This online course provides instruction on working with MARC bibliographic records in Connexion client, including using MARC field help, editing WorldCat records, updating WorldCat holdings, and exporting WorldCat records, as well as the mechanics for replacing and creating WorldCat records.
Additionally, OCLC strongly recommends viewing MARC Bibliographic Basics . This video provides a brief introduction to the MARC bibliographic format.
Note: This learner guide is designed to accompany the Connexion client 3 - Record editing and processing course.
Options available on the menu bar:
MARC field help
MARC field help provides links to OCLC Bibliographic Formats and Standards to find more information on MARC tags and subfields.
- For variable fields:
- Click Help menu, then MARC Field Help
- For fixed fields:
- Click hyperlinked field
Connexion status bar
- C = Complete
- R = Ready (operation is set to be performed in batch mode)
- F = Failed
Edit WorldCat records
- Cells enclose each tag, indicator, and field data
- Cursor moves automatically from tag to 1st indicator to 2nd indicator, etc. Otherwise, edit as continuous text
Using the Edit menu
- Cut, Copy, or Paste
- Edit > Cut Copy Paste > Cut
- Edit > Cut Copy Paste > Copy
- Edit > Cut Copy Paste > Paste
- Delete a field
- Edit > Cut Copy Paste > Delete Field
- Copy a field
- Edit > Cut Copy Paste > Copy Field
- Insert a field
- Edit > Cut Copy Paste > Insert Blank Field > Above Current Field
- Edit > Cut Copy Paste > Insert Blank Field > Below Current Field
- Move a field
- Edit > Cut Copy Paste > Move Field > Up
- Edit > Cut Copy Paste > Move Field > Down
- Edit > Cut Copy Paste > Undo
- Cancel all the changes you made
- Edit > Cut Copy Paste > Cancel Changes
Add diacritic or special character
Enter diacritics following the letter to be modified (this is the Unicode standard)
Edit menu, then Enter Diacritics
Use Reformat to delete empty fields, sort the variable fields into numeric order.
- Sort variable fields in order:
- 006-3xx: sort by tag
- 4xx-9xx: sort by tag group; but within the group, input order is preserved
- 029 is always at the bottom of the record
- 049 is always the last 0xx field in the record
- To reformat, click Edit menu, then Reformat
Use Validate to check the quality of bibliographic records and to prevent records with errors from being added to or replaced in WorldCat.
- Validation can be automatic—when update WorldCat holdings or export record—or manual by giving the command
- Both automatic and manual validation check the structure of the record
- Validity of tags, indicators, subfield codes
- Record includes a title field (i.e., 245 field)
- Non-repeatable fields occur only once
- Checks that the relationship between some fields are valid
- Validation does not check:
- Incorrect usage of tag
- Authority File
Set validation level options
- Tools > Options > General (tab) > Validation Level Options
- Can set different levels of validation for update holdings and export
- Structure / None – No validation. You do not need to fix errors to be able to update holdings or export the record.
- Basic – checks for validity of MARC elements (e.g., length, repeatability, type of data or code, etc.)
- Full – basic level checks, as well as checks for relationships between MARC elements, and checks for valid structure in some non-textual variable fields (e.g., 006, 010, 020, etc.)
- To manually validate a record, click Edit menu, then Validate
Update and delete holdings
- Maintain accurate holdings in WorldCat enables other OCLC services to:
- Accurately reflects your holdings to users in WorldCat Discovery, FirstSearch, etc.
- Ensures ILL staff will not get requests for items you no longer own
- Accurately identify gaps in your collection as well as your unique holdings if you use Collection Evaluation
- Adds your library’s OCLC symbol to the WorldCat record
- To update holdings, click Action menu, then Holdings, then Update Holdings
- Removes your library’s OCLC symbol from the WorldCat record
- To delete holdings, click Action menu, then Holdings, then Delete Holdings
Export moves the bibliographic record from Connexion client to a local destination. The local destination could be a file on your workstation or network drive, or the destination could be directly to your local system (ILS).
To export a record, click Action menu, then Export
Set export destination and options
- Click Tools menu, then Options, then Export (tab)
- This tab allows you to specify:
- Where records are exported (file or direct to ILS)
- Record standard and character set for exported records
- Fields to automatically delete on export
- Option: Export to a file
- Click Create button
- Select File as export destination
- In Export Filename window, choose [your export location]
- In File name, type [a filename] and click OK button
- At the Export Destination window, click OK button to accept file name and path
- Option: Export to ILS (via OCLC Gateway)
- Click Create button
- Select OCLC Gateway Export as export destination, then OK.
