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Create local holdings constant data

Why create local holdings constant data records?

  • Avoid rekeying frequently used information when you create or maintain local holdings records.
  • Reduce typing errors and improve consistency among related local holdings records.
  • Add specific fields, subfields, or other elements to multiple local holdings records.
  • Develop and maintain standards for use in all local holdings records, for certain collections, or for specific types of resources.
  • For agents, who frequently make the same change to large numbers of local holdings records, creating and using constant data can be especially useful.

Apply constant data to an LHR

  • Once you create and save a constant data record, you can apply the constant data to a local holdings record in three ways:
  • Apply Default CD applies the LH CD record you designated as you default LH constant data.
  • With Apply CD By Name or Apply CD From List, you can select the appropriate CD record to apply to each LHR "on the fly". You can apply any LH CD record you have created and saved.

About local holdings constant data records

  • Users at the same institution (same OCLC symbol) share a local holdings constant data file.
  • Any user at an institution can add local holdings constant data records to this file, edit existing local holdings constant data records, use a record as default local holdings constant data, or delete local holdings constant data records.
  • Your constant data records are not shared with Connexion users at any other institution.

Create local holdings constant data from a workform

  1. On the Cataloging tab, under Create Options, click LH Constant Data. The Create Local Holdings Constant Data screen appears.
  2. At the top of the screen, click Create or press <Enter>.
    Result
    Connexion displays a local holdings CD workform in MARC Template edit view. The CD workform contains the following default fields and values:
    • Summary. New LH CD records contain an empty Summary field. If you enter text in the Summary, the entire field is applied to the LHR, If empty, the Summary is not applied.
    • Encoding Level. (Leader/17) Encoding Level is set to a fill character | (the vertical bar or pipe symbol), an invalid value. To validate an LHR, you must select a valid code for this element. in the CD record, select a valid value to apply to LHRs or select * (asterisk) to protect the value present in an LHR.
    • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
    • Field 852. Connexion inserts an 852 that contains your institution symbol and your default holding library code.
    • Other LHR fields. The workform contains tags and default subfield codes for the 853, 863, and 866 fields.
  3. Enter content you want to reuse in multiple local holdings records.
  4. On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>). The new constant data record is saved.
  5. Add the new constant data record to your institution's local holdings constant data file.
    1. At the top of the screen, in the text box, enter a name for the local holdings constant data record. Use a name that indicates the content or purpose of the constant data.
    2. Set as default CD. If desired, select the check box labeled Make this your default constant data?.
    3. My Status. If desired, enter text in the My Status text box to help you identify and retrieve the new local holdings CD record. For example, enter your name or initials, a date, or a project number.   Note: You can define a default My Status for Local Holdings CD records in Local Holdings Options. The default My Status automatically appears in new local holdings CD records; you can edit the default text if desired.
    4. Then click Yes to add the new CD record to your institution's local holdings constant data file.
      Results
      • When you click Yes, the system adds the new local holdings constant data record and displays a confirmation message.
      • Then the system redisplays the constant data record as saved: empty fields are removed.
      • The constant data name you supplied appears at the top of the new local holdings constant data record.
      • Empty fields and subfields deleted from in LH CD When you save a local holdings CD record, empty fields and subfields are removed. If you want to insert an empty field or subfield in an LHR via constant data, you must supply some text or |BLANK| before saving the constant data record.

Create constant data record from local holdings record or LH CD record

The Derive New Constant Data Record action creates a constant data record with the content of any local holdings record (LHR) or local holdings CD record.

  1. Retrieve the local holdings record, or the existing local holdings CD record, on which to base a new local holdings constant data record.
  2. On the Edit list click Derive New Constant Data Record or press <Alt><K> and then <4> (or <Alt><J> and then <4>).
    Results
    The system displays the new local holdings constant data record. Content from the base record transfers to the new CD record, with the following exceptions:
    • Summary. New LH CD records contain an empty Summary field. If you enter text in the Summary, the entire field is applied to the LHR, If empty, the Summary is not applied.
    • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
    • Field 852. Connexion inserts an 852 that contains your institution symbol and your default holding library code.
  3. Complete editing the new local holdings CD record.
  4. On the Action list, click Save Constant Data Record or press <Alt><K> and then <S> (or <Alt><J> and then <S>) to save the new local holdings constant data record.
  5. Add the new constant data record to your institution's local holdings constant data file.
    1. At the top of the screen, in the text box, enter a name for the local holdings constant data record.
      Use a name that indicates the content or purpose of the constant data.
    2. Set as default CD. If desired, select the check box labeled Make this your default constant data?.
    3. My Status. If desired, enter text in the My Status text box to help you identify and retrieve the new local holdings CD record. For example, enter your name or initials, a date, or a project number. Note: You can define a default My Status for Local Holdings CD records in Local Holdings Options. The default My Status automatically appears in new local holdings CD records; you can edit the default text if desired.
    4. Then click Yes to add the new CD record to your institution's local holdings constant data file.
      • When you click Yes, the system adds the new local holdings constant data record and displays a confirmation message.
      • Then the system redisplays the constant data record as saved: empty fields are removed.
      • The constant data name you supplied appears at the top of the new local holdings constant data record.
      • Empty fields and subfields deleted from in LH CD When you save a local holdings CD record, empty fields and subfields are removed. If you want to insert an empty field or subfield in an LHR via constant data, you must supply some text or |BLANK| before saving the constant data record.

