249 --> 00:35:49.979 The default constant data or deriving preview constant data. You don't need to apply constant data. 132 "Mallory McDevitt" (2240180480) 00:35:49.979 --> 00:36:06.089 At this time, you can always do that later, and I'm going to just derive a bibliographic record without conflict data. So the biggest change you'll see here is that it now says derive record. 133 "Mallory McDevitt" (2240180480) 00:36:06.089 --> 00:36:25.259 In my tabs and at the top of the page, and since this is a different format, the 1st thing I wanna actually do for this record is to change the material type. So to do this, I'll select record, change material type, and book is selected. 134 "Mallory McDevitt" (2240180480) 00:36:25.259 --> 00:36:45.259 But since I'm looking for an audio book, I want to choose sound recording. So if you're changing a format, this one is what you want your 1st step to be. So when I do this, this is now going to have the leader LDR and OO eight fields. 135 "Mallory McDevitt" (2240180480) 00:36:45.259 --> 00:37:05.269 They'll now have prompts for sound recording material elements rather than booked materials. And so let's go ahead and expand some of these fixed fields. Here I can select my encoding level. As a reminder, if you need access quick access to bit formats and standards, utilize. 136 "Mallory McDevitt" (2240180480) 00:37:05.269 --> 00:37:25.269 Is MARC Field help for fixed fields, you can get there by selecting the question mark. This is gonna open bit formats and standards directly on that encoding level page. So now I could go through here and figure out exactly which code encoding level I want to use for this record. In a little bit we'll see how you access MARC field. 137 "Mallory McDevitt" (2240180480) 00:37:25.269 --> 00:37:38.219 Help from a variable field. So once I'm done editing the leader, I can say done. I could then continue editing my fixed fields. 138 "Mallory McDevitt" (2240180480) 00:37:38.219 --> 00:37:58.219 And then I can continue to edit the record as appropriate. You may want to make changes to those access points. So right now, like my 336 I'm seeing text. This would be something I would want to change so it matches a sound recording material. 139 "Mallory McDevitt" (2240180480) 00:37:58.219 --> 00:38:14.760 And you can continue to edit the record. You can also apply constant data anytime or even those field and text strings. So, for instance, I'm gonna add a new blank row, and let's go ahead and insert. 140 "Mallory McDevitt" (2240180480) 00:38:14.760 --> 00:38:34.760 A string and now we've added a field string, not text string into this record. And actually to save us some time today, I have one that's little more edited and I saved in progress. 141 "Mallory McDevitt" (2240180480) 00:38:34.760 --> 00:38:42.210 So you don't have to watch me type all day. So I'm gonna go back to my status. 142 "Mallory McDevitt" (2240180480) 00:38:42.210 --> 00:38:58.080 And pull up this audio book. So when I open this, I am now seeing those access points I pointed out, now I'm seeing spoken word and audio instead of tests, and I see. 143 "Mallory McDevitt" (2240180480) 00:38:58.080 --> 00:39:18.080 That, the 500 note that I added with that field string, so I would continue to add information here. If I need to control any headings that I edited or added, again, I can do that. 144 "Mallory McDevitt" (2240180480) 00:39:18.080 --> 00:39:20.580 By right clicking control heading. 145 "Mallory McDevitt" (2240180480) 00:39:20.580 --> 00:39:40.580 And add and once this record looks good, I would be able to save it added to work worldcat. One thing to point out is the OCLC number shows new. It does not actually have an OCLC number yet. 146 "Mallory McDevitt" (2240180480) 00:39:40.580 --> 00:39:45.960 But it will be assigned an OCLC number once I add it to Worldcat. 147 "Mallory McDevitt" (2240180480) 00:39:45.960 --> 00:40:02.610 And it will be a unique OCLC number. That's how we can do that OCLC number search and pull up just one record. So some other options, you may want to reformat the records, so to do that, you can do. 148 "Mallory McDevitt" (2240180480) 00:40:02.610 --> 00:40:22.610 Record, reformat, and again it'll put those fields in the correct order, and then you may also want to validate the record. And validate will check the validity of the tags indicators and sub field codes. It will also verify that all required. 149 "Mallory McDevitt" (2240180480) 00:40:22.610 --> 00:40:27.030 Fields are present and verify that non repeatable fields occur only once. 150 "Mallory McDevitt" (2240180480) 00:40:27.030 --> 00:40:47.030 As a reminder, a validate will not check for spelling errors. So I am not actually going to save this record to worldcat. This physical audio book technically doesn't exist, so I just use that as a good example. So again, just as a reminder. 151 "Mallory McDevitt" (2240180480) 00:40:47.030 --> 00:41:00.720 This PowerPoint will be part of the notes that you can access on our support site. So there's some additional information on reformat and validate. And then if I were to add it to Worldcat. 