WEBVTT 1 "1271072256" (1271072256) 00:00:04.079 --> 00:00:24.079 Okay, so welcome to the WorldShare Record Manager introduction to editing WorldCat bibliographic records course. My name is Mallory McDevitt and I'm a product trainer here at OCLC. I'm joined by my colleague Crystal Rodriguez. She will be helping to assist answering any questions in the chat and adding some. 2 "1271072256" (1271072256) 00:00:24.079 --> 00:00:41.400 Links throughout the course to help me out. Today I'll be talking about editing bibliographic records specifically following the copy cataloging process in Record Manager. So let's take a few moments to go over what we can expect this hour. 3 "1271072256" (1271072256) 00:00:41.400 --> 00:01:00.720 Our learning objectives for this course are going to focus on an overview of user preferences before we dive into the copy cataloging workflow, including how to find a record that is the best match for your item. 4 "1271072256" (1271072256) 00:01:00.720 --> 00:01:20.720 Editing a bibliographic record by adding local data and additional fields and how to set and delete holdings. Finally, we will discuss how to export billiographic records. I will be using oclc's internal training WorldShare Management Services. 5 "1271072256" (1271072256) 00:01:20.720 --> 00:01:26.280 WMS account with my institution settings and preferences. 6 "1271072256" (1271072256) 00:01:26.280 --> 00:01:43.800 Throughout this course, I will be referring to additional resources and materials that can be found in the accompanying learner guide. And Crystal is going to share the learner guide link in the chat. 7 "1271072256" (1271072256) 00:01:48.390 --> 00:02:08.390 So to access record manager, it's important to know that Record Manager is available to anyone who has an OCLC cataloging and metadata subscription. Each institution has their own unique URL for WorldShare and individual users will be provided with a username and password to access Record Manager. 8 "1271072256" (1271072256) 00:02:08.390 --> 00:02:28.580 If your library is new to WorldShare Record manager, you can complete the request form found on oclc's help site, and if you have an existing WorldShare account or a brand new user, you can contact library staff at your institution who have WorldShare admin access, and they can either create an account for you or grant you access. 9 "1271072256" (1271072256) 00:02:29.970 --> 00:02:49.970 This PowerPoint will also be made available after the class too, so you'll be able to easily access the links that are on here. So before you get started with your cataloging workflows and record manager, you will 1st want to set your user preferences. 10 "1271072256" (1271072256) 00:02:49.970 --> 00:03:09.970 These settings are applied to each individual user account and is recommended to align your preferences with your institution's preferred settings. I'm gonna show a brief overview of navigating user preferences for bibliographic records, including working with records, searching, and exporting records. 11 "1271072256" (1271072256) 00:03:09.970 --> 00:03:14.040 Some of these settings we will see applied in more detail later in the course. 12 "1271072256" (1271072256) 00:03:14.040 --> 00:03:34.040 User preferences for authority records will be covered in a future course, which will also include user preferences for control headings. So I'm going to log into Record Manager with my WorldShare account. 13 "1271072256" (1271072256) 00:03:34.040 --> 00:03:52.500 I have been signed in too long, so let me go ahead and refresh this whole page. Sorry about that. 14 "1271072256" (1271072256) 00:03:52.500 --> 00:04:09.330 Okay, this is what we wanna see. So to access Record Manager, we're going to select metadata and then Record Manager. The user preferences is the button. 15 "1271072256" (1271072256) 00:04:09.330 --> 00:04:29.330 At the bottom of Record Manager and we will 1st review the working with records preferences. So we are going to select working with records accordion to expand the information here and the 16 "1271072256" (1271072256) 00:04:29.330 --> 00:04:34.139 bibliographic records tab will open as the default. 17 "1271072256" (1271072256) 00:04:34.139 --> 00:04:54.139 From this section, you can choose your defaults for working with bibliographic records, and you can 1st select if you would like your bibliographic records to open a MARC 21 view or text view. MARC 21 view will open records with the detailed MARC 21 fields in sub fields and text view allows you to edit. 18 "1271072256" (1271072256) 00:04:54.139 --> 00:05:03.569 bibliographic records without the need to be as familiar with MARC 21. And you can change this view manually once you open a record. 19 "1271072256" (1271072256) 00:05:03.569 --> 00:05:20.549 Next you can select your default record format between AACR two or RDA, and then you can select your default classification scheme. And you want to choose the one that you is used by your institution, and when this is set. 20 "1271072256" (1271072256) 00:05:20.549 --> 00:05:40.549 A blank class number field will be displayed in the bid record based on the selected classification scheme. E.g., an O9O for library of Congress will be applied or an O92 for Dewey decimal. If you use Dewey decimal for your default. 21 "1271072256" (1271072256) 00:05:40.549 --> 00:05:47.939 classification scheme, you will be able to select your default cutter type for the O92 field. 22 "1271072256" (1271072256) 00:05:47.939 --> 00:06:05.489 And Record Manager also uses uses the default classification scheme selected as the main call number to use when creating labels, and this is also applied when creating new LHRs or local holdings records. 