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Authorizations and cataloging capabilities

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Find cataloging authorization levels in order of most basic to highly specialized, how to edit and replace name authority records versus edit records locally, and a summary of the differences between editing name authority records versus locally edited records.

Specific kinds of editing capabilities and actions you can take on bibliographic and authority records depend on your OCLC cataloging authorization level.

OCLC assigns each library one or more authorization numbers to log on to Connexion. The authorization is associated with the cataloging level established by your OCLC profile. The authorization tells Connexion when you log on what actions you are authorized to take.

Authorization levels and available actions for authority records.

The following table lists authorization levels in order of most basic to highly specialized, with a list of actions available for authority records at each level.

 

Authorization level Connexion client actions Connexion browser actions
Search
  • Search OCLC authorities databases and display retrieved records, including WorldCat, LC names and subjects authority file, and LC names and subjects history file
  • Export records
  • Report errors in records
  • Print
  • Edit records and workforms locally
  • Save records to local save file
  • Search online save file
  • Create records
  • Use constant data
  • Import records
  • Search and display retrieved authority records from the LC names and subjects authority file and the LC names and subjects history file
  • Export records
  • Report errors in records
  • Print
 Note: Authority history records are read-only. You can copy and paste from the records or print them. You cannot edit or export them.
Limited

Same actions as for Search plus the
following actions:

  • Submit records for review
  • Lock records
  • Save records to online save file
  • Delete records from online save file
  • Validate records

Same actions as for Search plus the following
actions:

  • Edit records and workforms locally
  • Create records
  • Use constant data
  • Import records
  • Submit records for review
  • Lock records
  • Save records to online save file
  • Search online save file
  • Delete records from online save file
  • Validate records
 Note: Each library has a single online save file associated with its authorization, which you can access using either the client or the browser interface.
Full Same actions as for Limited.
NACO (Name Authority Cooperative Program)

Same actions as for Limited plus the following actions:

  • Replace name authority records in the OCLC authority file
  • Add new name authority records to the OCLC authority file
Agent Same actions as for Limited
Regular Enhance Same actions as for Limited
National Enhance Same actions as for NACO
CONSER Regular (Cooperative Online Serials program) Same actions as for Limited
CONSER National Same actions as for NACO

 Note: 

  • See more about the Program for Cooperative Cataloging (PCC), including NACO and CONSER, here.
  • This table does not cover the CatExpress web-only interface for copy cataloging. CatExpress authorizations do not have different levels. Find more information about CatExpress here.

Definitions: Edit and replace name authority records versus edit records locally

Edit mode Definition and notes
Name authority record (locked or unlocked)
  • A name authority record is the version of the record available to all who have access to Connexion. It does not include local data for any library.
  • To edit and replace a name authority record, it must be locked in Connexion:
    • Connexion client version 2.63: With an authority or save file record open, click Action > Lock WorldCat Record.
      Or
      Connexion client version 3.0: With an authority or save file record open, click Action > Lock WorldCat Record.
      Or
      Let the system lock the record automatically when you replace it (you must have NACO authorization to replace authority records).
       Note: If another user has already locked the record or replaced it after you opened or saved it, your replace action fails and you get an error message.
    • Connexion browser: With a save file record open, click the Action list and then click Lock WorldCat Record.
  • When you lock a record (or the client locks it automatically before replacing it), no other user can access the name authority record until you unlock or take an action on it (or until the record is processed through the distribution cycle).
  • Other users can retrieve the record or edit it locally while the name authority record is locked.
Locally edited authority record
  • A locally edited record is a copy of the name authority record that you can modify for your particular library needs without affecting the name authority record.
  • Any time you edit a record without locking it or replacing it (when it is auto-locked in the client), you are making local edits. The record is not locked in Connexion. Therefore, other users can retrieve it, edit it locally, or lock and edit the corresponding name authority record.
  • You can edit a record locally regardless of whether another user has locked the name authority record.
  • While editing a record locally, you can add, delete, or change the record content to meet your library's needs and then export the record to your local system.

Summary: Authorization levels and making name authority record edits versus local edits

The following table summarizes editing and actions on name authority records versus locally edited records, depending on authorization level.

Record level/Authorization level Connexion client: Editing/Actions Connexion browser: Editing/Actions Records/Modifications authorized

Locally edited records

Search and higher

 Edit records locally; save to local save file; export Display record; export

Any record in the OCLC authority file

Client: Any modifications for local use

Locally edited records

Limited and higher

 Lock (optional), edit, and save record to local or online save file; export Lock, edit, and save record to online save file; export

Any record in the OCLC authority file

Any modifications for local use

Name authority records

NACO, National Enhance, and CONSER National

 Lock (optional), edit, and save record; replace; export Lock, edit, and save record; replace; export Modifications to name authority records