152 "Mallory McDevitt" (2240180480) 00:41:00.720 --> 00:41:20.720 That option would now be under that save menu. And what you will see under your save menu is based on your WorldCat subscription and your Worldcat sub subscription, so you may see the option to add record to Worldcat or if you're a WS library, add record and set hole. 153 "Mallory McDevitt" (2240180480) 00:41:20.720 --> 00:41:22.740 Doing audience level. 154 "Mallory McDevitt" (2240180480) 00:41:22.740 --> 00:41:42.740 When you add the record to worldcat, a new OCLC number will be created for the record and your holdings are automatically set with this action. As a reminder, when you set a worldcat holding on a bibliographic record, you are adding your library's OCLC institution. 155 "Mallory McDevitt" (2240180480) 00:41:42.740 --> 00:42:02.740 Been symbol to the record and specifying that you own an item that is represented by the record. It's important to maintain accurate holdings in Worldcat to accurately reflect your holdings to users for worldcat discovery or 1st search to ensure interlibrary loan staff will not get requests for items you NO longer own and to accurately identify. 156 "Mallory McDevitt" (2240180480) 00:42:02.740 --> 00:42:08.430 By gaps in your collection and your unique holdings. 157 "Mallory McDevitt" (2240180480) 00:42:08.430 --> 00:42:27.660 Finally, the last action for this record primarily for non WMS libraries will be to export the record to your local system. To export, you will need to export the record to an export list and you can also use TCP IP to, to export your record directly to your local system. 158 "Mallory McDevitt" (2240180480) 00:42:27.660 --> 00:42:47.660 So now that we've looked at how to derive a new record from an existing record, let's take a look at how to create a new record from a blank template. So you'll want to create a new record from a template if you do not find a matching record or a similar record in your worldcat search. For this example. 159 "Mallory McDevitt" (2240180480) 00:42:47.660 --> 00:42:56.220 Example I have a thesis that needs to be added to my library's catalog written by Libby librarian. So with this thesis. 160 "Mallory McDevitt" (2240180480) 00:42:56.220 --> 00:43:15.840 I know it doesn't exist in worldcat. I've searched for it, and it's something that's very specific to my institution. So I 1st I'm gonna go ahead and close out all these extra tabs I have open just to clean this up a little bit. And then to create a new record, I'll select create record. 161 "Mallory McDevitt" (2240180480) 00:43:15.840 --> 00:43:33.960 So the create record window will open and here I can fill in some initial information for my record. I will leave my record editor as MARC 21 view. If you like text view, you can make that change here. And then for format I actually want to use RDA. 162 "Mallory McDevitt" (2240180480) 00:43:33.960 --> 00:43:53.960 For my material type template, I want to keep it as booked, but you could select a different format if you need to. And then from here I could also apply constant data record at this point. I can also add it again later. If you added it now, the benefit would be your constant data wouldn't over. 163 "Mallory McDevitt" (2240180480) 00:43:53.960 --> 00:44:00.480 Write anything in your record accidentally, but again you can always apply that later. 164 "Mallory McDevitt" (2240180480) 00:44:00.480 --> 00:44:20.480 So now I can just say create and now I have this create record and it says the format, so it says that book template is what I'm looking at. The 1st thing you'll want to do is edit the information for your leader in any additional fixed fields like the . 165 "Mallory McDevitt" (2240180480) 00:44:20.480 --> 00:44:39.450 008. And again you can expand those carrots, add your encoding levels, always access that mark field help as an option, and then you would want to go ahead and enter the information for your record. 166 "Mallory McDevitt" (2240180480) 00:44:39.450 --> 00:44:59.450 Let's see. I think I'll just make a couple small edits here like I'll do a 2026 as a publication date in my oh oh oh eight. And then the other thing I want to do is in my 040 subfield B I want to add in English as the language of cataloging. 167 "Mallory McDevitt" (2240180480) 00:44:59.450 --> 00:45:11.010 The sub field e says RDA, that's being pulled because I selected the RDA in that initial window. And then next you may wanna. 168 "Mallory McDevitt" (2240180480) 00:45:11.010 --> 00:45:29.910 Update those access point fields again like the 336 content type 337 media type and 338 carrier type. Now I do want to add that constant data to this record, so I will do that the same way we did earlier, and I want to do apply and preview constant data. 169 "Mallory McDevitt" (2240180480) 00:45:29.910 --> 00:45:49.910 I'm gonna do that same one we've been using today and just to variable fields. And so once again, I have this information added and now I continue to add more information to this record. You of course want to add title, author, all that information in here. 170 "Mallory McDevitt" (2240180480) 00:45:49.910 --> 00:46:09.180 But I, again, to save us some time, I have one in my saved in progress. So let me go ahead and pull up this thesis. And here we are, I see there's that something you'll be with English. I'm seeing. 