Marcy Strong: Okay, good morning, everyone, and welcome to today's O Clc. Record Manager session, where we will learn more about searching and exporting deadly bracket records in Ocl. Worldcat using this new cloud based tool.
Marcy Strong: So we are fortunate to have Valerie Chase joining us today. Valerie is a library services consultant at Oclc. And will be guiding us through some of the fundamentals of this resource. If you have any questions or comments about what we are learning today, please post them in the chat
Marcy Strong: season, and I will be keeping an eye on that, and we'll address those at the end of the session. and the session is also being recorded, and the file will be available later this week.
Marcy Strong: and with that we'll hand it off to Valerie. Thanks, Valerie.
Valerie Chase (OCLC): thanks. Let me go ahead and get my screen shared. share my whole screen.
Valerie Chase (OCLC): And I'm gonna go to this Powerpoint presentation and ask the question that everybody asks, can you see my slides.
April Davies-Cobleskill: Yes, okay.
Valerie Chase (OCLC): So so thank you for that introduction.
Valerie Chase (OCLC): And as noted, we're here today to talk about record manager with a focus on connection browser users.
Valerie Chase (OCLC): So I'm gonna just
Valerie Chase (OCLC): go out on a limb and say that the majority on this call work with a cataloging and metadata subscription and have a knowledge already of the best practices and guidelines for for cataloging. So the focus of this feature is the interface
Valerie Chase (OCLC): that we'll be talking about today.
Valerie Chase (OCLC): and I'm sure that many of you have seen this hopefully, it's not the first time you have seen this, but Ocrc. Had announced that the
Valerie Chase (OCLC): we are discontinuing connection, browser as of April thirtieth of this year.
Valerie Chase (OCLC): Good news. The subscription still has a continuing for your primary browser option will be record manager. And of course, we continue to support the connection client
Valerie Chase (OCLC): and those that connection client, that record manager, are just a few of the tools that are available in your cataloging and metadata subscription.
Valerie Chase (OCLC): So what can you do in record, manager? I wanted to put this up here
Valerie Chase (OCLC): so it shouldn't be new to you. So when we look at this list, it should be familiar. So we're searching, editing, managing holdings, creating records, constant data. These are all things that you're probably doing today in connection client or in connection, Browser and some of you have already adopted record manager.
Valerie Chase (OCLC): So why I wanted to list those there in combination with this. Is that a lot of what we see is what you're currently doing just
Valerie Chase (OCLC): in a different way, a different button to click a different menu where you pull down an option. We do provide this comparison. So this allows you to go.
Valerie Chase (OCLC): Look and see. Oh, I do this in connection, browser. I do this in record manager, I mean, or in connection, can I do it in record, manager? And it will just say yes or no that you, you can do it. And then, of course, we have lots of documentation. If it's something that you want to do on learning how to do that something.
Valerie Chase (OCLC): There are a few things on there. We're not gonna talk about authority today. But I just wanted to have this slide just to mention that there are things that are in record manager that are not in the
Valerie Chase (OCLC): connection client or were in connection browser. So these are features that we continue to add, moving forward.
Valerie Chase (OCLC): And if you're interested in any of those, just a note about the
Valerie Chase (OCLC): cataloging your metadata community I'm gonna hope that a lot of you are already. In those communities there's a cataloging community. There is a record manager community that's specific to record manager as well as a collection manager for anybody who's using that feature.
Valerie Chase (OCLC): So when we have new releases, there was just a release on January twenty-nineth of this year with some new features. There was just a cataloging annual event that happened on February second of this year. All of that information is available in the Community Center for you to take advantage of.
Valerie Chase (OCLC): That was just sort of an overview. And I wanna do a little housekeeping before I actually get live in presenting. And the reason I wanna do. This is what there there are so many you can't hit every little bell and whistle. So I wanna cover a few things here in the presentation, as well as when we share these slides with you afterwards. You sort of have have it to look through.
Valerie Chase (OCLC): So when we use record manager. There are authorization roles associated. I'm going to be doing everything today as a cataloging admin. So if I
Valerie Chase (OCLC): edit something or do something, and you think? Oh, I don't want my staff to do that. Just know that there are different roles, and I will kind of highlight some of those.
Valerie Chase (OCLC): and also for those of you who are, whether it's a vibco, a concert, whether you work with agent, whether you work with member, merge. All of those features are available in record manager and can be added to your authorization.
Valerie Chase (OCLC): So when we look at authorization roles, what I tried to do here is just sort of an example, and we'll be looking in record manager live as well.
Valerie Chase (OCLC): on what would be my left.
Valerie Chase (OCLC): is a role, a staff role or an admin role where you can say I have the full mark record. I have a full list of pulldown menus features
Valerie Chase (OCLC): edit features save features, export features
Valerie Chase (OCLC): on the right is sort of an extreme example, where it is a text view
Valerie Chase (OCLC): with a switch to mark view and also some functions but very few. It's a limited. This type of role can be very good for students or for volunteer workers. If you have those at your library.
Valerie Chase (OCLC): And again, the full role
Valerie Chase (OCLC): can work with fix fields, leader fields. It can add tags, delete tags, the
Valerie Chase (OCLC): there are roles where they can just do minimal work specific to like notes and copies.
Valerie Chase (OCLC): Also record manager preferences. So there are so many preferences that in the demo what I don't have the time to do is I would love to open everyone up and talk about it. But we don't have the ability to do that. So at a high level here, I just wanna note that
Valerie Chase (OCLC): you do as a record manager user, have many preferences that can be set. And they're related to exporting authority records, exporting bib records the basic search, advanced search and how you work with records.
Valerie Chase (OCLC): and you will see on the menu once we're in there that you have just user preference that you can go and do these settings. So I invite you to explore those if once you're in and testing with the record manager.