23 "1271072256" (1271072256) 00:06:05.489 --> 00:06:23.069 If your admin enabled the AI metadata enrichment service by assigning you the catalogging AI role, you can choose which AI suggestions you would like to receive from the use metadata AI Enrichment Service. We will see how this option works later in the class. 24 "1271072256" (1271072256) 00:06:23.069 --> 00:06:42.179 Another thing to note, whenever you see a question mark icon in record manager, you can hover over that or click it for more information. If you use WMS for your local system, you can select your default holding audience. 25 "1271072256" (1271072256) 00:06:43.289 --> 00:07:03.289 The audience level allows you to control who can see if your library has specific titles or copies of an item in your collection. We will discuss why you want to maintain holdings in more detail later in the course, and you can choose to use your institution's audience level settings or if you select override, you would be able to choose from the dropdown list. 26 "1271072256" (1271072256) 00:07:03.289 --> 00:07:22.649 And for more information on working with records, preferences, including the LHRs tab, you can view more detailed documentation on our support site. So next let's look at the searching basic accordion. So I'm gonna click here to open that. 27 "1271072256" (1271072256) 00:07:23.849 --> 00:07:43.849 And we're gonna 1st review our data type options, so I will click the little carrot next to data type options to expand this. And this is where you can disable or change the display order for how your search data type options are displayed in the search data type dropdow. 28 "1271072256" (1271072256) 00:07:43.849 --> 00:07:47.309 Out on the side here. 29 "1271072256" (1271072256) 00:07:47.309 --> 00:08:04.559 The default is all data types, but you can change this by selecting a new default in the right column. From the bibliographic records tab, you can choose if you want to enable one search result only. 30 "1271072256" (1271072256) 00:08:04.559 --> 00:08:24.559 When enabled, if only one result is returned, record manager will bypass the search results list and immediately open the record editor. So this option will save you an extra click in opening the record when there's only one result. Next you can choose your default search results for you. 31 "1271072256" (1271072256) 00:08:24.559 --> 00:08:29.609 Formats between enhanced view or to display condensed result list. 32 "1271072256" (1271072256) 00:08:29.609 --> 00:08:45.209 So with enhanced view, this shows cover art in more detailed bibliographic information and condensed view displays basic bibiligraphic data across sortable columns that can be customized with this condensed search results, table options. 33 "1271072256" (1271072256) 00:08:45.209 --> 00:09:05.209 You can switch between these two views when you're doing searches, and I'll show you how that works later on. Finally for basic search, you can also customize which search scopes appear search scopes appear and in what order in the basic search scoped dropdown from the spott. 34 "1271072256" (1271072256) 00:09:05.209 --> 00:09:10.289 Table, and you can set a new default in the right column. 35 "1271072256" (1271072256) 00:09:10.289 --> 00:09:26.339 And this is the scope dropdown list that that controls. So moving on to advanced searching, I'll expand the accordion for the searching advanced. 36 "1271072256" (1271072256) 00:09:26.339 --> 00:09:45.899 And this section allows you to choose the default for search limiters, but these can still be edited within advanced search window for each unique search. A limiter allows you to apply various parameters to your search criteria such as language, material type or data publication. 37 "1271072256" (1271072256) 00:09:45.899 --> 00:10:01.379 Like with basic search search, you can choose if you want to enable one search result only. And then you can also set your preferred language of cataloging, and this will apply a search limiter for the selected language when using advanced search. 38 "1271072256" (1271072256) 00:10:01.379 --> 00:10:20.039 Next, you can select your source of cataloging, which is the code for the institution that created the original record. You can select any or DLC for library of Congress as the preferred source for the record. And this will apply the selected search limiter and the advanced search window. 39 "1271072256" (1271072256) 00:10:20.039 --> 00:10:38.639 And finally, you can also set which search scopes for building graphic records should display in the search group dropdown with an advanced search. So to show you what that looks like, I'm gonna select advanced search here. And here I have that search scope dropdown. 40 "1271072256" (1271072256) 00:10:38.639 --> 00:10:54.059 I have the language of cataloging I had selected English in my user preferences, and then here is that any for my source of cataloging. 41 "1271072256" (1271072256) 00:10:54.059 --> 00:11:14.059 Okay, the last user preference we're gonna look at is exporting for bibliographic records. So I'll expand that accordion. And this section is broken down into tabs. And your export preferences must be set before you can export any records in record manager. 42 "1271072256" (1271072256) 00:11:16.469 --> 00:11:36.469 From the general tab, you can select a format for your export records, and this format is what is required by your institution and your local system. For the exclude bibliographic data section, you can choose if you want to exclude an entire field. 43 "1271072256" (1271072256) 00:11:36.469 --> 00:11:43.199 Remove a field that contains specific sub fields or indicators from your export records. You can also add additional. 44 "1271072256" (1271072256) 00:11:43.199 --> 00:12:02.939 Tags by selecting the plus sign to add a row. And e.g., let's say I want to remove any six fifties with 2nd indicator of six for French, and I can set that up here so any record I export will remove those when it sends that record to my exports. 