About authority constant data records
Find an overview of authority constant data records in Connexion client.
Overview
Using the Connexion client, you can create authority constant data online or create constant data in one or more local files located on your workstation or moved to a shared network drive. The client provides a blank default local constant data file (DefaultAuthCD.authcd.db). See Manage local files for more about local files, their locations, and how to share them.
Why create constant data records?
Using constant data is a way to apply frequently used information to records. You add the same data to authority records to:
- Avoid rekeying frequently used data
- Reduce errors and improve consistency among related records
- Develop and maintain local standards for authority records, for specific collections, or for different types of resources
What is authority constant data?
A constant data record is a partial bibliographic or authority record you create that contains standardized content for reuse when you create or edit a record.
Online constant data
- Users at the same institution (same OCLC symbol) share an online constant data file to store all constant data records you create online.
- There is only one online constant data file. It is accessed by both Connexion interfaces, the browser and the client.
- Anyone at your institution can add constant data records to this file, edit them, use a stored record as default constant data, or delete records.
- Your library's constant data records are not shared with Connexion users at any other institution.
- When you set a constant data record as the default, it is associated with your logon authorization. Staff sharing the authorization also share the default constant data.
Local constant data
- The local authority constant data file is located on your workstation or can be located on a network drive for shared access.
- You can use the local files to create, store, and apply authority constant data offline or to apply to online records when logged on.
- The Connexion client automatically creates a default local authority constant data file when you install the software. The path and file name is: X:\Documents and Settings\[user name]\Application Data\OCLC\ Connex\Db\DefaultAuthCD.authcd.db (where X is the letter of your hard drive)
- Create multiple local authority constant data files on your workstation or on a shared drive for special tasks or for use by individual staff members. Designate or change the default. Move or copy records from one local file to another.
- You cannot delete your designated default local constant data record.
- When you set a local constant data record as the default, it is stored in the local file. You can store one default local constant data record per local file. To use a particular default local constant data record, the file that contains it must be set as the default local file.
See Manage local files for more about working with local constant data files.
Note: The maximum number of records in an online or local save file: 9,999. The system prevents you from adding records that would exceed the limit.
About creating constant data
- Create a constant data record from a workform based on a specific format (Personal Name, Series, etc.), or you can derive a constant data record from an existing authority record or from another constant data record.
- When you create a constant data record, you must enter a name.
- Optionally, you can also enter a custom My Status.
- The name and My Status help you retrieve records.
About applying constant data to authority records
- Designate a record as the default when you create it or later. Then, when you want to insert the constant data into a record:
- When logged on, click Edit > Constant Data > Online > Apply Default or press <Ctrl><A>.
Or
- When logged on or offline, click Edit > Constant Data > Local > Apply Default or press <Ctrl><V>.
Note: Your default online constant data is tied to your logon authorization (anyone logging on using the authorization has the same default). Your default local constant data is tied to the local file. To maintain different default constant data, staff members can use separate local constant data files.
- Alternatively, apply constant data by name or from a list. Use the same menus and submenus as listed in the previous bullet, but click one of the following (for Online options, you must be logged on):
- Edit > Constant Data > Online > Apply by Name or press <Ctrl><U>
- Edit > Constant Data > Local > Apply by Name or press <Ctrl><B>
- Edit > Constant Data > Online > Apply from List or press <Alt><E><O><L>
- Edit > Constant Data > Local > Apply from List or press <Alt><E><L><L>
Caution for online constant data only
When you create a constant data record, you are required to give it a unique name. When you name online constant data records or assign an optional My Status, avoid using punctuation, special characters, and diacritics. These characters can cause errors when you retrieve, save, apply, delete, or take other actions on the records.
Do not use the following characters in online constant data names or optional My Statuses:
- Period ( . )
- Comma ( , )
- Semi-colon ( ; )
- Colon ( : )
- Underscore ( _ )
- Asterisk ( * )
- Plus sign ( + )
- Ampersand ( & )
- Pound sign ( # )
- Double quotation marks ( " " )
- Apostrophe ( ' )
- Percent mark ( % )
- Question mark ( ? )
To be sure that online constant data records are problem-free, use only standard letters (upper- and lowercase) and numbers in names and My Statuses.
This restriction for constant data names and My Statuses does not apply to local constant data records.