ERIN STALBERG NCSU LIBRARIES SEPTEMBER 16, 2009 Cool Tools – More Connexion

Save Files Using the Connexion client, you can store records in the online save file or in the local save file.

Online Save File Lives on the OCLC servers Super-easy to share across the department 14-day limit for existing WorldCat records 28-day limit for NEW original records You can/must resave them if you need longer. Taking final action on a record will cause them to be deleted from the online save file. Must add your name/initials in the status to identify your records. A library can have up to 9,999 records in the online save file. Should your computer die, they are on the OCLC servers

Local save file Called “Local” by OCLC because they do not live on the OCLC servers, they are local to the institution, but …. Can either live on your PC (for individual use) or on a network drive (for shared use). You can have one local save file or many. Records in the local file never expire. Taking final action on a record does not cause them to be deleted from the online save file. You must delete them. Each local file can have up to 9,999 records in it. If you have multiple local save files, you can choose the one to search using the dropdown in the local save file search.

Local save file on PC Lives on your PC (for individual use) Easier for personal management You can create files of individual records for whatever purposes you like (i.e. various projects) and keep separate things separate. You do not have to use “my status” to identify your records. They are on your PC, they are only yours. You can then use “my status” for some other purpose if you’d like. Should your computer die, you might lose them (I’m not sure if Connexion stores to h:/ or not …)

Local save file on network Lives on a network drive (g:/) (for shared use) Easier for project management You can create files of individual records for whatever purposes you like (i.e. various projects) and keep separate things separate. Depending on your project, you may not have to use “my status” to identify your records. They will only be accessed by the people on your project so whatever organizational scheme works for you … You can then use “my status” for some other purpose if you’d like. Project members will have to actively connect to them.

Creating Local Save Files File ----> Local File Manager Creating local save files

Managing local save files

Mapping to an already created g:/ local save file

Managing local save files

Searching local save files

Set as default When you execute a search of the local save file, you can choose the file you want to search. It does not have to only be the file you have “set as default”. But other actions (like importing records into Connexion) will only work on the default save file. So, you do have to be careful as to what you have set as default.

Set as default Only lets me import into my default file.

Moving records You can move records between a local & online save file by just resaving (under the Action menu) wherever you like. Connexion will also ask you if you’d like to resave or delete the record from its current location. You can move records between different local save files by choosing Move Record (under the Action menu). You can copy a record from a local save file to the same local save file (creating a duplicate). If you want to create a duplicate in the online save file, you need to call up your original and then Derive New Record (under the Edit menu)

Moving records

Occasionally, a local file will get corrupted and you’ll get a message that says you can’t open it or that somebody else has locked it. Click Compact/Repair. I’ve never had that not fix the problem. If the file lives on g:\, you’ll have to make sure no one is in the file before clicking Compact/Repair. A large file can take several hours to compact/repair. Fixing Corruption

Insert from cited record If you are creating a linking field (76X-78X, most notably 776, 780, 785), Connexion can format the field for you. Insert the OCLC number of the record you want to refer to, right click, and choose “insert from cited record”. Other than the tag number & indicators, the field needs to be blank when you start.

Insert from cited record

Names (including series) and Library of Congress Subject Headings can be controlled (linked) using the Connexion authority control features. When you control headings, you link the matched headings in the bibliographic record to the heading in the Authority File. If the heading changes in the Authority File, it automatically changes in master records linked to it. Use the Edit menu to control all headings easily. Right click in a field to control a single heading easily (as an alternative to the Edit menu) Control headings on all new records and all Enhance copy as part of your regular workflow! Controlling headings

If the heading matches an existing authority, it will turn blue, as in a hyperlink. OCLC will flip headings, i.e. $a University of Virginia Library v. $a University of Virginia. $b Library. When a heading is controlled in this way, you can be assured that it is the most current form of the heading. You do not need to do further authority work on it.

Controlling headings If the heading does not match, it will do its best and offer you choices. In this example, it can match $a Libraries but not $x Hours. Click on the hyperlink to view the full authority record. If there is an authorized option to choose, click on “Insert Heading” to pull the authority link into your record or (as in this case) click cancel to go back and delete the invalid 650.

Controlling headings The original heading is the heading from your record. The numbered fields show matches or non-matches for various portions and permutations of those heading elements. Controlling headings is based on searching the heading elements shown in the New Query box. The system derives these from your original heading.

Controlling headings Light blue highlighting of headings and portions of headings in the numbered list mean that the highlighted portion can be geographically subdivided. Connexion will change the order of the subdivisions, if needed, to make the heading properly ordered and subdivided. Unqualified personal names are not automatically linked with authority records. (100/600/700 $a ONLY).  Control All will not control them.  Control the name individually. If the search retrieves a single match, it will offer a link so you can view the Authority record. DO THAT!!!!

Controlling headings If there’s a match, it will display, but click on the authority record to confirm it is the right person!!! Then choose Insert Heading.

Controlling headings If there is no match, go search the authority file to confirm that it really doesn’t exist.

Searching the Authority File It’s a keyword search on the heading, last name first, first name last whatever …

Searching the Authority File Copy/paste string text into your record (find your record under “Window”). You can also copy/paste the whole field, but remember if you need to change the 1XX to 7XX or change indicators, etc.

Browsing the Authority File Browse to see what’s around. It is a heading browse, names need to be last name, first. Subjects will be browsed in LCSH alpha order.

Browsing the Authority File Confirm that stalberg, erin is not in the authority file.

Browsing the Authority File for Uniform Titles If you do an author search to get to an author/title entry for a uniform title, and OH MY there are 630 entries … You can go back and put the title in the expanded scan box.

Browsing the Authority File for Uniform Titles

Expanded Terms Root Index headingExpanded Index subheadings Personal NamesTitle subdivisions Corporate or Conference NamesTitle subdivisions Geographic NamesTitle subdivisions TitlesPersonal, corporate, conference, or geographic name subdivisions LCSHSubject subdivisions Subdivision HeadingsSubject subdivisions

Final authority thoughts If you need to edit a controlled heading, put your cursor in the tag cell of the field, first go to the Edit menu, and select Uncontrol (or right click & do the same) You do not need to export authority records to Symphony (Marcive sends them to us at the end of the month). So, please don’t. But if some reason you were to need to, it’s the same as exporting a bibliographic record: Action—Export. Control headings on all original records and all Enhance copy (anytime you are going to replace the master record) as part of your regular workflow!

Resources Connexion Main Page: Tutorials: Documentation: Function Key Template: boardtemplate.pdf boardtemplate.pdf Searching WorldCat Indexes (which fields are indexed where): ndexes/ ndexes/ Connexion Macro Support:

Open discussion What else you got?