Valerie Chase (OCLC): A few examples of a record manager preference is
Valerie Chase (OCLC): one of the first things we'll do when we go in live is some basic searching. And when I do that basic searching, you're gonna see on my menu that keyword is first, that is because, in the other view, that's how I have my preferences set, and you can see the check box and the little arrows check box is, you know, ever do that search. You don't want to see it. The little arrows help you move that up and expand it.
Valerie Chase (OCLC): And then I've circled the default sorting method here. So my default sort is relevance. That's the way that I prefer to search. If you prefer date, order, or title, order, author many other sorts, and that's under your control.
Valerie Chase (OCLC): When I, when we talk about export lists and we do exports today, everything that I export is going to be exported. You will see Mark 21 with Utf 8 again. That's because that's my preference.
Valerie Chase (OCLC): If you're doing work in a different way. You can see here that there are multiple formats that are available with record manager list should look familiar because it's the you have the the ability to do these formats in
Valerie Chase (OCLC): connection, I think Mods is the only one that's unique to record manager
Valerie Chase (OCLC): on this tab also. And it we probably I know we're not going to get to it in this demo. But I want to note that under export preferences, this Tcp IP, and that is the ability to export directly into your not
Valerie Chase (OCLC): I looked, and you have documentation for it. Very good documentation on how to set that up and how to do that. It uses IP ranges, ports, and different things, but that seems to be very well documented on specifically for suny.
Valerie Chase (OCLC): And again. what you will see sometimes I noted that there are multiple formats for exporting. You have the ability in those export lists to share or not share.
Valerie Chase (OCLC): So the yes, is. It's my list. I'm not sharing this list in the the no means it's shared sort of a little counterintuitive there, and you can see that they're different formats. So you may see that.
Valerie Chase (OCLC): And then this final Powerpoint slide is just noting that there is labels, not enough time to really get into detail about the labels today. But if anybody is using labels, I did want to know that it is
Valerie Chase (OCLC): it's available. It's I think I find it very intuitive and easy to use where you're controlling what you want to display the order, the fonts, the the direction of the font. So if you're a label user, I'm happy to help you later or go in and explore the documentation that is for the labels.
Valerie Chase (OCLC): Okay, so record manager.
Valerie Chase (OCLC): let's go ahead and move to
Valerie Chase (OCLC): My live. So I'm gonna escape here.
Valerie Chase (OCLC): Go here. And I've already logged in. I mean, it's it's a a a simple URL and when you log in you're probably gonna come to something that looks like this, many of you, if you were in that 2 hats may also see in a library loan. If you, if you're working with the wheelchair in a library alone. Some of you may not see that. So that's gonna vary depending on your login
Valerie Chase (OCLC): when you log in. And it looks like this. There's a slight arrow over here that expands out the metadata menu. If once you've expanded that out.
Valerie Chase (OCLC): the next time you log in you'll see that menu. It sort of has a memory of where you left off.
Valerie Chase (OCLC): So the metadata menu now shows me record manager. Some of you may see collection manager again. Now this is role-based. So if you have access to collection manager will see them both.
Valerie Chase (OCLC): So for record manager, I'm just going to expand it out. And so now.
Valerie Chase (OCLC): just as in connection connection, browser, we have lots of search options. So the search options are the same. They just put just in different places. So if we take a tour here, we have by default. We're gonna search bib records. We also have that ability to search authority records our local bibliographic data. If you're doing that. Local holdings records. If you have local holdings, records.
Valerie Chase (OCLC): and then within the bibliographic records, we have some scopes, all of worldcat which is the default. You can do a browse, I think. Sometimes call number searches, or author depending on what it is you don't ha! That you're trying to find for me, at least, sometimes I just wanna browse. The the keyword in the fascinating is nice, but every once in a while a girl needs to browse.
Valerie Chase (OCLC): and then you have the ability to search just your library holdings if you're doing
Valerie Chase (OCLC): local holdings. And of course the saved in progress file now that saved in progress. File is the same shared file that connection uses there, or so that if you, when you make that switch you don't have to worry about
Valerie Chase (OCLC): that your records will be lost because the file is the same, and also allow somebody if the preferences record manager and maybe I'm just picking the records, but I don't do the subject editing, or or some other aspect. Then I can save that to a file, and then somebody else can go and and search and pick it up, and do whatever they need to do with it.
Valerie Chase (OCLC): so that works the same as it does in your connection, connection, browser as it does in record manager.
Valerie Chase (OCLC): The next option are this, this is a simple list that I showed you when I was talking about preferences. So the important thing here is this is a fairly short list.
Valerie Chase (OCLC): They they have an advanced tab. So for the browser users who are making the switch. It's
Valerie Chase (OCLC): on your in your browser you have. You have search tabs in advanced search tabs, and they sort of move across the top of your browser screen. Here you have your default search, and then you have advanced. So all those features that you're used to. If you are an advanced user, if you.
Valerie Chase (OCLC): that option to limit to Dlc, only, for example, you will find that here it's a little like a checkbox in the connection, browser that ability to limit to language language of cataloging limit by years, and all the other things that we do if you wanna pre limit are here.
Valerie Chase (OCLC): The indexes are listed in the same way, and the, as you can see, the index labels are displayed, so that if you
Valerie Chase (OCLC): do neither, the simple search or the advanced search. And if you're actually one of those folks who just prefers the command line searching, it's all available here. You can do command line searching in the same way that you do command line search now in the record manager.
Valerie Chase (OCLC): So before I do a search, I'm just going to cover the whole screen here completely. I'm going to move across the top.
Valerie Chase (OCLC): There is links to help links to contact support links to community center that I mentioned.
Valerie Chase (OCLC): And here you can change the language if you want to change the language, and that's the language of the interface or change your password, or just log out. So those are over there.