- Enter or select the settings required for YOUR local system. Settings here are unique to each institution. Contact your systems administrator or local systems vendor for setting details.
Field Export Options
- Allows you to specify fields to delete from export records, for both bibliographic and authority records. (Note: deletes entire fields, no individual subfields)
- To set field export options, click Field Export Options… button. In the Bibliographic Records field, enter the fields or range of fields to delete.
- Click OK to confirm.
- To export a record, click Action menu, then Export.
Replace WorldCat records
- Replace saves changes to the WorldCat record.
- Changes are not just for local use, but appropriate for the WorldCat record, such as
- Corrections (e.g., fix typing errors, incorrect coding, etc.)
- Enrichments (e.g., add subject headings, add formatted content notes, etc.)
- Upgrade encoding level of the record
- Control headings in the record
- Replace also adds your OCLC symbol to 040 $d.
- Consult Bibliographic Formats and Standards, Chapter 5 Quality Assurance for the complete guidelines for replacing WorldCat records. https://www.oclc.org/bibformats/en/quality.html
- Procedures to replace WorldCat records
- Lock the record (optional)
- Locking the record prevents another user from making simultaneous changes that override or prevent your changes
- To lock a record, click Action menu, then Lock WorldCat Record
- If you decide not to make changes to the WorldCat record, release the “lock” record by clicking Action menu, then Release Record Lock.
- Edit the record
- Make the appropriate edits
- Replace the record
- The replace command saves the changes to the WorldCat record
- To replace the record, click Action menu, then Replace Record
- Lock the record (optional)
- Report errors you cannot fix
- Connexion client (while online): Action menu, then Report Error
- Email: firstname.lastname@example.org
- Web: Record Change Request at https://www.oclc.org/oclc-forms/en/worldcat-bibliographic-authority-record-change.html
- Proof may be required for some changes. See Bibliographic Formats and Standards, Chapter 5.5 Requesting Changes for Records.
Before creating a new WorldCat record
- First, do a thorough search in WorldCat
- If in doubt whether you’ve found a matching record, refer to Bibliographic Formats and Standards, Ch. 4 When to Input a New Record
- 4.1 General guidelines
- 4.2 Field by field guidelines
- If no matching bibliographic record exists in WorldCat, and you’ve determined you need to create a new record:
- Follow current cataloging practices, e.g., Resource Description & Access (RDA)
- Refer to Bibliographic Formats and Standards, Ch. 2 Online Cataloging
Create a new WorldCat record from a work form
- Click Cataloging menu, then Create, then Single Record, then select [work form]
- Enter information for the item to be cataloged and edit record as appropriate
- To add the new record to WorldCat and add your library holdings, click Action menu, then Holdings, then Update Holdings
Derive a new WorldCat record from an existing record
- Use Derive to copy data from an existing WorldCat record to a new record (e.g., a different edition, a different physical format, etc.)
- One-time setup for derive options (optional)
- Click Tools menu, then Options, then Derive Record (tab)
- This screen controls which fields get transferred from the existing record to the new record
- 1XX—8XX fields are selected by default
- To derive a new bibliographic record:
- Retrieve an existing WorldCat record
- Click Edit menu, then Derive, then New WorldCat Record
- Decide whether to “Transfer fixed field values to new record?”
- If needed, click the Format drop-down to change the format type
- Edit the record as appropriate
- To add the new record to WorldCat and add your library holdings, click Action menu, then Holdings, then Update Holding
Selected Default Keystroke Shortcuts in Connexion Client
Navigating within a record
|Move between OCLC number, fixed & variable fields||<F6>|
|Move to next cell||<Tab>|
|Move to previous cell||<Shift><Tab>|
|Move to next subfield in variable fields||<Ctrl><S>|
|Delete entire field||<Alt><Del>|
|Copy entire current field||<Alt><Insert>|
|Undo edits in current cell||<Ctrl><Z>|
|Cancel all edits in entire record (Caution!)||<Ctrl><Shift><Z>|
|Delete from cursor to end of cell||<Ctrl><F7>|
|Delete current word||<Alt><F7>|
|Cut selected text||<Ctrl><X>|
|Copy selected text||<Ctrl><C>|
|Paste selected text||<Ctrl><V>|
|Insert field below current field||<Enter>|
|insert field above current field||<Shift><Enter>|
|Move current field up||<Alt><Up Arrow>|
|Move current field down||<Alt><Down Arrow>|
Test your knowledge
- List two reasons why it is important to search WorldCat thoroughly before adding a new record to WorldCat.
