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About bibliographic save files

Find an overview on how bibliographic save files function in Connexion client.


Online save file

  • The online bibliographic save file is a working storage area for use when you complete new bibliographic records or modify existing records from WorldCat.
  • Each library's saved records are available to users from that library only.
  • There is only one online bibliographic save file. It is accessed by both Connexion interfaces, the browser and the client.

Local save file

  • The local bibliographic save file is located on your workstation or can be located on a network drive for shared access.
  • Use local files to save bibliographic records and work on them offline or online, to enter WorldCat searches or set actions on records to run in batch mode.
  • The Connexion client automatically creates a default local bibliographic save file when you install the software. The path and file name is: X:\Documents and Settings\[user name]\Application Data\OCLC\Connex\Db\DefaultBib.bib.db (X is the letter of your hard drive)
  • Create multiple local bibliographic save files on your workstation or on a shared drive for special cataloging tasks or for use by individual staff members.
  • Designate/change the default.
  • Move or copy records from one local file to another.

See Manage local files for more about local save files.

Maximum number of records in an online or local save file: 9,999 - The system prevents you from saving a record that would exceed the limit.

Save file record numbering - Whether saved to the online file or to the local file, each saved record is assigned a sequential number. The first number assigned is 1. After that, the client assigns the first available sequential number.

Record expiration in online save file

  • Unlocked records in the online save file no longer expire (as of May 2014).
    OCLC no longer automatically deletes bibliographic records from the online save file. They remain in the online save file until you delete them. You no longer need to resave records to ensure that they are not deleted before you finish with them. The expires in x days label will continue to display in records, but the number is not associated with an expiration date; you can ignore this information.
  • Locked WorldCat records are unlocked after 14 days.
    To reinstate the lock, you must retrieve a new copy of the WorldCat record and take the Lock WorldCat record action (Action menu). If you edited the saved copy of the WorldCat record, your edits are lost. To determine the number of days until a record lock expires, view the Expires column in the save file list.
  • For locked WorldCat records, the last modified date in the record (shown in the Modified column of a brief entry on a results list) is the beginning of the current 14-day window.
  • To reset the expiration counter for locked WorldCat records, open the online save file record or select records in an online save file list and re-save (Action > Save Record Online).
  • Resaving a locked WorldCat record also extends the lock on the record in WorldCat.

Saving locked records - You can save locked records in the online save file only. The client prevents you from saving locked records to the local bibliographic save file.

New records, importing, and exporting

  • New records -  A newly created record is not automatically added to the online or local save file. If you do not plan to complete the record and add it to WorldCat during your current session, save the record (Action > Save Record to Online File or Save Record to Local File).
  • Source status for imported records - Records imported via Connexion are added to the online or local save file, whichever you specify in the Import Records dialog, and are assigned the source status Imported.
  • Workflow status for imported records - New records (those that do not have an OCLC number because they have not been added to WorldCat) are converted to workforms and assigned the workflow status New. Existing records (those that have an OCLC number) are assigned the workflow status In Process.
  • Export records - You can only export a record from the online or local save file if the record has an OCLC record number (that is, has been added to WorldCat). You cannot export workforms.

Recommendation: The client automatically backs up local files (File > Local File Manager > Auto Back Up). OCLC recommends keeping the automatic backup option. If a local file becomes unusable, you can then recover the data by renaming its backup file to make it the current file. See Manage local files for general information about using and managing local files.