Valerie Chase (OCLC): Admin is where somebody who is going to be setting up the Admin tools and analytics are where you would go to get your record manager statistics
Valerie Chase (OCLC): down here. We're going to be talking about create records today. I already mentioned export lists. This is where they get defined where you set them up.
Valerie Chase (OCLC): Toolbox is where you set up your strings, your constant data. And I say, set up, and what I that is if you want to set up something new. But just as the saved list of shared the
Valerie Chase (OCLC): constant data and strings are shared. So if you're using connection, browser connection with that constant data or strings. Then, once you have record manager.
Valerie Chase (OCLC): anything you're using will be available to you, plus the ability to add new ones. And again, here's the user preference and the my labels.
Valerie Chase (OCLC): So let's go ahead. And and what II plan to do today primarily is I have some
Valerie Chase (OCLC): Isbn's on some books just like I have, book in hand, copy cataloging, and I'm ready to find the best record. So I'm going to go ahead and and notice I scanned that in keyword. I didn't switch to Isbn, II and it worked. Okay.
Valerie Chase (OCLC): better. Option is to do that, Isbn. just to make sure.
Valerie Chase (OCLC): And so now we have our results set. So for those of you. Many of you might have watched that 10 min intro. Some of you have seen record manager. So this may be new, or it just may be a reinforcement of information that you already have, but once you've done the search. In record manager. And again, this is my preference. So this is my
Valerie Chase (OCLC): how I prefer to see the information of a results set delivered to me. We'll talk about another option in a minute. So what I can see now is
Valerie Chase (OCLC): several things this little green check
Valerie Chase (OCLC): says it's already held by my library, so I know that my library already has at least a copy of it. Depending on this book I have is like the ninth edition, so that may not be the the one I have in hand. So I just need to figure out if that is truly
Valerie Chase (OCLC): the one that I want, but I can see that it's there, and also how many other libraries have it. So this is again information that is available to you now, just not. This is a little more open, not as much hidden in the menus, so that I can, if I was interested to see who those libraries were.
Valerie Chase (OCLC): The other information. That's important when we're deciding
Valerie Chase (OCLC): best record. So I have material type. So I can see immediately. This is an ebook. This is a print book.
Valerie Chase (OCLC): I can change my sorts library count highest. Sometimes I do that because that I'm just going by the assumption that the most people have. It's probably the better record. I can see the source it's full level cataloging. I have the Oclc. Number. This is ninth edition. That's what I have in hand.
Valerie Chase (OCLC): Some of the information like call number is in the record itself, which we're gonna look at. But there's also the little I hover over. So the I hover over gives you that
Valerie Chase (OCLC): that little bit more. So sometimes I can do a quick look and see. Oh, you know what is the call number assigned to grab that information just, and then move my mouse and and it's gone.
Valerie Chase (OCLC): So that's sort of a visual. I can look and make decisions. If you don't mind scrolling, you have that ability to scroll. But if you really want to focus in, I have item in hand. So there are things that I know.
Valerie Chase (OCLC): So the first thing I know this this book is in English. The second thing I know that I have a print book. and the last thing I know is, I have 2014, so I can
Valerie Chase (OCLC): fast it down fairly quickly.
Valerie Chase (OCLC): These are all things that I could have done advanced search ahead of time, but I also can quickly do them with a facet, and it narrows it down right away for me so that I know that
Valerie Chase (OCLC): which one I want to set my holding on.
Valerie Chase (OCLC): Okay. So I'm gonna leave that aside for now. So that's one of the fan. Great things that I like about record. Manager, is it? My original search is here.
Valerie Chase (OCLC): The search that I've narrowed down is here. If I do another search.
Valerie Chase (OCLC): I can get back to this when we're ready to set our holding. I can leave it there. So this is very helpful. If you're doing comparison searches. Maybe you're working with monographic series. You want to
Valerie Chase (OCLC): quickly see a lot of information. At the same time you can do those skirt searches and work your way through them.
Valerie Chase (OCLC): So I am going to go ahead and do another search.
Valerie Chase (OCLC): And this time I want to look at that same information. But
Valerie Chase (OCLC): I prefer that sort of I call it the linear view that you get with connection or connection Browser.
Valerie Chase (OCLC): So if the book jacket is not relevant to you if the information in sort of the descriptive format is not what you prefer. If you want to see your information straight across, do some comparisons have the ability to sort, then this may be the view that you prefer. Now it is a toggle, so I can move back and forth. I can decide whether or not I want facets.
Valerie Chase (OCLC): But now I do have the ability to do some sorting. I can see very quickly, you know. Here's my Dlc. Pcc. Record.
Valerie Chase (OCLC): I can see it's a print book, and that's what I have. I already have the ebook, but the print book is here so I can make my decision fairly quickly. I don't need the facets.
Valerie Chase (OCLC): I am going to ha! Go ahead now and set my holdings.
Valerie Chase (OCLC): so there is an action dropdown over here. And one of my options is edit video, graphic record we have derive. We'll talk about that when we talk about creating records. So I can edit that way, but I also can always just click on the title.
Valerie Chase (OCLC): And so now we are in the record.
Valerie Chase (OCLC): and I'm going to collapse this just for a second. So when you are in the record you have, there are 4 things that you can look at.
Valerie Chase (OCLC): So local Biv data is just if you typically, you can add something to the mark for export like you don't save the record, but you want to get it an export, or if you want to add it, if it's a 590, and you prefer to add it as a local bib.
Valerie Chase (OCLC): That just means that we will save it for you. It will. You're the only one that can see it. Nobody else can see it, because it's in that local bib data.
