Overview

Discover an introduction to the WorldShare Record Manager Original cataloging learning path and this guide.

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This learning path will guide you through the process of original cataloging in WorldShare Record Manager. You can create a MARC 21 WorldCat bibliographic record by:

  • Deriving bibliographic records in MARC 21, which creates a new bibliographic record from an existing record that is similar to the new record you are creating.
  • Using a material type template, which creates a bibliographic record based on a material type.

Before creating a MARC 21 WorldCat bibliographic record, search WorldCat to make sure that:

  • No existing bibliographic record matches the item exactly. By verifying that no one has previously added a record for the item, you can prevent duplicate records from being created.
  • No existing record matches the item closely enough to derive the new record from it.

Guidelines for setting search preferences and searching are discussed in detail in this learning path.

Bibliographic Formats and Standards

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.

How to use this guide

This interactive learning path allows you to:

  • Navigate linearly: Work through each section in order using the sidebar navigation
  • Jump to specific topics: Click any section in the sidebar to go directly to that content
  • Expand/collapse sections: Use the buttons at the top to expand or collapse all sections at once
  • Search within the page: Use Ctrl+F (or Cmd+F on Mac) to find specific information
  • Track your progress: The progress indicator shows how many sections you've viewed

Overview

This accordion allows you to set preferences for authority, bibliographic, local bibliographic data, and local holdings record basic searching.

  1. In the left navigation, click User Preferences.
  2. From the User Preferences screen, click Searching - Basic.

 Note: After setting preferences in data type, authority records, bibliographic records, local bibliographic data records, and local holdings records:

  • Click Reset Form to restore original default settings.
  • Click Discard Page Changes to discard the changes you made and retain your previous settings. A confirmation dialog displays to confirm the discardment. Click Discard to confirm and discard your changes.
  • Click Save to save changes to User Preferences.

Set preferences for searching bibliographic records

Searching - Basic accordion: Bibliographic Records tab - Image

Basic searching - Bibliographic records

  1. For One Search Result Only, enable Open record for editing to bypass the results list and go directly to the record editor when a search returns one result.
  2. For Default Search Results Format, enable Display condensed result list to set the default search results format to condensed. By default, the search results format is enhanced.
  3. For Condensed Search Results Table Options:
    1. Select which columns appear in the condensed search results list table. You must enable at least one column. 
      • To remove a column, deselect it in the Display column.
      • Available condensed search results table columns
        • Title
        • Author
        • OCLC Number
        • Publisher
        • Publication Date
        • Format
        • Language of Work
        • Language of Cataloging
        • Cataloging Source
        • Authentication Code
        • Encoding Level
        • Held
        • WorldCat Holdings
        • Group Holdings
        • Holding Audience Level

           Note: Holding Audience Level is available for WorldShare Management Services libraries only.

    2. Determine the order in which the columns appear in the condensed search results list table.
      • Click the up arrow to move a column up and the down arrow to move a column down in the list.
  4. For Search Scope(s) for Bibliographic Records:
    1. Select which search scopes appear in the Scope drop-down list. By default, all search scopes are selected.
      • To disable a search scope, deselect it in the Display column.
    2. Select the default search scope by enabling the Default radio button for the search scope.  Some search scope options differ between WMS and non-WMS libraries. By default, All WorldCat is selected.
      Available search scopes for WMS and non-WMS libraries - Table
      Search scope name Non-WMS libraries option WMS libraries option
      Audience - All Users   x
      Audience - My Library Users   x
      Audience - My Authenticated Users   x
      Audience - My Library Staff   x
      All WorldCat x x
      All WorldCat - Browse x x
      My Library Holdings x x
      Saved - In Progress x x
    3. Determine the order in which the search scopes appear in the Scope drop-down list.
      • Click the up arrow to move a search scope up and the down arrow to move a search scope down in the list.
  5. For the first enabled search scope, click the search scope name and then select the following:
    1. For Default Sorting Method, select how your search results are sorted (not applicable for All WorldCat - Browse).
      All WorldCat, My Library Holdings and WorldCat Holdings Audience Level default sorting methods
      • Author (Ascending)
      • Author (Descending)
      • Date (Newest First)
      • Date (Oldest First)
      • Library Count (Highest First)
      • Library Count (Lowest First)
      • Relevance (default)
      • Title (Ascending)
      • Title (Descending)
      Saved - In Progress default sorting methods
      • Save File Number (default)
      • Title
      • Descending Date
      • Ascending Date
    2. For Index Display Order:
      1. Select which indexes appear in the Index drop-down list. By default, all indexes are selected.
      2. Select the default index by enabling the Default radio button for the index. By default, the following indexes are selected:
        • All WorldCat: Author
        • All WorldCat - Browse: Corp./Conf. - Whole Phrase
        • My Library Holdings: Keyword
        • Saved - In Progress: My Status
      3. Determine the order in which the indexes appear in the Index drop-down list.
        • Click the up arrow to move an index up and the down arrow to move an index down in the list.
      4. Click Back to Search Scopes and repeat steps 1-3 for the remaining search scope(s).
  6. Click Save.
Working with records: Bibliographic Records tab - Image