- How can you get MARC Field Help with determining the correct indicators for a 246 field you want to add to a record for a title that you have found on the top of each page of a book that is slightly different than the title on the title page and in the 245 field of the record? What is the correct value for the second indicator for this 246 field?
- Reformat a bibliographic record does the following (select all that apply):
- Puts all variable fields in exact tag order
- Puts just the 1xx through the 3xx fields in exact tag order.
- Puts just the 1xx through the 4xx fields in exact tag order.
- Preserves the order of input for subject headings (6xx) and notes (5xx)
- Corrects spelling
- Moves subject headings and notes entered at the bottom of the record to the end of their respective tag groups
- Deletes any unused (no data) field or subfields
- Saves the edits to the WorldCat record
- Validate a bibliographic record does the following (select all that apply):
- Checks validity of tags
- Checks spelling
- Checks that the relationship between some fields are valid
- Checks validity of indicators
- Checks the validity of subject headings
- Checks that non-repeatable fields appear only once
- Checks validity of subfields codes
- Checks the Authority File
- Which OCLC document is the source of information about rules for editing, replacing, and creating a WorldCat record?
- The procedures for replacing a WorldCat record are (1) ____________________, (2) ______________________, (3) ____________________
- You have withdrawn an older edition of an encyclopedia from your library and will replace it with a newer edition. After withdrawing the older edition from your library, what should you do about the record for it in WorldCat?
- Delete your holdings for the older edition and search for a record for the new edition to add your holdings
- Change the WorldCat bibliographic record to reflect the new edition
- List two ways to create a new bibliographic record in Connexion client?
- True or False: When you are creating original records in Connexion client, you must enter your OCLC symbol in field 040, subfields ‡a and ‡c.
- Answer key
1. ) Catalogers should search WorldCat before adding records to avoid introducing duplicate records, and if a record for a similar item exists, they may choose to derive a new record from it, rather than creating a new record from a blank workform.
2.) To access MARC field help while viewing a bibliographic record in Connexion client, click in the MARC field, then right-click, and select MARC Field Help. If the record does not contain the MARC field (e.g., a 246-Varying form of title), you will need to first add it (press <Enter> to add a field below your current and type in the tag). Then click in the field, right-click, and select MARC Field Help. The 2nd indicator for this 246 field should be 7 (Running title).
3.) Reformat does the following:
b. Puts just the 1xx through the 3xx fields in exact tag order.
d. Preserves the order of input for subject headings (6xx) and notes (5xx)
f. Moves subject headings and notes entered at the bottom of the record to the end of their respective tag groups
g. Deletes any unused (no data) field or subfields
4.) Validate does the following:
a. Checks validity of tags
c. Checks that the relationships between some fields are valid
d. Checks validity of indicators
f. Checks that non-repeatable fields appear only once
g. Checks the validity of subfield codes
5.) Bibliographic Formats and Standards (also known as BibFormats or BFaS)
6.) The process is: (1) Lock the record (optional), (2) Make appropriate edits, (3) Replace the record
7._ After withdrawing the older edition from your library, what should you do about the record for it in WorldCat?
a. Delete your holdings on the record for the edition you are withdrawing and search for a record for the new edition to add your holdings
8.) The two ways to create a new bibliographic record in Connexion client are: (1) from a work form and (2) deriving a new record from an existing record.
9.) False. Connexion client automatically supplies your OCLC symbol in the field 040, subfields ‡a and ‡c, based on your cataloging authorization (or offline cataloging setup).
- Connexion client documentation
- Bibliographic Formats and Standards
- Quick Reference: Searching WorldCat in Connexion client
- Quick Reference: Cataloging in Connexion client
- Connexion client Community Center
- Connect with OCLC staff and peers using Connexion client
- Share workflows and feedback, and submit enhancement requests
- Attend webinar events and keep up with product news
We look forward to seeing you in the next class!