45 "1271072256" (1271072256) 00:12:02.939 --> 00:12:19.589 Next is the international tab, and this is where, you can configure how Latin and non Latin content will appear in exported records. Then with the TCP/IP tab. 46 "1271072256" (1271072256) 00:12:19.589 --> 00:12:37.349 You can set up a connection to export your bibliographic records directly into your local system. You will need to check with your local system for credentials and setting up this option. This export option is not typically used by WMS libraries since you are already working in your local system. 47 "1271072256" (1271072256) 00:12:37.349 --> 00:12:54.149 And the final tab is the uniform resource identifiers or uri's tab. And here you can set preferences for exporting URIs in which are unique identifiers that link bibliographic headings to authoritative entity based link data. 48 "1271072256" (1271072256) 00:12:54.149 --> 00:13:14.149 Once you have set your user preferences, you will wanna click save. This option would not be grayed out if you had made any changes. And you can also select discard page changes if you need to reset all of your user settings, otherwise you can select. 49 "1271072256" (1271072256) 00:13:14.149 --> 00:13:21.389 Reset form to reset just a specific accordion or tab. 50 "1271072256" (1271072256) 00:13:21.389 --> 00:13:41.389 And finally, if you use WMS and have the catalogging admin role, you can also select the institution settings button to review and make changes to apply across your institution and record manager. And to learn more about setting preferences, you can refer to our support site for additional information and resources. So now. 51 "1271072256" (1271072256) 00:13:41.389 --> 00:13:51.719 Now that we have checked or set our preferences, we can move on to looking at editing records. So I'm gonna switch back to my PowerPoint. 52 "1271072256" (1271072256) 00:13:51.719 --> 00:14:11.719 And I don't know why that opened there, but we're good So within Worldcat, there. 53 "1271072256" (1271072256) 00:14:11.719 --> 00:14:18.209 It is one principal record for each manifestation of a title referred to as the WorldCat record. 54 "1271072256" (1271072256) 00:14:18.209 --> 00:14:38.209 This is the cooperative record that is stored in Worldcat for a specific item. Libraries attach holdings to match Worldcat records indicate that they own this title. Worldcat allows you to find a matching record and edit the record for local purposes. When you begin to edit or lock a record, you begin to work with a working copy of that record. 55 "1271072256" (1271072256) 00:14:38.729 --> 00:14:58.729 With the working copy record, multiple libraries can view the same record simultaneously. Any edits made do not affect the Worldcat record unless the library chooses the replaced option for this record. Typically holdings are then set on the record and the working copy record is exported to enable transfer to your local catalog. 56 "1271072256" (1271072256) 00:14:58.729 --> 00:15:13.949 If you are a WMS library, you're already working in your local systems, so there's typically NO need to export records. Instead WMS libraries may create local bibiographic data records or LBDs. 57 "1271072256" (1271072256) 00:15:13.949 --> 00:15:33.949 Given the scope of WorldCat and cooperative cataloging, you are very likely to find a matching record allowing you to catalog by copy. The process for copy cataloging can be broken down into three main steps. 1st, you will search for a matching record using either basic advanced or expert search options in Record Manager. 58 "1271072256" (1271072256) 00:15:33.949 --> 00:15:37.139 Once you have found a record and verify it as a match. 59 "1271072256" (1271072256) 00:15:37.139 --> 00:15:54.179 You can then begin to make any edits to the record. When editing the record, you're editing a working copy of the record, and you can add any local data to the record. An edited record can be saved as in progress, but is important that you do not replace the Worldcat record with your local edits. 60 "1271072256" (1271072256) 00:15:54.179 --> 00:16:14.179 The final step is to set your library holdings for the record before exporting the record to your local system. It is important to set maintain your holdings to ensure your collection remains up to date, which we will discuss in more detail shortly. Before we start a search, today. 61 "1271072256" (1271072256) 00:16:14.179 --> 00:16:21.209 Determine the best match for a record, you will compare the fields in the record against the item you have on hand or on order. 62 "1271072256" (1271072256) 00:16:21.209 --> 00:16:37.589 Libraries generally choose the record with the most holdings with DLC and the 040 or records with the full encode encoding level. Some fields you will want to use to compare records are the 245 title field. 63 "1271072256" (1271072256) 00:16:37.589 --> 00:16:57.149 250 edition statement, 260 or 264 publisher and 300 physical description and the 040 subfield b language of cataloging. If there is a significant difference in any of these fields when compared to the item to be cataloged, the record is not a match. 64 "1271072256" (1271072256) 00:16:57.149 --> 00:17:17.149 OCLC continuously works to minimize duplicate records and if you see a duplication, you can always send an email to bibchange@OCLC.org. For additional information on MARC 21 format, you can review the OCLC Bibliographic Standards and Formats for more information. 65 "1271072256" (1271072256) 00:17:19.019 --> 00:17:37.289 Which Crystal just put the link in the chat to that. That is a very helpful resource whenever you're doing cataloging. So let's take a look at an example title. 