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Create WorldCat bibliographic records

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Discover how to create a bibliographic record from the MARC 21 editor in WorldShare Record Manager.

Overview

You can create a WorldCat bibliographic record in MARC 21 using a material type template based on Anglo-American Cataloging Rules (AACR2) or Resource Description and Access (RDA). 

Prepopulated defaults and values

When creating a record with a material type template, the system prepopulates these defaults in the new record:

  • Field 040 — subfields a and c containing your institution symbol and a blank subfield b
  • MARC fixed fields — defaults to values appropriate to the type of record.

Depending on your cataloging profile (LC, Dewey, etc.), the system also creates the applicable variable fields:

Inserting delimiter characters in fields

When updating bibliographic record fields, workarounds may be necessary for the inclusion of certain special characters and symbols.

  • The US dollar sign symbol ($) is used as a delimiter to indicate a new subfield in Record Manager, and must be replaced by two dollar sign symbols ($$) if included as a non-delimiter. Example: To use the stylized title Ca$h in a 245 field, it would entered as Ca$$h.

Watch a video

Original cataloging

Run time: 7:02

This video covers the mechanics of using WorldShare Record Manager to add original bibliographic records to WorldCat, including deriving a new record from an existing record and creating a record from a MARC workform.

 

 

Create a WorldCat bibliographic record in MARC 21 with a material type template

  1. In the left navigation, click Create Record.
  2. Verify that the Data Type, Record Editor, and Format defaults are correct. If not, select the applicable option(s).
     Note: Data Type, Record Editor, and Format defaults are set in User Preferences > Working with records.
  3. From the Material Type drop-down list, select a material type.
    • Book
    • Computer file
    • Continuing resources
    • Map
    • Mixed material
    • Score
    • Sound recording
    • Visual material
  4. (Optional) From the Constant Data Record Name drop-down menu, select a saved bibliographic constant data record to be automatically applied to the new bibliographic record. This menu contains an auto-suggest text field. Auto-suggestions for available bibliographic constant data records start with the first keystroke in the text field.
  5. Click Create. The MARC editor screen opens with your new record.

    If you selected a saved bibliographic constant data record, a confirmation message will appear with the name of the applied constant data record and the field(s) overlayed from the constant data record.
  6. Update the bibliographic record with your institution's information.
  7. From the Save drop-down menu, select one of the following:
    • Add Record to WorldCat - Adds the record to WorldCat
    • Add Record and Set WorldCat Holding - Adds the record to WorldCat and sets a WorldCat holding by adding your library's OCLC institution symbol to the record
    • Add Record and Set Holding Audience Level (WMS libraries only) - Adds the record to WorldCat and allows the user to set an audience holding level. Only audience levels that are enabled in the Institution Settings will be displayed in the dropdown

       Note: An audience level can only be set or changed for a bibliographic record if no LHRs are linked to that bibliographic record.

    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.
  8. If there are any errors in the record, an error message will appear. Correct the errors and repeat steps 6 and 7.

Material type not supported

Some material types you may want to add cannot be selected during creation, e.g. eBooks. However, you can add a record for a non-supported material type using the steps below:

  1. In the left navigation, click Create Record.  
  2. For Type, select MARC 21 View.
  3. Select a Format for the record you are creating.
    • AACR2
    • RDA (default)
  4. From the Material Type drop-down list, select the closest appropriate material type for the record you are creating. Example: If you are creating an eBook, choose the material type Book.
  5. Click Create.
  6. Change the codes and add fields that are specific to the material type you are adding (e.g. 856 fields for eBooks).
  7. From the Save drop-down menu, select one of the following:
    • Add Record to WorldCat - Adds the record to WorldCat
    • Add Record and Set WorldCat Holding - Adds the record to WorldCat and sets a WorldCat holding by adding your library's OCLC institution symbol to the record
    • Add Record and Set Holding Audience Level (WMS libraries only) - Adds the record to WorldCat and allows the user to set an audience holding level. Only audience levels that are enabled in the Institution Settings will be displayed in the dropdown

       Note: An audience level can only be set or changed for a bibliographic record if no LHRs are linked to that bibliographic record.

    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.
  8. If there are any errors in the record, an error message will appear. Correct the errors and repeat step 7.