Overview of the working with records: Bibliographic records tab

  1. For Default Editor, select a default record editor.
    • MARC 21 View
    • Text View
  2. For Default Record Format, select a default record format.
    • AACR2
    • RDA
  3. For Default Holding Library Code (049), select a holding library code from the drop-down list.

     Note: The list of available locations is specific to the locations available for your institution. The default option is the default from the Holding Library Code list from the database. This code is for bibliographic records, saved work in-progress records, and local holdings records.

  4. For Default Classification Scheme, select a classification scheme from the drop-down list.
    • None of the following

       Note: Select in the case that your institution doesn't use any of the other classification schemes in the list, e.g., because you use a local classification scheme.

    • Library of Congress (default)
    • Dewey Decimal

       Note: When creating labels or adding LHRs, the system will first look for a call number in an 092 field (locally assigned DDC). If none is present, it will look for a call number in 082 (DDC assigned number). This also applies to corresponding fields to an LC call number. The system will first look for a locally assigned LC number in 090; if none is present, it will look for a call number in 050 (LC number)

    • National Library of Medicine
    • Canadian National Library
    • Government Document
    • National Agricultural Library
    • Universal Decimal
  5. For Use Metadata AI Enrichment Service, choose which classifications/subject headings you would like to receive AI-provided suggestions for. All options are deselected by default. 
    • Dewey Call Numbers (DDC)
    • Library of Congress Call Numbers (LCC)
    • Library of Congress Subject Headings (LCSH)
  6. For Default Cutter Type (092), select a cutter type.
    • Four-Figure (default)
    • Sanborn
  7. For Default Holding Audience Level, select whether to use the audience level specified in the institution settings or to override with a different audience level from the drop-down list.

     Note: This option is available to WMS libraries only. For more information, see WorldCat holdings audience levels.

  8. For Fields for New Constant Data Records, select the fields and field groups you want to include in the record.
  9. For Controlled Headings:
    1. Enable or disable adding equivalent subject headings when controlling all headings in a record. By default, Add equivalent subject headings is disabled.
      • When enabled, the system checks for uncontrolled headings present in a bibliographic record and tries to control the headings against the appropriate authority files and then attempts to add equivalent subject headings for the controlled headings if the record contains controlled RVM, AAT, LCSH, or MeSH headings. If equivalent subject headings are found, they are controlled to their respective authority file.
      • When disabled, the system only checks for uncontrolled headings present in a bibliographic record and tries to control the headings against the appropriate authority files.

         Note: Although the system attempts to control all headings when you add or replace a bibliographic record, it will only attempt to add equivalent subject headings when you select Control All Headings from the Record menu in the bibliographic record.

    2. Enable or disable auto-suggestions for Canadiana Names and Library of Congress Names. By default, auto-suggest is enabled. When enabled, auto-suggestions for field-appropriate Canadiana and Library of Congress Names start with the first keystroke in new and existing records whose: Auto-suggested headings are automatically controlled when selected. If you are editing an existing field, you must first follow the procedure to remove a link from a controlled heading in a MARC 21 record.
      • 040 field subfield $b is identified as French ($b fre) for Canadiana Names.
      • 040 field subfield $b is identified as English ($b eng) for Library of Congress Names.
      • 100, 110, 111, 130, 700, 710, 711, 730, 800, 810, 811, and/or 830 field is blank.
  10. If you are profiled for RDA Toolkit authentication via account ID and password, enter your Account ID and Password.
  11. For Default Export Method, choose how you would like to export your records:
    1. TCP/IP
    2. Export List
  12. Click Save.

Take a self-paced course

WorldShare Record Manager: Configure User Preferences

  Estimated time to complete: 10 minutes

This self-paced module reviews steps for configuring User Preferences in WorldShare Record Manager including:

  • Working with Records: Bibliographic Records
  • Searching – Basic
  • Searching – Advanced
  • Exporting Bibliographic Records
Launch course

 

 Note: These instructions cover how to perform a basic bibliographic record search. To learn how to perform a more in-depth search, see Advanced search.  