171 "Mallory McDevitt" (2240180480) 00:46:09.180 --> 00:46:29.180 Some of those, five hundreds from that constant data. And so I have more information added in here. 172 "Mallory McDevitt" (2240180480) 00:46:29.180 --> 00:46:36.990 One thing I may want to also add, if I hadn't already done so is. 173 "Mallory McDevitt" (2240180480) 00:46:36.990 --> 00:46:56.990 This 090, I have my local call number Mine is showing up with an 090 because my institution uses library of congress. So it maybe a, different tag depending on what your library. 174 "Mallory McDevitt" (2240180480) 00:46:56.990 --> 00:47:14.130 Uses. And then I also wanted to show how you can copy and paste multiple fields from another record into a record. So again, I'm gonna go and pull up an OCN. I remember to change my scope this time and I have. 175 "Mallory McDevitt" (2240180480) 00:47:21.420 --> 00:47:37.140 And I am just going to select, a couple different fields. It doesn't quite matter what I'm choosing today, because this is just to show that you can copy a couple things over. So let's say I. 176 "Mallory McDevitt" (2240180480) 00:47:37.140 --> 00:47:57.140 Also want this 520I probably wouldn't in real life, but I'm going to now, I can either select edit field copy or I could do that right click and copy, get the same options. And then I'm going to return. 177 "Mallory McDevitt" (2240180480) 00:47:57.140 --> 00:48:13.590 To actually my saved edit record here cause that's the one that I have more information to and similar to adding a field string, I will want to add a blank row this way. 178 "Mallory McDevitt" (2240180480) 00:48:13.590 --> 00:48:31.350 I don't accidentally overwrite information when I paste in these fields. So I can now either go to that edit menu again or I can right click field and select paste. And now I have this information added here. 179 "Mallory McDevitt" (2240180480) 00:48:31.350 --> 00:48:46.500 For this record. So the last thing I would wanna do is to control any headings that need to be controlled, and there's actually an option to control all headings. So I would select record. 180 "Mallory McDevitt" (2240180480) 00:48:46.500 --> 00:49:06.500 And then control all headings, and then anything that can be controlled would be controlled from that action. And the nice thing with this, it can save you a click too because it will actually reformat your record at the same time. So that's just a nice way to save an extra click. 181 "Mallory McDevitt" (2240180480) 00:49:06.500 --> 00:49:09.420 And then the last step. 182 "Mallory McDevitt" (2240180480) 00:49:09.420 --> 00:49:29.420 After you've controlled your headings, and you would validate your record cause that's always definitely a step I like to do if I'm creating a new record especially if there's any errors found, it will point those out to you. And then you can go right to bid formats and standards through Marc Field help and get those cleared up. 183 "Mallory McDevitt" (2240180480) 00:49:29.420 --> 00:49:33.240 And so now that I'm done editing. 184 "Mallory McDevitt" (2240180480) 00:49:33.240 --> 00:49:53.240 I could either save it in progress to come back to you later or I would want to add it to worldcat. And similar to deriving, it would be the same save menu options that you would have, and then it would be assigned in OCLC number that's unique to that record. And it would. 185 "Mallory McDevitt" (2240180480) 00:49:53.240 --> 00:49:54.720 Add your holdings. 186 "Mallory McDevitt" (2240180480) 00:49:54.720 --> 00:50:14.720 And then finally, of course, you could export your record. So I know we just went over a lot of information in this time together today. Thank you so much for joining me. Our next course is going to cover. 187 "Mallory McDevitt" (2240180480) 00:50:14.720 --> 00:50:20.580 Authority control and we'll talk more about controlled headings, for. 188 "Mallory McDevitt" (2240180480) 00:50:20.580 --> 00:50:40.580 Additional information on this topics and everything that was covered today, please visit the company learner guide that we shared in the chat. This is a living document and it includes FAQ and troubleshooting links to topics related to record manager, and you can contact somebody. 189 "Mallory McDevitt" (2240180480) 00:50:40.580 --> 00:51:00.580 Support at any time through the help site or directly emailing support@OCLC.org. For any questions asked during this course, if we didn't get to them, they will be passed to our support staff who will be reaching out to you shortly. And then to register for additional record manager trainings, you can visit our support. 190 "Mallory McDevitt" (2240180480) 00:51:00.580 --> 00:51:20.580 Page or register for trainings from the cataloging community center. If you would like to receive a badge for attending this training, you did not register for the community center, you can request a badge from this link. And we would also really appreciate you taking the time to complete the survey that you'll be taking to at the end of. 191 "Mallory McDevitt" (2240180480) 00:51:20.580 --> 00:51:36.544 This session, and it is also linked with the recording as well that will be posted shortly. So thank you again for attending and have a great rest of your day.