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OCLC Support

Work with authority records

Discover how to work with authority records while editing in Connexion client.

Move to the next record

The client record display has three main areas

  • Record information area
  • Fixed field
  • Variable fields

See Records for a description of the area.

To move the cursor from one area to another:

  • Navigate to Edit > Next Record Area or press <F6>.
  • Click Previous Record Area or press <Shift><F6>.

The cursor moves to the first element or field of the next record area, or if the cursor was in a particular variable field to start with, it returns to that field when you return to the variable fields area.

Change the position of the fixed field or display as variable fields

You can change the position of the fixed field in the record display or display it as variable fields.

  • Navigate to View > OCLC Fixed Field > Top or press <Ctrl><V><O><T>. The fixed field displays above the variable fields.
  • Navigate to View > OCLC Fixed Field > Bottom or press <Ctrl><V><O><B>. The fixed field displays below the variable fields.
  • Naviate to View > OCLC Fixed Field > Display as Variable Field or press <Ctrl><V><O><D>. The fixed field displays as variable fields LDR (leader), 001, 005, and 008.

Use fixed field drop-down lists

By default, when the fixed field display is set to Top or Bottom, each fixed field element has a drop-down list of values that are valid for the MARC format of the record.

To use the lists:

  1. Click the cell of a fixed field element to display the list, and then click the arrow to display the values in the list.
  2. Select a value. If preferred, enter a value over a selected value in the fixed field element field. See Records for more about navigating fixed fields.

If you prefer not to use the fixed field lists, clear the display:

  1. Navigate to Tools > Options or press <Alt><T><O>.
  2. Click the Record Display tab.
  3. Click the Use dropdowns for fixed fields check box to deselect it. Select another format in the list. By default, the check box is selected.

Field restricted for editing

You cannot edit the following fields in an existing authority record. If you try to change these fields, the OCLC Cataloging system cannot validate the record.

  • Leader byte 5 (Rec Stat)
  • Leader byte 6 (Type)
  • 008 field positions 0-5 (Entered)
  • 001 field (ARN)
  • 005 field
  • 010 field (LCCN)
  • 035 field
  • 040 field cannot be changed except to add $b eng

LCCN format details (field 010)

The format for the Library of Congress Control Number (LCCN) includes the following segments:

  • Two or four year characters represent the year the record was created in machine-readable format
  • Serial number of one to six digits
  • Prefixes (n, nb, no, nr, ns, sh, sj)

The following table provides details on data formatting for both pre-2001 LCCs (2- digit year) and current LCCNs (4-digit year).

LCCN segment Pre-2001 LCCN length and position of segment 2001 and later LCCN length and position of segment
Alphabetic prefix Up to 3 letters Positions 1
through 3
1 to 3 leading blanks fill unoccupied positions

 Note: Prefix with 1 or 2 letters appears with
letter(s) left-justified.

1 or 2 letters
Positions 1 and 2
1 or 2 leading blanks fill unoccupied positions

 Note: Prefix with 1 letter appears with letter left- justified.

Year 2 digits
Positions 4 and 5
4 digits
Positions 3 and 6
Serial number 1 to 6 digits
Positions 6 through 11
1 to 5 leading zeros fill unoccupied positions
1 to 6 digits
Positions 7through 12
1 to 5 leading zeros fill unoccupied positions
Supplement blank 1 blank after last digit of serial number
Position 12
Not needed
Examples—name authority records n 79063767
no 95015107
nr 00013605
n 2008000884
authority records
sh 85010297
sh 99001533
Examples—children’s subject authority records sj 96006123 sj2004004943

Copy control number

To copy the OCLC control number of the active bibliographic record or the ARN of the active authority record (field 001) without having to select it:

  • Navigate to Edit > Cut Copy Paste > Copy Control Number or press <Ctrl><T>.
  • Right-click in the record and, on the pop-up menu, click Copy Control Number.

The number is copied to the Windows clipboard. You can paste it into any text area or document.

Find and replace text

To find instances of text in a record and replace it with other text:

  1. Navigate to Edit > Find/Replace, click the Find/Replace button (Find/Replace button), or press <Ctrl><F>.
  2. Enter the text you want to find in the Find What text field. If you select the text you want to find before step 1, the client places the highlighted text in the Find What box for you.
  3. Enter the text you want to insert in place of found in the Replace With text field.
  4. (Optional) To enter a diacritic or special character in the text, click Enter Diacritics. See Insert diacritics and special characters for more details.
  5. (Optional) Select parameters for the search:
    • Select the Match Case check box to match upper- and lowercase exactly of the text you want to find and the text you want to replace.
    • Select the Whole Word check box to match the text in the Find What field with whole words only.
    • Select the Search Backward check box to search backward from the cursor position rather than forward.
  6. Click Find Next to find the next occurrence of the text in the Find What field. The client finds and highlights the text if found.
  7. Click Replace to replace the found text with the text in the Replace With field. 
    Click Find Next to find the next instance. Repeat until the client has searched the text of the entire record and you have replaced the text where needed.
    Click Replace All to replace all instances of the found text.
    Click Cancel to stop the find and replace process.