Valerie Chase (OCLC): And then your local holdings. So if you are doing local holdings, records. And this doesn't happen to have any, then. Those are available here. I have some holdings examples. I hope I have time to get to them, but I have a lot to cover. So and the other thing that you see that
Valerie Chase (OCLC): can be very helpful, because, remember, I did an Isbn search. So you have other records linked. So this gives me in some cases.
Valerie Chase (OCLC): it's a different, Isbn, or it's a different language. So there are other records related that don't have the same Isbn in them. So when you're doing, you know, sort of known item searching. Not so relevant. But we're not always doing known item searching. Sometimes we're trying to figure out series or other things. And in those cases it's very helpful to have those other additions or other. It can be additions, but those other linked records.
Valerie Chase (OCLC): So now to the bibliographic record.
Valerie Chase (OCLC): So for now we're not gonna worry about editing. We're going to. I'm gonna say, this is a Dlc record. I don't have any changes to make to it. I just want to set my holdings and move on.
Valerie Chase (OCLC): So one of the options that's available is this set holding in export that lets me go ahead and do that. So when I click my set holdings in export, it sets my holdings.
Valerie Chase (OCLC): and then it's going to present me with lists. and these are the lists that we have shared list and not shared lists. They can be in different formats. So I'm going to add it to my list.
Valerie Chase (OCLC): So now I have that in that export list
Valerie Chase (OCLC): so that one is done. Remember the search that we did. when we narrowed it down to these 2 items. So let's go ahead and set our holdings there. I've decided that this is the one
Valerie Chase (OCLC): that I'm going to set holdings on. I'm just gonna do it a little bit different. So in this case I can set my holdings.
Valerie Chase (OCLC): it may be, and this this might possibly be because of the network zone. This may be
Valerie Chase (OCLC): something that you would do, because
Valerie Chase (OCLC): it may be that some you already have the record or there's a policy about getting the records. But you just want to set your holdings. So you can do them as 2 separate steps. It could be a different workflow.
Valerie Chase (OCLC): You can do them both together or in this case. What I did is I set my holdings, but now I want the record, and so now I can go down to this send to option, and I have the ability to
Valerie Chase (OCLC): export to a list. Also, I mentioned label printing. I can do that. And here's also the local Tcp IP, so if you're going to do that, push directly into your Ils, then you can do that.
Valerie Chase (OCLC): so I will just export this one, and I will pick the same list.
I'm showing you this list option, but you also.
Valerie Chase (OCLC): you can set a default so that it goes to a default list.
Valerie Chase (OCLC): So now I have a a couple of records that are in in my export list.
Valerie Chase (OCLC): So before I do another search, I'm gonna go ahead and take the time to go there. And so, as you build this export list, and I've been Billy, so I have
Valerie Chase (OCLC): 6 records in this list. It hasn't been exported yet.
Valerie Chase (OCLC): if I'm ready to.
Valerie Chase (OCLC): I'm not gonna do just this list
Valerie Chase (OCLC): then. Now I have the ability to go ahead and just export
Valerie Chase (OCLC): all 6 of them.
Valerie Chase (OCLC): whether I send it to my computer as a file or send it to Tcp, IP, I also can see the titles in the list first, because it could be I made a mistake, didn't want a certain record, and I can go ahead and
Valerie Chase (OCLC): delete that one that I selected out or delete if I select more than one. so I can manage my list before I export it.
Valerie Chase (OCLC): So that is the export list option.
Valerie Chase (OCLC): So let's go back to
Valerie Chase (OCLC): some of our searches and talk a little bit about
Valerie Chase (OCLC): editing and and
Valerie Chase (OCLC): options that we have for editing a record.
Valerie Chase (OCLC): Do one that do to do 2.
Valerie Chase (OCLC): So once you're in a record
Valerie Chase (OCLC): and you're all catalogers. So this isn't about the the cataloging rules. This is, I'm just going to try to point out a few different things
Valerie Chase (OCLC): if you needed to do anything with the leader fields or any of the fixed fields, then this this little sideways carrot expands out. And then if this controlled vocabulary that's available to select.
Valerie Chase (OCLC): if there isn't, if it's a pretext field, then you just key in what you need to key in
Valerie Chase (OCLC): collapse it back up. I can look at the again
Valerie Chase (OCLC): controlled vocabulary available or open text fields, depending on
Valerie Chase (OCLC): what it is that you're doing with the record. So you have the ability to do that.
Valerie Chase (OCLC): Then, when you're working with the fields. so the common things we do is, we might add a tag. possibly remove a tag, and that is the
Valerie Chase (OCLC): the green adder. Row the minus. Add a row
Valerie Chase (OCLC): where you can insert those tags in.
Valerie Chase (OCLC): and you can do that by then. I'll just go ahead. you know, simply
Valerie Chase (OCLC): keying the tag that you want and adding it in. But you also have the ability to insert those field strings.
Valerie Chase (OCLC): So if I insert a field string, it wants me to to search, and so I have.
Valerie Chase (OCLC): Go ahead and do that one.
Valerie Chase (OCLC): And so it is. Taking that 541 inserted it in here.
Valerie Chase (OCLC): There is a
Valerie Chase (OCLC): a reformat that will reformat that appropriately and put the 5 41 where it needs to be.
Valerie Chase (OCLC): If I was to save the record, which I'm not gonna do, then it would also reformat when it saved. But you can do the reform that while you're working in a record.
Valerie Chase (OCLC): so adding a field, whether you're you're adding it just as you do, or if you're using your strings or using constant data, is is pretty straightforward.
Valerie Chase (OCLC): The little trail that I had over here, you know, it's building what we've been doing it. The other thing that it does for me is this.
