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Derive WorldCat bibliographic records

Discover how to derive bibliographic records before or after opening an existing record using the MARC 21 editor in WorldShare Record Manager.

Overview

When you derive a bibliographic record, you are creating a new WorldCat bibliographic record from an existing record that describes an item that resembles or is related to the item you are cataloging. By deriving the record, you are using some of the information from a similar existing record rather than entering information into a blank form. Because you reuse applicable content, this procedure enables you to be more efficient and reduce errors.

Transferred content

When you derive a bibliographic record, this content is transferred to the new record:

  • MARC fields with tag numbers from 1xx to 8xx.
  • Links to controlled headings.
  • Fixed field values

Defaults

The system also supplies the following defaults in the new bibliographic record:

  • MARC field 040: Subfields a and c containing your OCLC institution code.
  • Default variable fields based on your cataloging profile:
  • Empty call number field appropriate for your profiled classification scheme.
  • One of the following fields is inserted: 055, 070, 080, 086, 090, 092, or 096.
  • Field 049 containing you default holding library code.

Content not transferred

The following content is not transferred to the new bibliographic record:

  • Holdings data
  • Fixed field values
  • MARC fields with tag numbers less than 100
  • MARC fields with tag numbers 9xx

Saved in-progress records

You can derive a new record from a saved in-progress record; however, the new record is not placed in the saved file automatically. You must manually save the record as an in-progress record.

Authority records

You can derive any of the following Canadiana or Library of Congress authority record types from a bibliographic record:

  • Personal name (100 i1=0 or 1, 600 i1=0 or 1, 700 i1=0 or 1) for LC & Canadiana
  • Family name (100 i1=3, 600 i1=3, 700 i1=3) for LC & Canadiana
  • Corporate name (110, 610, 710) for LC & Canadiana
  • Geographic name (110, 610, 651, 710) for LC & Canadiana
  • Conference name (111, 611, 711) for LC & Canadiana
  • Uniform title (130, 630, 730, 1xx+240, 6xx+$t or $k, 7xx+$t or $k) for LC & Canadiana
  • Series (800, 810, 811, 830) for LC & Canadiana

 Note: 

  • For Geographic name, 110, 610, and 710 will result in a 151 (Geographic) authority heading when i1=1 and $a is the only subfield left after deleting subfields that are not appropriate for name authority records.
  • For Uniform title, "1xx", "6xx", and "7xx" mean one of the tags listed under Personal, Family, Corporate, Conference, or Geographic name (excluding 651).
  • An exception to the rule of no guided entry except for Personal names: for Series, if the 8xx does not contain $v (so numbering is not present), then authority field 642 will offer a placeholder field with guided entry. Similarly, when 260/264 $a or $b is not present, then authority field 643 will offer a placeholder field with guided entry.

See Derive an authority record from a WorldCat bibliographic record for more information.

Derive a bibliographic record after opening an existing record

 Note: Before deriving a record, verify that no one has previously added a record for the item you want to add. This practice prevents duplicate records from being created.

  1. From the MARC 21 editor, click Record.
  2. From the Record drop-down menu, select Derive from the Derive Bibliographic flyout menu.
  3. (Optional) From the Record drop-down menu, select a new material type from the Change Material Type flyout menu.
  4. Update the bibliographic record with your institution's information.
  5. 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
    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.

    If a record was unable to be derived, an error message will appear. Correct any errors and repeat step 5.
  6. (Optional) Save the derived record as in-progress to finish editing later.

Derive a bibliographic record before opening an existing record

 Note: Before deriving a record, verify that no one has previously added a record for the item you want to add. This practice prevents duplicate records from being created.

  1. From the Record Manager interface, search for the existing record.
  2. Click Derive.
  3. (Optional) From the Record drop-down menu, select a new material type from the Change Material Type flyout menu.
  4. Update the bibliographic record with your institution's information.
  5. 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
    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.

    If a record was unable to be derived, an error message will appear. Correct the errors and repeat step 5.
  6. (Optional) Save the derived record as in-progress to finish editing later.

Derive a bibliographic record with default bibliographic constant data applied

 Note: This action can only be performed if a default bibliographic constant data record has been selected. To select a default bibliographic constant data record, navigate to Toolbox > Constant Data.

  1. From the MARC 21 editor, click Record.
  2. From the Record drop-down menu, select Derive with Default Constant Data from the Derive Bibliographic flyout menu.

    A confirmation message will appear with the name of the applied constant data record and the field(s) overlayed from the constant data record.
  3. 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
    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.

    If a record was unable to be derived, an error message will appear. Correct the errors and repeat step 3.
  4. (Optional) Save the derived record as in-progress to finish editing later.

Derive a bibliographic record using bibliographic constant data preview

  1. From the MARC 21 editor, click Record.
  2. From the Record drop-down menu, select Derive and Preview Constant Data from the Derive Bibliographic flyout menu. The Apply Constant Data screen opens.

    The Apply Constant Data screen allows you to:
    • Preview the bibliographic record with the bibliographic constant data record applied. The overlayed constant data record data is highlighted in blue. The hyperlinked OCLC number will direct you to the bibliographic record in the MARC 21 editor.
    • View the selected bibliographic constant data record. The hyperlinked constant data name will direct you to the bibliographic constant data record in the constant data record editor.
  3. Select a constant data record name from the drop-down menu. Your default bibliographic constant data record is selected by default, but any saved bibliographic constant data record can be selected. 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.
  4. Select the constant data fields to apply to the current record from the drop-down list.
    • Fixed fields
    • Variable fields
    • Fixed and variable fields (default)
  5. Click Apply Constant Data. 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. 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
    A confirmation message will appear with the OCLC control number once the record has been added to WorldCat.

    If a record was unable to be derived, an error message will appear. Correct the errors and repeat step 6.
  7. (Optional) Save the derived record as in-progress to finish editing later.

 

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