66 "1271072256" (1271072256) 00:17:37.289 --> 00:17:55.769 So I have a record here, I have a fiction book, great big beautiful life by Emily Henry, and we have an ISBN, so we are going to go ahead and go back to Record Manager and search for this record. 67 "1271072256" (1271072256) 00:17:55.769 --> 00:18:13.919 So I'm gonna leave my data type as bibliographic records in my scope as all WorldCat, but I do wanna change my index from keyword to ISBN. 68 "1271072256" (1271072256) 00:18:13.919 --> 00:18:31.949 Let's see, I copied this so I don't have to type it all out and here's my ISBN and I can either hit enter on my keyboard or select search. 69 "1271072256" (1271072256) 00:18:31.949 --> 00:18:51.949 Okay, and we do have additional trainings and videos on searching in Record Manager which can be accessed on our support site. And with this search, we have eleven results, and depending on your user preference settings, your results list will show at. 70 "1271072256" (1271072256) 00:18:51.949 --> 00:19:04.049 As either enhanced view or condensed results list. And my settings right now are showing the enhanced view. I can toggle to condense by selecting view condensed search results. 71 "1271072256" (1271072256) 00:19:04.049 --> 00:19:23.519 And I can select the gear icon on the right of the page where I can edit which columns display in in which order. But I'm gonna toggle back to my enhanced view. 72 "1271072256" (1271072256) 00:19:23.519 --> 00:19:40.529 I can also use the facets on the left side of the search results to further refine my search. E.g., I can limit by language of cataloging, so let's say I want English, and let's say I would like a print book format. 73 "1271072256" (1271072256) 00:19:40.529 --> 00:20:00.529 If I need to remove a facet, I can select an X and that will remove it. But now I'm down to five results. The 1st book in this list appears to be a good match. I can see that the source of. 74 "1271072256" (1271072256) 00:20:00.529 --> 00:20:10.739 cataloging says DLC and there's a full encoding level. I can hover over or click this blue i icon for more information. 75 "1271072256" (1271072256) 00:20:10.739 --> 00:20:30.739 And I can also select open details for a more brief overview of the record. I can return to my results list by clicking the search tab here. And I still want to compare this record to another. 76 "1271072256" (1271072256) 00:20:30.739 --> 00:20:44.909 I want to make sure that I am getting the best match. So I'm actually gonna copy another OCN number here, and I'm going to open this record. I can either click the title or select edit. 77 "1271072256" (1271072256) 00:20:44.909 --> 00:21:04.889 And now that I'm in the edit record screen, I'm gonna select record and then, oops, compare. Here I can search for another record or if I have the OCN number which I just copied, I can paste that in and say compare. 78 "1271072256" (1271072256) 00:21:04.889 --> 00:21:24.889 The blue I also showed up so I can hover over this and this is giving me some more information on this specific record with the OCN. So I'll select compare, and now I'm seeing the compare view. And then comparing these side by side, I can determine what. 79 "1271072256" (1271072256) 00:21:24.889 --> 00:21:27.689 Which one is the best match for my item? 80 "1271072256" (1271072256) 00:21:27.689 --> 00:21:45.569 And just to call out a few areas, the 1st record has a more complete numbers like in the 050 field, which is here, and I can also see that 2nd record does not have a subfield C in the 245. 81 "1271072256" (1271072256) 00:21:45.569 --> 00:22:01.499 Like the 1st record does, and so I decided that this current record is the one that is the best match for my item. So I can take a look at this record more closely. So I can. 82 "1271072256" (1271072256) 00:22:01.499 --> 00:22:21.499 Return to this edit record here, which is that 1st record I opened. And just to review, the top of this page for an edit screen, provides some additional options for working with the record. So. 83 "1271072256" (1271072256) 00:22:21.499 --> 00:22:25.769 The print option allows you to print the record in a formatted printout. 84 "1271072256" (1271072256) 00:22:25.769 --> 00:22:45.329 The edit dropdown includes options under field to copy, cut or paste or to even insert a field string or text string. And this is also where there's options for MARC field help. 85 "1271072256" (1271072256) 00:22:45.329 --> 00:23:02.819 The record dropdown includes options to set holdings and apply constant data and also reformat and validate. Save allows you to save the record as in progress. 86 "1271072256" (1271072256) 00:23:02.819 --> 00:23:18.179 Save and lock a record and also replace a record. And the next class on creating and managing bibliographic records, we'll go into more detail on these save options. And now that we have our record. 87 "1271072256" (1271072256) 00:23:18.179 --> 00:23:38.179 And, based on my user preferences, I'm seeing this in the MARC 21 view, but if you do need to switch to the text view, you can do that by selecting record, change display to text view, and you will wanna change the view before you start editing anything on the record. 88 "1271072256" (1271072256) 00:23:38.179 --> 00:23:54.509 I want to return to my MARC 21 view so I can select record, change display to MARC 21 view, and now I'm back where we started with the MARC 21 view. And now I want to add some local data to this record. 89 "1271072256" (1271072256) 00:24:02.669 --> 00:24:22.669 So looking at the 050 field, I can see the library of Congress call number is assigned to this record and I have a blank 090 field based on my user preferences that I set for my default classification scheme, and this is where I can enter a local library of. 90 "1271072256" (1271072256) 00:24:22.669 --> 00:24:24.179 Number. 