Valerie Chase (OCLC): I have these different mark edits open this particular one that I just added that tag to inserting the string is now orange, because it's letting me know. Oh, you've made a change, but you haven't saved it, and for me. I
Valerie Chase (OCLC): prefer to just go ahead and close that. So I don't invertently, you know, save something in these demo environments. Whenever we do things. That record manager is going to give us a notification, and in this case it
Valerie Chase (OCLC): told me that it set oh, worldcat holding.
Valerie Chase (OCLC): and added this, although I didn't save the record.
Valerie Chase (OCLC): Which one am I in? I'm just going to close all these edits.
Valerie Chase (OCLC): Okay.
Valerie Chase (OCLC): make sure I didn't didn't save it with the wrong one. I typically after these Demos go back and scan all my records that I use just to make sure as well.
Valerie Chase (OCLC): But we still have these other searches, so you can keep the searches you want in that trail.
Valerie Chase (OCLC): So I want to show you another feature. Now that's associated with editing that's unique to
Valerie Chase (OCLC): record manager.
Valerie Chase (OCLC): Let me look really quick at me.
Valerie Chase (OCLC): Okay.
Valerie Chase (OCLC): so in this case.
Valerie Chase (OCLC): I want to get to these.
Valerie Chase (OCLC): O,
Valerie Chase (OCLC): so that was just to get it narrowed down. So in the case of if you have 2 records, and you're not sure there is a feature that allows you to compare those records.
Valerie Chase (OCLC): So what I'm going to do is copy this
Valerie Chase (OCLC): Oclc number and open
Valerie Chase (OCLC): this record. So if I if I'm not sure between those 2 records, and I don't want to sort of
Valerie Chase (OCLC): bounce back and forth. Notice that, peer. There's an arrow so that you can move through. There were 4 in my search result, and I can move through those and look and go back and forth. But I also have the option here to do a compare.
Valerie Chase (OCLC): You can just do, compare and then go ahead and find another record. But I knew what I wanted to do. So I'm just gonna
Valerie Chase (OCLC): put in that specific O Chelsea number that I want to compare.
Valerie Chase (OCLC): And so what it gives you when you're when you
Valerie Chase (OCLC): trying to decide, you know, is this a duplicate? What is this record? What is the best record, then, that now I can go down through this record.
Valerie Chase (OCLC): and the differences are gonna be highlighted. So some subtle difference in the looks like one has an O 8, 0 8, 2.
Valerie Chase (OCLC): This one has the 3 Xx tags for Rda. This one doesn't.
Valerie Chase (OCLC): and some other differences. So the the point of this exercise is not to examine the cataloging so much as to show you that you can do this compare.
Valerie Chase (OCLC): So I'm gonna leave that there. And if I go back to my search, and I decided that I actually wanted
Valerie Chase (OCLC): to add
Valerie Chase (OCLC): to take some tags from one record and put them in the other, like they truly are not duplicates. But there's some good information. you do have the ability, and this could be like subject headings from
Valerie Chase (OCLC): one record that
Valerie Chase (OCLC): were the subject headings you wanted in another, they could be all kinds of examples. But what you have. The ability to do
Valerie Chase (OCLC): is if I select these 3, I can just and I
Valerie Chase (OCLC): copy the fields. So now I've copied those fields. I can go back
Valerie Chase (OCLC): to this record
Valerie Chase (OCLC): and put those fields, and so I can move. Copy my tags. That was that was the point of that.
Valerie Chase (OCLC): So we have. You know, you're already used to using constant data and save strings. You can copy tags. So it's just really a matter of not having to key things in
Valerie Chase (OCLC): is what I wanted to show you with that exercise
Valerie Chase (OCLC): where I mean 1 Si need to move.
Valerie Chase (OCLC): Okay, I needed to move the little zoom icon, so I could see my clock, so I try to keep myself on track with time.
Valerie Chase (OCLC): So I'm going to move down through the options here and
Valerie Chase (OCLC): talk about create records.
Valerie Chase (OCLC): in this couple of different ways. one of them is just to do create a record. So when you create a record.
Valerie Chase (OCLC): Are you gonna do mark 21. You can do it in text view. Is it Aaca to or Rda? In what is the material type that you want to use. And when you create that record, do you want to create that record with
Valerie Chase (OCLC): constant data?
Valerie Chase (OCLC): And it will. It will put the constant data in the record and what it does. If I select that is just. it's going to create the record. And it's gonna
Valerie Chase (OCLC): put my constant data in there
Valerie Chase (OCLC): in the format. So that's one way to do it. I'm
Valerie Chase (OCLC): my preferred way
Valerie Chase (OCLC): is to not do the constant data. I'm just going to go ahead and do create records so that I get my blank template.
Valerie Chase (OCLC): And then you have the ability to apply and preview constant data.
Valerie Chase (OCLC): And again, this is just a choice. But when I do the apply and preview.
Valerie Chase (OCLC): II can kind of see. Given me a memory tick sometimes about what the constant data is where it fits and also depending how you're building your
Valerie Chase (OCLC): the the constant data templates. There are rules associated with that constant data. Some of the basic rules are. If it's a non repeatable tag, then the
Valerie Chase (OCLC): and it's in both.
Valerie Chase (OCLC): then it's gonna just overlay that
Valerie Chase (OCLC): if it is a repeatable tag. It's gonna add that in addition to
Valerie Chase (OCLC): so if I switch from that, I have 2, I have this one
Valerie Chase (OCLC): And the reason I have this one is, it doesn't have the additional information. It just has the fields that I know I'm gonna insert, and that's all a choice. And I don't wanna spend a whole lot of time on it, because people build those constant data differently, and you probably already have them built. The additional feature here is the this ability to sort of see ahead of time what's going to happen when I go up here? And I say, apply constant data.
Valerie Chase (OCLC): Then II. So I have a I know exactly what's gonna happen. In the record that I'm then building out. And at this point everything else that you do is you?