Search for a bibliographic record

  1. From the Data Type drop-down list, select Bibliographic Records.
  2. From the Scope drop-down list, select a search scope.
    • Select My Library Holdings if you already have at least one copy of the item.
    • Select All WorldCat if you do not own any copies of the item.
    • Select All WorldCat - Browse to browse records. For more information, see Browse.

       Note: WorldShare Management Services libraries will also see scopes for Audience level. See WorldCat holdings audience levels for more information on the available audience level search scopes.

  3. From the Index drop-down list, select an index.
  4. In the Term(s) text field, enter your search terms. The text field will expand to fit your search terms if needed. All indexes support wildcard searching with an asterisk (e.g., cat*).
  5. Click Search.
  6. Click the title of an item to open the WorldCat record.
Bibliographic record scopes and indexes - Table

 Note: See Bibliographic record indexes for detailed information about each bibliographic record index.

Scope Index
All WorldCat
  • Keyword
  • Title
  • Author
  • ISBN
  • ISSN
  • OCLC Number
    • You can search up to 250 OCLC numbers at a time. A counter displays how many OCLC numbers remain after you have entered multiple OCLC numbers. Once you meet the limit, the Term(s) text field prevents you from entering any additional OCLC numbers.
    • OCLC numbers are automatically linked by Boolean operator OR.

Audience level

  • All Library Users
  • My Library Users
  • My Authenticated Users
  • My Library Staff

 Note: These scopes are only available to WorldShare Management Services libraries.

  • Keyword
  • Title
  • Author
  • ISBN
  • ISSN
  • OCLC Number
    • You can search up to 250 OCLC numbers at a time. A counter displays how many OCLC numbers remain after you have entered multiple OCLC numbers. Once you meet the limit, the Term(s) text field prevents you from entering any additional OCLC numbers.
    • OCLC numbers are automatically linked by Boolean operator OR.
My Group Holdings

 Note: This scope is only available to WorldShare Management Services libraries with Group aware.
 

  • Keyword
  • Title
  • Author
  • ISBN
  • ISSN
  • OCLC Number
    • You can search up to 250 OCLC numbers at a time. A counter displays how many OCLC numbers remain after you have entered multiple OCLC numbers. Once you meet the limit, the Term(s) text field prevents you from entering any additional OCLC numbers.
    • OCLC numbers are automatically linked by Boolean operator OR.
My Library Holdings
  • Keyword
  • Title
  • Author
  • ISBN
  • ISSN
  • OCLC Number
    • You can search up to 250 OCLC numbers at a time. A counter displays how many OCLC numbers remain after you have entered multiple OCLC numbers. Once you meet the limit, the Term(s) text field prevents you from entering any additional OCLC numbers.
    • OCLC numbers are automatically linked by Boolean operator OR.

Filter bibliographic records

  1. From the results list, select the checkbox next to the facet value(s) you want to apply. Results filter automatically. The facets you select will appear at the top of the facet list under Selected Facets.
  2. (Optional) To remove a selected facet, click the gray x (Remove a search facet) next to the value under Selected Facets or deselect the check box next to the value.
  3. (Optional) Click Hide Facets to remove the facets from view.

Available bibliographic record facets

Bibliographic record facets - Table
Facet Description
Language of Cataloging The language used for the description of the item.
Branch The branch where the item is located.
Format The format of the item (e.g., eBook, DVD, etc.).
Year The year of publication for the item.
Author The author of the item.
Language The language of the item. 

Take a self-paced course

WorldShare Record Manager: Search for Records

  Estimated time to complete: 15 minutes

This self-paced module reviews the different search options to locate bibliographic records in WorldCat from WorldShare Record Manager including Basic, Advanced, and Expert searching.

Launch course

 

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 your default holding library code.

Content not transferred

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

  • Holdings data
  • 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) overlaid 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 overlaid 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) overlaid 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.

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.

Cataloging with non-Latin characters

If you are cataloging material in non-Latin script, see Input non-Latin characters.

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.
Resource title Description
Edit WorldCat bibliographic records

This course covers the basics of editing bibliographic records in WorldShare Record Manager, in addition to using the online save file, setting holdings, and exporting bibliographic records.

Intended audience: This course is intended for original and copy catalogers at OCLC member libraries who will be using WorldShare Record Manager.
Work with variable fields Discover how to work with variable fields using the MARC 21 editor in WorldShare Record Manager.
Edit fixed fields Discover how to edit fixed fields in a bibliographic record from the MARC 21 editor in WorldShare Record Manager.
Delete WorldCat bibliographic records Discover how to delete a bibliographic record from the MARC 21 editor in WorldShare Record Manager.
Set WorldCat holdings on MARC 21 bibliographic records Discover how to set WorldCat holdings on MARC 21 bibliographic records from the MARC 21 editor in WorldShare Record Manager.