91 "1271072256" (1271072256) 00:24:24.179 --> 00:24:43.169 So I'm going to enter my call number here. I actually gonna use the 1st part of this and then add my cutter. 92 "1271072256" (1271072256) 00:24:45.419 --> 00:25:05.419 And now I've added my local call number. And now that I started to make changes to this record, there's a little orange dot that appears next to this edit MARC tab. So that's how I know this. 93 "1271072256" (1271072256) 00:25:05.419 --> 00:25:08.489 This is being edited. 94 "1271072256" (1271072256) 00:25:08.489 --> 00:25:28.489 One other place to note is, if you use any local holdings records or lhrs, these will populate at the bottom of your record and this is all I wanted to do for this specific. 95 "1271072256" (1271072256) 00:25:28.489 --> 00:25:35.219 Record was just add that local call number. So now that we've added this and reviewed the record. 96 "1271072256" (1271072256) 00:25:35.219 --> 00:25:55.219 We wanna set our holdings and export the record. So let's talk a little bit more about why we wanna set our holdings. So when you set a WorldCat holding on a bibliographic record, you are adding your library's OCLC institution symbol. 97 "1271072256" (1271072256) 00:25:55.219 --> 00:26:03.659 to a bibliographic record and specifying that you own an item that is represented by the record. After setting a WorldCat holding. 98 "1271072256" (1271072256) 00:26:03.659 --> 00:26:23.659 Other users can see the world on Worldcat that the item is in your collection. It is important to maintain accurate holdings in Worldcat to accurately reflect your holdings to other users for worldcat discovery or 1st search. Ensure inter library loan staff will not get requests for items you NO longer own, and to accurately identify. 99 "1271072256" (1271072256) 00:26:23.659 --> 00:26:26.939 Gaps in your collection and your unique holdings. 100 "1271072256" (1271072256) 00:26:26.939 --> 00:26:46.939 WMS libraries can add local holdings records for all monographs and serials, and when you add an LHR, your OCLC symbol is automatically added to the bibiligraphic record. You can set your holdings from the record menu, and there's slightly. 101 "1271072256" (1271072256) 00:26:46.939 --> 00:26:55.799 different views if you are a WMS library versus a non WMS library. So for a WS library, you would select. 102 "1271072256" (1271072256) 00:26:55.799 --> 00:27:13.829 Record then set holding audience level, and then choose your audience level between all users, my library users, my authenticated users or library staff. If you are a non WMS library, you will have the option under record to set WorldCat holdings. 103 "1271072256" (1271072256) 00:27:13.829 --> 00:27:29.699 So returning to Record manager, I am using a WMS account, so I will see record set holding audience level and I'm going to select all users. 104 "1271072256" (1271072256) 00:27:29.699 --> 00:27:49.699 I have the green check mark at the top, and this holding audience level is set to all users, so this is now held by my library. 105 "1271072256" (1271072256) 00:27:49.699 --> 00:27:57.389 Alright, and thank you Crystal. I know you've been busy answering some questions that have come through in the chat. 106 "1271072256" (1271072256) 00:27:57.389 --> 00:28:14.489 Okay, so, lots of back and forth right now, but we're going back to the PowerPoint to talk about why we want to export records. And so this is again mainly used by non WMS libraries to export records to their local system. 107 "1271072256" (1271072256) 00:28:14.489 --> 00:28:34.489 But there maybe needs for WMS users to export records as well. And you will want to export a record to an export list and your export lists are viewable by other users in your institution unless you select the option of my list when creating an export list, which. 108 "1271072256" (1271072256) 00:28:34.489 --> 00:28:50.939 To limit the access to only the user account that created the list. And again, there's also the option of setting up a TCP IP connection, which there's a lot of detail on setting that up in our documentation. 109 "1271072256" (1271072256) 00:28:50.939 --> 00:29:10.939 So to export this record back in Record Manager, I'm going to select record, send to, and then export list. I could select a list that already exists, but for today I'm going to select a new list and I'll end. 110 "1271072256" (1271072256) 00:29:10.939 --> 00:29:30.599 For a name of the list, just call it test. This is where I could select my list, so it would only be viewable by me as the logged in user, but I want to keep this open for other people at my institution to use as well. So now I can select create and add to list. 111 "1271072256" (1271072256) 00:29:30.599 --> 00:29:49.349 And I get the green check mark at the top, and now I can navigate to my export list by selecting this button, and here is a list of all my export lists. You can also create a new list from this page as well. 112 "1271072256" (1271072256) 00:29:49.349 --> 00:30:06.779 So I'll open the list we just made. Right now there's only one item in here, but I could continue to add items and export more than one record at once by selecting export and then send to my computer or send via TCP IP. 113 "1271072256" (1271072256) 00:30:12.389 --> 00:30:30.419 And for export lists, you can delete the whole list or delete a single record if you need to by selecting and then the delete option will appear. And if records will stay in an export list. 114 "1271072256" (1271072256) 00:30:30.419 --> 00:30:50.189 Until, they are removed or if the list has not been modified in 30 days, they are automatically deleted, so you may see a list disappear on you and that would be why. So let's return to another example title. 