Valerie Chase (OCLC): Whatever you you're doing, the original record. You have the item in hand, and you you follow the rules of cataloging. Taking advantage as much as you can for any of the shortcuts that we have.
Valerie Chase (OCLC): for
Valerie Chase (OCLC): whether it's changing material type on a derived record,
Valerie Chase (OCLC): whether it is inserting that constant data or those text strings.
Valerie Chase (OCLC): it's available for you to do that.
Valerie Chase (OCLC): So if we go back to one of these searches and it doesn't. So I'm gonna grab this record
Valerie Chase (OCLC): oops
Valerie Chase (OCLC): actually back to my search. I don't need to do. I just know that I want to derive. I'm just gonna go ahead and say, derive this record.
Valerie Chase (OCLC): and it will derive the record. So that was a print record.
Valerie Chase (OCLC): I do have the ability to then go in when I derive a record and change the material type so that it will do that for me. It says material type has been changed.
Valerie Chase (OCLC): and as you know, so what that's done really is just changed. I can go here, and I can validate that. It's changed the material type.
Valerie Chase (OCLC): When you do do that in record, manager, whether it's creating record whether it's
Valerie Chase (OCLC): doing this deride field, or rather, you're editing within an existing record. If you do something wrong. It's going to highlight it in Brand. So this wants me
Valerie Chase (OCLC): to follow a set of rules because I've changed the material type. So encoding level, I have to have an option for encoding level.
Valerie Chase (OCLC): Also in the ape. I'm gonna have
Valerie Chase (OCLC): some options that I need to check
Valerie Chase (OCLC): now, have I not done those. Let's say I had not done those. I just thought everything was great, and I go up here to validate.
Valerie Chase (OCLC): I'm gonna get. Those are highlighted in red. So I am going to get the prompt to fix those
Valerie Chase (OCLC): and it's giving me specific. It's an invalid encoding level
Valerie Chase (OCLC): invalid code type. So now I can go in and change those. So it there is some help and some guidance there. So when you are doing and this same thing not only applies to these fixed fields that I'm exampleing here.
Valerie Chase (OCLC): But if you
Valerie Chase (OCLC): added like, if I you know, if you put in a
Valerie Chase (OCLC): a subfield that doesn't exist. If you wanted to add, like a subfield queue or something to a field, that it doesn't exist, then it's going to tell you that it's wrong. If you happen to put in an invalid indicator, then it's going to let you know when you validate that record.
Valerie Chase (OCLC): So it's got some great features to catch those type of things when you're whether you're creating from scratch or you're deriving and changing material type.
Valerie Chase (OCLC): So let me
Valerie Chase (OCLC): close some of these.
Valerie Chase (OCLC): And the other option actually is, you can go up here anytime and just say close everything.
Valerie Chase (OCLC): and that will clear if you if it gets. If you're doing a lot of work, and you want to just clear the deck. You can do that as well.
Valerie Chase (OCLC): So I want to leave time for question and answer. But there are a couple of other things that I do want to talk about, that, I think, are important. I'm looking at my so
Valerie Chase (OCLC): one of the options that we didn't really cover. I sort of skipped it when I went down through. This is this record work list. A record work list has a pretty
Valerie Chase (OCLC): that was from before. a pretty simple concept associated with it. It is
Valerie Chase (OCLC): This is coming from a
Valerie Chase (OCLC): of course. I ran through my script earlier, and it it it did what it's supposed to do. So you're sort of seeing it ahead of time is you can manually enter up to, you know 10,000 records, and
Valerie Chase (OCLC): what I thought I would do for an example is I have on my
Valerie Chase (OCLC): So I have sort of anonymized this. Some of you may be familiar with this. It's a report that you run. It's actually an inter library loan. It's called reasons for no report. And one of the reasons that they get a no is not owned.
Valerie Chase (OCLC): So essentially, it's saying that the
Valerie Chase (OCLC): you don't have that record in your Ils anymore. People are asking for it. So you can so I can grab these Oclc numbers and I can copy them because I'm gonna trust I've done my due diligence, and I know I really don't have them anymore, right first, before I do this, but I can grab those numbers. I've done my due diligence.
Valerie Chase (OCLC): and I can go here, and I can paste them in, and once I've done that I can go up here and go ahead and say delete holdings and that.
Valerie Chase (OCLC): and I don't have holdings on any of those. I get a little warning. And thus that's why it told me that
Valerie Chase (OCLC): that I could. It couldn't do it. And it gives me a detail cause. Sometimes you get mixed and you can go down here and it will say, you know, no holding present. Or maybe you pick delete. And there was a Lbd. Or local holdings record, and you didn't specify what the rule was.
Valerie Chase (OCLC): and that works the same for set holdings. So if you have a group of records that you want to set holdings on, then you can do that as well with the work list.
Valerie Chase (OCLC): So
Valerie Chase (OCLC): there was one a couple of other things I wanted to talk about. I don't have holdings set up in this database. I mean, I know this is about bibliographic, but I wanted to. Just mention a couple of things. So I am actually
Valerie Chase (OCLC): If you use the
Valerie Chase (OCLC): private like a private tab you can have. I have 2 record managers running
Valerie Chase (OCLC): and this has a little bit different setup. It has holdings records in it, and it also has a group setup
Valerie Chase (OCLC): may find my right correct
Valerie Chase (OCLC): search. Maybe it's this one. Okay? And what I wanted a couple of things I wanted to point out here.
Valerie Chase (OCLC): this group holdings tab is you didn't see that in the database that I was using, it's a unique setup.
Valerie Chase (OCLC): And what it allows
Valerie Chase (OCLC): groups like yours to do is define a group, whether it's all of the suny libraries or a small subset the advantage there for you when you're searching record manager depending on
Valerie Chase (OCLC): collection development policies. If you have those is that you can do a search and know if somebody else in your defined group already has that record.
