Skip to main content
OCLC Support

About authority save files

  1. Last updated
  2. Save as PDF
Find an overview on how authority save files function in Connexion client.

Overview

Online save file

  • The online authority save file is a working storage area for use when you complete new authority records or modify existing records from the Authority File.
  • Each library's saved records are available to users from that library only.
  • There is only one online authority save file. It is accessed by both Connexion interfaces, the browser and the client.
  • A library can store up to 9,999 records in the authority save file. The system prevents you from exceeding the limit.
  • When saved, each record is assigned a sequential number. The first number assigned is 1.

Local save file

  • The local authority save file is located on your workstation or can be located on a network drive for shared access.You can use the local files to save authority records and work on them offline or online, to enter Authority File searches or set actions on records to run in batch mode.
  • The Connexion client automatically creates a default local authority save file when you install the software. The path and file name is: X:\Documents and Settings\[user name]\Application Data\OCLC\Connex\Db\DefaultAuth.auth.db (X is the letter of your hard drive)
  • You can create multiple local authority save files on your workstation or on a shared drive for special cataloging tasks or for use by individual staff members.
  • You can designate/change the default. And you can 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.

Expiration of records, workforms, and locked records in online save file

 Note: Records saved in the local save file do not expire.

  • 90-day limit for records - Saved LC authority file records and saved authority workforms can remain in the online save file for 90 days. After that, the system deletes them automatically. You can resave workforms and records to reset the 90-day expiration. However, resaving does not extend the lock on locked records.
  • Check expiration dates - Check the number of days before expiration in the Expires column of a save file list, or check the number in Expires in [number of days] in the record identification area of a full record. The system updates the number of days daily.

 Note:

  • Occasionally, OCLC may delay purging the online save file. In this case, records may remain in your save file longer than expected.
  • Locked WorldCat record unlocked when expired - A locked WorldCat record in the save file is unlocked when the record expires. 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 previously saved copy of the WorldCat record, your edits are lost.

New records (NACO-affiliated libraries only), importing, and exporting

  • New records - A newly created record is not automatically added to a save file. If you do not plan to complete the record and add it to the Authority File during your current session, save the record (Action > Save Record to Online File or Save Record to Local File).
  • Imported records - The client assigns the workflow status Imported to all authority records you import, whether they are existing Authority File records (with ARNs) or workforms.
  • Exporting 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 the Authority File). You cannot export workforms.

Recommendation: The client automatically backs up local files. OCLC recommends keeping the automatic backup option. If a local file becomes unusable, you can recover the data by renaming the backup file to make it the current file. See Manage local files for general information about using and managing local files.