115 "1271072256" (1271072256) 00:30:51.419 --> 00:31:11.419 And for this record, we're going to use an advanced search to look up this title. I've already tried this as a basic search and I was getting way too many results, so I wanted to do an advanced search. 116 "1271072256" (1271072256) 00:31:11.419 --> 00:31:30.029 For this. So back in Record Manager, I will select advanced search, and I'm gonna keep my scope as all worldcat. Under title I'm gonna enter the title. 117 "1271072256" (1271072256) 00:31:30.029 --> 00:31:50.029 And then I want a print book format, so I will scroll to book print book, and I would like my source of cataloging to be DLC and I'll keep English as the language, a cataloging and say search. 118 "1271072256" (1271072256) 00:31:50.029 --> 00:32:09.059 And now I only received three results and the 1st one is the best match for my item. So I'm gonna click the title to open this record. Again, I could click edit or just click on the title. 119 "1271072256" (1271072256) 00:32:13.229 --> 00:32:31.769 So one thing when you're editing records, there is the option for MARC Field help. And MARC Field help is available for both variable fields and fixed fields. Fixed fields provide coded high level description data that tells. 120 "1271072256" (1271072256) 00:32:31.769 --> 00:32:51.769 Systems what an item is and how to handle it, and variable fields are readable texts that describe an item in detail. MARC field help will open a description of the field in bitly graphic formats and standards. So our fixed fields appear at the top of the record and contain the leader or LDR, which is the 1st field. 121 "1271072256" (1271072256) 00:32:51.769 --> 00:32:53.249 Record. 122 "1271072256" (1271072256) 00:32:53.249 --> 00:33:13.249 When you see an arrow expansion, this indicates that this is a guided entry field and guided entry provides text boxes and dropdown lists to help you select valid values for that field. So looking at the 008 field, we are going to click. 123 "1271072256" (1271072256) 00:33:13.249 --> 00:33:32.879 The arrow to expand the field, and we want to look at illustrations A and make sure that this is correct. And to get to mark field help I can click the checkmark the question mark here and that will open bid formats and standards. 124 "1271072256" (1271072256) 00:33:32.879 --> 00:33:49.709 So I can review this and make sure this is what I want for my item, and then just X out of it. And then I can either say done or cancel if I haven't made any changes to. 125 "1271072256" (1271072256) 00:33:49.709 --> 00:34:07.979 Close the guided entry fields. For variable fields, let's check the 505 field and see about the 1st indicator of zero. So I can right click in the variable field and say. 126 "1271072256" (1271072256) 00:34:07.979 --> 00:34:23.879 Field Help and MARC field help. This is also how you can access the RDA toolkit if your library subscribes for that. And so here I have the 505. 127 "1271072256" (1271072256) 00:34:23.879 --> 00:34:43.879 In bid formats, and I can review this for my record another area of note are controlled headings, and a controlled heading is a name subject. 128 "1271072256" (1271072256) 00:34:43.879 --> 00:34:59.159 Product or series in a bibiligraphic record that is linked to an authority record, so it uses a standardized form and automatically stays up to date. It appears as a hyperlink that you can click to open the authority record. 129 "1271072256" (1271072256) 00:34:59.159 --> 00:35:19.159 So we're seeing that in some 650s and also in like our 100 with the author name. And if you need to edit a field that includes the controlled heading, you will 1st need to uncontroll the heading before making any edits, which we'll go over in just a little bit. 130 "1271072256" (1271072256) 00:35:19.159 --> 00:35:38.549 And you will want to ensure that you control the heading again when your edits are complete. And control headings will be covered in much more detail in our upcoming authority control class and we'll look at those again in just a little bit. 131 "1271072256" (1271072256) 00:35:38.549 --> 00:35:54.089 So, now as we're editing this record, we may need to add some additional fields. You can add a new row by selecting the plus sign. 132 "1271072256" (1271072256) 00:35:54.089 --> 00:36:09.689 On the right side of the screen, and you can add a field anywhere. For today I'm just gonna add a blank row at the bottom. If I needed to remove a row, I could also select the red minus sign to delete the row. 133 "1271072256" (1271072256) 00:36:09.689 --> 00:36:28.439 And I want to add a 590 for a local note, so I can just start typing in here and now I have my local note added. 134 "1271072256" (1271072256) 00:36:30.359 --> 00:36:50.359 Another option to add additional relevant fields to your record is through the AI metadata enrichment option. For AI metadata enrichment to be enabled, you need to be assigned the cataloging AI role and adjust your settings and user preferences. And if you see this AI. 135 "1271072256" (1271072256) 00:36:50.359 --> 00:36:55.889 The data enrichment button at the top of your page, then you have access to this feature. 136 "1271072256" (1271072256) 00:36:55.889 --> 00:37:15.889 So I'm going to click and metadata enrichment. It's gonna take it a second to process ok now that it's processed. 137 "1271072256" (1271072256) 00:37:15.889 --> 00:37:20.519 This feature allows you to enhance your record with suggested call numbers. 138 "1271072256" (1271072256) 00:37:20.519 --> 00:37:37.499 And or subject headings and any classification call number or subject heading that is grayed out is actually already in the record that you're editing. And you can click on the links. 