Tip: Control how to apply for Leader, 007, 008, and Summary

By default, the Leader, 007, and 008 in LH constant data overwrite corresponding fields in an LHR. If the Summary field in the CD record contains text, it replaces the Summary in the LHR. Although you cannot delete these required fields from the LH CD, you can choose not to apply them, or to apply specific codes only.

action procedure
Do not apply Leader, 007, or 008 from LH CD In the Functions list for the CD field, click Delete Text to remove all text from the field. The empty field remains in the CD record, but is not applied to an LHR.
Select specific elements to apply from Leader, 007, or 008. (Avoid applying other elements)
  1. Expand the field in the CD record.
  2. For each element you do not want to apply to an LHR, select ( * - Protected) in the list of values.
  3. To avoid applying a text-entry element such as a date, type an asterisk ( *) as the first character in the text box.
  4. For elements to be applied, specify the values you want for the LHRs.
Do not apply Summary from LH CD In the Functions list for the CD field, click Delete Text to remove all text from the field. The empty field remains in the CD record, but is not applied to an LHR.
Do not apply other CD fields In the Functions list for the CD field, click Delete Field to remove the field from the CD record.

Details on controlling how Leader/007/008 are applied to LHRs

  • Avoid applying entire fixed-length field (Leader, 007, or 008. You can protect an entire fixed-length field in the LHR from being overwritten when you apply CD. In the Functions list for the field you want to protect, click Delete Text to remove all text from the field. The empty field remains in the CD record, but is not applied to an LHR.
  • Choose how to apply elements in Leader, 007, or 008. In the LH constant data record, for elements you want to protect in an LHR, select an asterisk ( * - Protected) in the list of values. For elements you define by entering text, protect the element in the LHR by typing an asterisk as the first character in the text box. To protect specific character positions for an element (such as a date), enter asterisks for the characters to protect. Example: To apply only the first 2 digits of a date, supply the digits you want and substitute asterisks for others: 20**
  • Example: To preserve the values for Lending Policy (008/20 and Reproduction Policy (008/21) in local holdings records, when creating constant data select * - Protected in the list of values for these elements. Or, to apply only the values in 008/20 and 008/21, select * - Protected for all elements in the 008 except those elements.
  • Field 007 treatment. For field 007, Connexion places some restrictions on protecting elements in an LHR:
    • Category of Resource (007/00). You must set a valid code for this element in the constant data; the asterisk * - Protected is not available in the list of values.
    • If Category of Resource in the CD record matches the value in the LHR, then 007 elements set to * - Protected in CD are not applied. For unprotected 007 elements, the codes set in the CD record are applied to the LHR.
    • If Category of Resource in the CD record does not match the value in the LHR, then 007 elements set to * - Protected in CD are set to fill characters ( |, the vertical bar or pipe symbol) in the LHR. You must select valid values for these elements before you can replace or add the LHR. For unprotected 007 elements, the codes set in the CD record are applied to the LHR.

Tip: Insert placeholder fields or subfields in LHR via CD

  • When you save a local holdings constant data record, empty fields and subfields are removed. If you want to insert an empty field or subfield in an LHR via constant data, you must supply some text or |BLANK| in that field/subfield before saving the constant data record.
  • Insert empty fields via constant data. In the constant data record, include the appropriate MARC tag and either type a few characters in the content area or type $a |BLANK| (delimiter character, a, space, a vertical bar character, the uppercase letters BLANK, and then another vertical bar).
  • Insert empty subfields via constant data. If fields in constant data include subfields that contain valid values, the subfields remain in the field added to the local holdings record. To retain empty subfield codes in a field in constant data, type the following after each subfield code: |BLANK|. (Type a vertical bar character, the uppercase letters BLANK, and then another vertical bar.) When you apply the constant data, the subfield code (followed by a space) appears in the added field.
  • Enter the vertical bar symbol. Press <Shift><\> (backslash). On standard keyboards, the backslash key is above the <Enter> 

 

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