Valerie Chase (OCLC): So the green check means you have it. Your symbol has holdings associated with it.
Valerie Chase (OCLC): And that's just holdings of any kind and not necessarily local holdings, records the group. We'll let you know that somebody else in the group has it, and then you can actually click through and see
Valerie Chase (OCLC): who has it.
Valerie Chase (OCLC): So when you look at other libraries
Valerie Chase (OCLC): right now, any of you today, if you do that and you're in record manager. You are going to see all worldcat holdings.
Valerie Chase (OCLC): You are. Gonna see holdings in your region, and you are, gonna see holdings in your state. But unless you build the group, you won't see holdings in your group, but that is definitely something
Valerie Chase (OCLC): that if you're interested in you can have that fourth tab and be notified that someone else in the group has that record already.
Valerie Chase (OCLC): And then I just wanted to show you what it looked like. If you did have a local holdings.
Valerie Chase (OCLC): record.
Valerie Chase (OCLC): Are these the ones
Valerie Chase (OCLC): pair the ones sorry about that. I had it all set up? So these are these are local holdings, so that when you're in that bib record
Valerie Chase (OCLC): there are local holdings attached. and we can look at what that looks like.
Valerie Chase (OCLC): So this one has several local holdings that not collapse. The the thing about holdings records is
Valerie Chase (OCLC): the 853,863, you know, volume enumeration, chronology. It's going to be unique to every journal.
Valerie Chase (OCLC): but the key here is, I just wanted you to see that you can do local holdings if you're doing a shared print management, you probably do have local holdings local holdings, information? That information is available. You can search it. You can search through the local holdings records. It's attached to the bibliographic records. You can edit those local holdings with the Mark holdings format. But you also have the ability to
Valerie Chase (OCLC): edit those records with a a text view.
Valerie Chase (OCLC): And
Valerie Chase (OCLC): it's just a different. different way to edit.
Valerie Chase (OCLC): So and then you can change the display back.
Valerie Chase (OCLC): But I didn't want to not cover local holdings records. So I did that in this database, and I also thought that the group display was important.
Valerie Chase (OCLC): So I'm going to go back here.
Valerie Chase (OCLC): and even though this lots more I can show you, I promise to leave time for question and answer, so maybe some things will come up in that question and answer.
Marcy Strong: Thanks, Valerie.
Marcy Strong: We did have a question about you sharing your slides. Are you willing to? Yeah. So I
Valerie Chase (OCLC): I saved them as Pdf, and also what I did do is, I added, there are several slides at the end that are screen captures of the searches. So just to have a visual
Valerie Chase (OCLC): of some of the things that not everything that I reviewed. But yeah, yeah, so that's my plan. I usually just save it as a Pdf and send it as well as
Valerie Chase (OCLC): I had. So there were many links that I talked about today that I will send. So, for example. talk to there's lots more record manager training that's available.
Valerie Chase (OCLC): The comparison chart that I mentioned the roles that I mentioned Community Center release notes. And so there's
Valerie Chase (OCLC): authority records.
Valerie Chase (OCLC): Oh, in my Zoom Meeting. So there are some things I will share. Yes.
Marcy Strong: we had a question about CAD express libraries, and if the is the subscription, this does it work the same in record managers. It does in connection and terms of the limited number of exports.
Valerie Chase (OCLC): Limited number. Well, so
Valerie Chase (OCLC): we are doing a CAD express session that help me, is it, my, is it?
Valerie Chase (OCLC): Well, that's small library, really small libraries? Okay? So the cat expressed by nature is limited to exports. So
Valerie Chase (OCLC): could we clarify? Is that the limit that we're talking about. I believe. So, yeah.
Valerie Chase (OCLC): so the subscription, like, it's the same, regardless of what tool you're using. Right? So that's the subscription, not the tool. Yeah.
Susan Perry: Valerie, we had a request to re show a feature
Susan Perry: Lauren said. Can you show the pathway to compare 2 records again, please.
Valerie Chase (OCLC): Sure. And I actually hey, I had. I was right on that screen. So how did I do that?
Valerie Chase (OCLC): I
Valerie Chase (OCLC): I know ahead of time that I want to do compare. So I went ahead and grab this Oclc. Number. and I
Valerie Chase (OCLC): brought up my first record. and once I'm in that first record. I can go here and select that option to compare.
Valerie Chase (OCLC): It's going to present me. I have the ability to. I could have searched now to get a different record. But I knew the one I wanted.
Valerie Chase (OCLC): So I'm just gonna paste that in. And I'm gonna compare.
Valerie Chase (OCLC): Now, I will say I've had. I have had people ask if they could have more than 2. But the
Valerie Chase (OCLC): what I have been able to do is because I can leave this here and go back. If I actually wanted to compare 2 more.
Valerie Chase (OCLC): I can do another set, and then I could move. I would have
Valerie Chase (OCLC): this compare, and then I could move up to the other. Compare.
Valerie Chase (OCLC): Did that help to see it again?
Valerie Chase (OCLC): It's a very great feature. It is a popular feature. So I will say, yeah, the other thing that I usually get besides doing more than one is the ability to. And wouldn't it be cool to just drag and drop
Valerie Chase (OCLC): I like all the fields are lined up, too. You can look straight across.
Valerie Chase (OCLC): I use it a lot when I am trying to. If I see 2 records. And I'm like, why is this not a duplicate? Why didn't it get caught? And I'll kill in, and I just try to figure out before I send it along.
Valerie Chase (OCLC): then that's what I use it for. But I do like the feature.