139 "1271072256" (1271072256) 00:37:37.499 --> 00:37:52.559 For more information that will bring up information on relevant associated call numbers. And I want to add an additional library of Congress call number to this record. 140 "1271072256" (1271072256) 00:37:52.559 --> 00:38:08.759 And also some additional subject headings. So I'm just going to select those boxes of the ones I want and then click insert. 141 "1271072256" (1271072256) 00:38:08.759 --> 00:38:26.370 So the library of Congress call number was added as an 055 at the bottom of my record and then those two six fifties were also added at the bottom of my record. 142 "1271072256" (1271072256) 00:38:26.370 --> 00:38:45.780 So, I want to add my local call number, so I want to copy the 1st bit of this 050 and go back to my blank 090 that populated based on my user preferences. 143 "1271072256" (1271072256) 00:38:45.780 --> 00:39:05.780 And then add my cutter, and now I want to briefly show you how you can uncontroll and control a heading so you can edit it. So we're. 144 "1271072256" (1271072256) 00:39:05.780 --> 00:39:11.730 I'm gonna look at one of the 650 fields that I just added. So this is an uncontrolled. 145 "1271072256" (1271072256) 00:39:11.730 --> 00:39:28.890 Subject heading that came through with our AI metadata enrichment. To control this heading, I'm going to right click, and select controlled heading and then add. So now this is that link to that. 146 "1271072256" (1271072256) 00:39:28.890 --> 00:39:48.890 Authority file. And if I needed to edit this at all, I can right click control heading and then remove, and now I can edit this field. Another thing you can do when you are editing records is you can actually copy. 147 "1271072256" (1271072256) 00:39:48.890 --> 00:39:50.280 Be an entire. 148 "1271072256" (1271072256) 00:39:50.280 --> 00:40:09.750 Field by right clicking, selecting field, copy, add a new blank field, right click field, and paste. And that will copy the entire field in. And I want to remove this second. 149 "1271072256" (1271072256) 00:40:09.750 --> 00:40:27.000 Duplicate here, so I'm gonna select delete row to remove that. 150 "1271072256" (1271072256) 00:40:27.000 --> 00:40:47.000 Okay, so now that we've added some additional fields to the record, we're going to want to reformat and then validate our record. So reformat will sort the variable fields into the correct order per bid formats and standard. 151 "1271072256" (1271072256) 00:40:47.000 --> 00:40:50.190 And it will also remove any blank fields from the record. 152 "1271072256" (1271072256) 00:40:50.190 --> 00:41:07.380 Validate will check the validity of the tags, indicators and sub field codes. Verify that all required fields are present and verify that non repeatable fields occur only once. It's also important to note that validate does not check for spelling errors. 153 "1271072256" (1271072256) 00:41:07.380 --> 00:41:27.210 So let's see how this works in Record Manager. So again we have all of those added fields at the bottom of this record, and I'm going to select record and then reformat. 154 "1271072256" (1271072256) 00:41:27.210 --> 00:41:44.730 So these have been moved out the bottom and I'm seeing those additional 650s that I added within the 650s, and then that 590 is before the 6xxs. 155 "1271072256" (1271072256) 00:41:50.400 --> 00:42:10.400 Okay, next I want to show you what validate looks like with an error. So I added something that I know is not gonna be correct, and I'm gonna select record and then validate. And here is that error message that I'm going to get when it finds something that's not accurate. 156 "1271072256" (1271072256) 00:42:10.400 --> 00:42:18.030 In the record and it's telling me right now that there's an invalid code in indicator two in the 590. 157 "1271072256" (1271072256) 00:42:18.030 --> 00:42:35.250 So I can select, I I can delete this and I can validate again. The other thing to note is you can also do edit undo. I'm not gonna do this because I don't want that zero in there. This will undo your previous changes. 158 "1271072256" (1271072256) 00:42:35.250 --> 00:42:51.600 To when you last validated the record. So now that I made that change, I wanna try to validate again. So I'll select edit, oh sorry not edit I want to select record and then validate. 159 "1271072256" (1271072256) 00:42:51.600 --> 00:43:11.600 And now I get that green check mark saying that this record is validated. So now that I have this record edited, I want to set my holdings. So I'm going to select record, and then again this is a WMS view that I'm. 160 "1271072256" (1271072256) 00:43:11.600 --> 00:43:17.100 Logged into, so I would have to set my holding audience level and I'll select all users. 161 "1271072256" (1271072256) 00:43:17.100 --> 00:43:35.250 And now my holding is set. If you do need to remove a holding on a record, you wanna do this when your library NO longer owns or has access to a title. 162 "1271072256" (1271072256) 00:43:35.250 --> 00:43:52.230 And this will remove your institution's OCLC symbol from being associated with the bibliographic record, and it indicates that your library does not own any copies. So to delete a holding, I'll select record and then delete Worldcat holding. 163 "1271072256" (1271072256) 00:43:52.230 --> 00:44:12.230 And now the switch back to not held by my library. And one final note for WMS libraries, if you have lhrs attached to the record or LBD information, when you remove and delete a holding, it will ask. 164 "1271072256" (1271072256) 00:44:12.230 --> 00:44:26.190 Ask you to confirm that you want to remove these items and you can click ok to remove the lhrs, lbds, and your worldca worldcat holdings from the record, and then your institution symbol will be removed and it will show not held. 165 "1271072256" (1271072256) 00:44:26.190 --> 00:44:46.190 So our last step with this record example will be to export the record to our local system, and so I'm gonna select record and then send to export list. You'll also note here you can send an individual record direct. 166 "1271072256" (1271072256) 00:44:46.190 --> 00:44:58.230 To your local system via TCP IP, but an export list is still a nice option if you wanna send more than one record at a time. So I'm gonna select export lists and. 167 "1271072256" (1271072256) 00:44:58.230 --> 00:45:18.230 Instead of creating a new list, I want to select the list we made earlier today, so I'll select that and say add. Now I can navigate to my export list and I have this list we opened before already up and now I'm seeing both of those records there so I can. 168 "1271072256" (1271072256) 00:45:18.230 --> 00:45:24.960 To send this to my local computer or local system or my local computer. 169 "1271072256" (1271072256) 00:45:24.960 --> 00:45:44.960 So now we've just completed the process for copy cataloging, and when editing records, there maybe times when you will want to save the working copy of a record. 170 "1271072256" (1271072256) 00:45:44.960 --> 00:45:57.060 Or fully replace a Worldcat record and these options will be covered in much more detail in the next course, but I just wanted to briefly discuss what these options entail. 171 "1271072256" (1271072256) 00:45:57.060 --> 00:46:17.060 So for saving records, you may want to save a working copy of a record that you've been editing if you need someone to review your work, if you do not have time to complete your edits or even if the information you have is incomplete and you are waiting for. 172 "1271072256" (1271072256) 00:46:17.060 --> 00:46:37.050 Details such as vendor data or having the physical item in hand. There are two options to save a record. 1st, you can choose to save your record as in progress, and this option allows you to save the record in an online save file to return to later for continued editing without losing the changes you have made to the record. 173 "1271072256" (1271072256) 00:46:38.310 --> 00:46:58.310 In progress records can be viewed by anyone in your institution and you can access the record from Connexion or Record Manager. A record will stay in a save file until you delete it from the save file, replace the record or add it to worldcat. The other option is to save and lock biblographic record, and this will save your edit. 174 "1271072256" (1271072256) 00:46:58.310 --> 00:47:01.620 It's on the record as in progress and lock the record. 175 "1271072256" (1271072256) 00:47:01.620 --> 00:47:21.620 And by locking the record, NO one else can make changes until you unlock the record or until after 14 days have passed. For replace, as we've discussed before, all edits made to a record are not saved on the Worldcat records since editing is happening on a working copy of the record. So all the edits that we made in our. 176 "1271072256" (1271072256) 00:47:21.620 --> 00:47:32.910 For examples today, we'll revert back to the original Worldcat record once I close out of my record editing tabs. There maybe times when you want to make changes permanent on the Worldcat record. 177 "1271072256" (1271072256) 00:47:32.910 --> 00:47:52.910 So that all libraries accessing the record will benefit from those corrections or changes. So in order to save over the WorldCat record, you must take the action to replace the record. And again, this will be discussed in much more detail in the next class, but just keep in mind replace should only be used to enhance a record or making corrections 178 "1271072256" (1271072256) 00:47:52.910 --> 00:48:12.600 and it should not be used to add local data to the Worldcat record. And make sure that you follow and review bibiographic formats and standards chapter five for more information on when to replace the record. And again, this will be discussed in much more detail with examples in the next class. 179 "1271072256" (1271072256) 00:48:12.600 --> 00:48:32.600 So thank you so much for joining me today. For any additional information on the topics covered, you can visit the accompanying. 180 "1271072256" (1271072256) 00:48:32.600 --> 00:48:52.600 Learner guide that we shared in the chat at the beginning of the class. This is a living document including FAQ and troubleshooting links, topics related to record manager. You can also contact support at any time through the help site or by directly emailing support@OCLC.org. 181 "1271072256" (1271072256) 00:48:52.600 --> 00:49:12.600 And for any questions asked during the course that were not answered, your question will be passed on to our support staff who will reach out to you, though I think Crystal did an excellent job getting all the questions answered. To register for additional Record Manager trainings, you can visit our support page or register for trainings from the catalog. 182 "1271072256" (1271072256) 00:49:12.600 --> 00:49:32.600 Logging community center. And if you would like to receive a badge for attending this training and you did not register from the community center, you can request a badge from the link that Crystal just added into the chat. And we would also really appreciate you taking the time to complete a brief survey. 183 "1271072256" (1271072256) 00:49:32.600 --> 00:49:52.600 about this session. I really appreciate you joining me today. This was my 1st time offering a Record Manager course, so I appreciate you being in my 1st class. So thank you so much. I'll stay online for just a little bit, but I'm gonna stop the recording and if there's any additional questions that. 184 "1271072256" (1271072256) 00:49:52.600 --> 00:49:59.640 Come through, we'll try to get those answered as well. So thank you so much and have a wonderful day.