Valerie Chase (OCLC): I'm not sure I'd want more than 2. I think the screen would get really busy at some point. But
Valerie Chase (OCLC): there's also, like I mentioned, that community center and the discussion group. The record manager has a pretty active discussion group where?
Valerie Chase (OCLC): the if they talk about things like this features that they would like, and
Valerie Chase (OCLC): they chime in on it.
Valerie Chase (OCLC): answer each other's questions. So if you're not active on that, it's
Valerie Chase (OCLC): I do it from here because I'm at it, knows who I am
Valerie Chase (OCLC): right. And then. So I just log in I think I'm already logged in. So it should probably just take me there. Yeah. And which login do you use?
Valerie Chase (OCLC): Which login do I use?
Susan Perry: Yeah, like, is it the
Valerie Chase (OCLC): it's my world share. So my access to in a library loan record manager, anything on that wheelchair platform.
Valerie Chase (OCLC): So would you. We're here on the wheelchair platform so it would not be your
Valerie Chase (OCLC): like connection. Login, for example.
Susan Perry: Gotcha gotcha. That's what I wanted to clarify, because for stance you still have to use your connection login right
Susan Perry: to get Oc stats dot oclc, dot.
Valerie Chase (OCLC): So the stats dot. O clc.is either connection or first search login. That's what I thought. I just wanted to clarify all those. Yeah. And you do have it says so under the analytics tab.
Valerie Chase (OCLC): There are record manager stats as well. So under reports.
Valerie Chase (OCLC): Metadata is you have some record manager stats so they they do not show up@statstooclc.org?
Susan Perry: Right? So yeah. And then, yeah, a combined thing which I can't wait for. And when you showed us the Inter Library Loan report of reasons for no, that would be something that if a record manager user didn't have Il rights, they would just have to go to someone in their department and say, Can you run me that report? So I can update the
Valerie Chase (OCLC): yeah. So workflow option. So it's always that combination of policies, workflows, and manager. But it is really cool to be able to do that. It's a practical way to show the
Susan Perry: Yup. Very good, very. That was very helpful. II didn't know about that before, and some campuses do have the same person doing cataloging, and I allow them. So
Susan Perry: that's great. That's great. Feel free to ask more questions. But since I'm here I'm going to point out that everybody has this.
Valerie Chase (OCLC): There are query collections where you can get a lot of data, and that's collection manager a different training. But
Valerie Chase (OCLC): if you've ever wanted your data in Excel spreadsheet, everybody's record manager takes their Oclc symbol
Valerie Chase (OCLC): takes the subject conspectus and breaks out numerically how many records you have, and you have the ability to drill down into those.
Valerie Chase (OCLC): And then what you have the ability to do is way down at the bottom. It says export title list, and it puts it in excel spreadsheet.
Valerie Chase (OCLC): because sometimes and you can do it by publication, date or by format. because every once in a while you, you know. a spreadsheet just works.
Valerie Chase (OCLC): So you do have the ability to to do that, to go in and drill in and get to that and do a spreadsheet. So I since we were there, I thought, oh, I mentioned it.
Valerie Chase (OCLC): yeah, it's I hope that
Valerie Chase (OCLC): this was enough to get you exploring going into,
Valerie Chase (OCLC): you know, going into like we didn't open the toolbox today to see where you can define your strings, define your constant data. Is there going into your
Valerie Chase (OCLC): user preferences and working through those tabs to see. What is it that you
Valerie Chase (OCLC): you can set up? And you know, cause there are lots of different options that are available.
Valerie Chase (OCLC): So
Marcy Strong: yeah, just reach out to us if you need help. You know, getting started. Lots of documentation. There's
Valerie Chase (OCLC): I've been working with the Sunni office to. so that we, you know, can get some questions answered some common questions we could potentially do. If there's a huge interest in local holding directors, for example, because that's an hour on its own.
Valerie Chase (OCLC): It really is. Then we could do another one of these in a few months, or whatever. So whatever you need.
Marcy Strong: Oh, sorry! Go ahead, Marcy.
Susan Perry: Did you see April's question?
Marcy Strong: Valerie April is wondering about keyboard shortcuts such as control D for adding a delimiter?
Valerie Chase (OCLC): There are keyboard shortcuts, and I do. I do. There's about 9 of them
Valerie Chase (OCLC): and the short, I can tell you. I can't tell you what the shortcuts are, because I'm not a shortcut user, but I can
Valerie Chase (OCLC): So when you're in a record, there are shortcuts for the send to's
Valerie Chase (OCLC): like, if there's a shortcut first sent to send to Tcp. I list and to export lists. There are some shortcuts for moving through records. It's a very, very brief list. I'll put it when I send the list of links, I will find that because they are documented. But they're not. It's not the function list that you have in the
Valerie Chase (OCLC): it is the probably most requested.
Valerie Chase (OCLC): that. And so the other thing we didn't really talk about is, there are some advanced options. These aren't macros, but these are common things that
Valerie Chase (OCLC): you can automate, so that if you always are going to add like, if you want to do, create an 8, 30 out of a 4, 90, or whatever you can have it automatically do that.
Valerie Chase (OCLC): So there are some advanced actions.
Valerie Chase (OCLC): not Macros, but kind of that same idea, one click to do everything. There are some shortcuts that is the probably the most request to requested things. Some of you may have participated in a survey that they did about Macros. That was sort of a two-tongue survey trying to speed up the
Valerie Chase (OCLC): connection, Macros, and at the same time get an idea of what's the most common thing that we could probably add for record, manager.
Marcy Strong: Alright, there's lots to learn about this. So thank you, Valerie, we're over time. Sorry about that. But no, there's lots to learn. And if there's other features about this that you guys would like to learn about, please reach out. Let us know, and we can get more of these kind of sessions set up, so I'll be sending files along to, and then you can distribute them for me. Okay, well, thank you. Everyone.