Consulting Database Specialist
OCLC Quality Control Section

Connexion Client Usage and Multiple Authorization Levels Within an Institution

Connexion client capabilities to support efficient workflows in institutions using multiple cataloging authorization levels.

Many libraries have staff that hold cataloging authorization numbers at various levels. These levels and their capabilities are discussed in detail in Connexion documentation and Bibliographic Formats and Standards (BFAS) Ch. 5.2. Such institutions might find establishing efficient and cost-effective workflows to be especially challenging. With this in mind, there are many aspects of Connexion client which are not as obvious but which can make all the difference. Here we discuss just a few.

First, much can be done with Connexion browser and we encourage you to view documentation here: http://www.oclc.org/support/documentation/connexion/browser/default.htm.

However, though some items discussed here may also be available in Connexion browser, for the sake of simplicity the following will refer only to Connexion client. Documentation can be found here: http://www.oclc.org/support/documentation/connexion/client/default.htm.
Everything mentioned is a part of Connexion client so nothing special need be done to access these capabilities.

Multiple authorization/password combinations can be saved in Connexion client so you can choose which to use, rather than having to key them each time. Go to Tools – Options – Authorizations, add up to 10 and give them whatever name works best for you
(see: 7 Create multiple user profiles for options and customizations).

Connexion client cataloging authorizations are free and we encourage all libraries, whenever possible, to allow each staff member to have a personal authorization number. Connexion client allows for a tremendous amount of customization specific to the authorization number in use. You can view your institution's authorization numbers through the OCLC Online Service Center (OSC) here:

https://www.oclc.org/webapp/wcs/stores/servlet/OSCPortal?storeId=10051.

Multiple sessions: Connexion client can be used in multiple sessions at one time on one computer. For example, one session could be open and the user logged on with a NACO level cataloging authorization and a second session open and the user logged on with an Enhance Regular authorization. Another way multiple sessions may be useful is for searching, one session could be strictly bibliographic, the other authorities. Or, if you need to review work in save files used by other staff, one session could be devoted to this while a second session is strictly for personal work.

Macros: Connexion client is automatically loaded with the OCLC Macro book which includes macros which assist with entering more complicated fields or pattern-type data:

* "Add&Edit 007" provides dropdown menu assistance for each subfield

* "AddSerialNotes" gives a listing of typical notes which follow a standard pattern - where more information is required or review needed a fill character is given as a reminder

* "Generate043" (formerly called Add043) creates field 043 based on data in 6xx fields in the same authority or bibliographic record

* Plus many more

Guided entry: (see: 4 Create or edit 006, 541, or 583 using guided entry). For example, if there are characteristics of an item which cannot be brought out by the Fixed Field, such as with accompanying material, go to Edit menu, Guided Entry, Insert 006 and choose the format you wish to describe. A window opens with a template to guide your choices, including hotlinks for each subfield which open BFAS for further information.
Insert from cited record: Build fields that cite related records (760-787)
(see under: 1 Edit bibliographic records: Build fields that cite related records (760-787)). Simply add one of the designated fields and the necessary indicators, paste the OCLC number of the record you wish to link to in subfield a, go to the Edit menu and choose Insert from cited record. The system automatically fills in required fields, you can then add the $i data. A common example of this is with 776 Additional Physical Form Entry. OCLC #339648 has a 776 pointing to the Electronic version, then OCLC #646915470 has a 776 pointing back to the Print version. Using this option eliminates potential typographical errors and spacing issues.

All these capabilities can be tied to either a special combination of keystrokes or to a User Tool (nos. 1-9). For example, NACO users who rely on the OCLC Macro "GenerateAuthorityRecord" might find it simpler to assign that macro to a User Tool (see: 5 Assign custom user tools).

Or users who work with Institution Records or anyone who frequently uses the Cataloging menu to pull down: 'Show' to choose from a list of items such as: 'My Institution Records' might find it simpler to assign those steps to particular keystrokes under Tools -- Keymaps(see: 3 Customize keystroke shortcuts).

If you would like help with workflow efficiency and OCLC Connexion please contact Support (under the Help menu, or via their website ). One of their links is specifically for tutorials and other training materials. You can also write to the OCLC-CAT email discussion list to receive input from your fellow users. Or contact Quality Control by whatever means best suit you: email, phone, Report Error (which is free text). We are here to help you make the most out of Connexion – a tool designed to help you make the most out of WorldCat.

Finally please visit the Good Practices for Great Outcomes website which includes the series of free member events called Good Practices for Great Outcomes: Cataloging Efficiencies that Make a Difference. These events bring library staff together to discuss and share good practices for achieving cataloging efficiencies by tapping the collective wisdom of a very informed group of OCLC members. These events provide a great opportunity for us all to learn, debate, and obtain practical tips to become more efficient. They explore many topics, such as what is "good enough" cataloging, the benefits of using OCLC WorldCat Cataloging Partners, streamlining workflows and the latest on RDA and WorldCat quality. Recordings are available of past events, plus a blog, and videos on You Tube.

If you have questions, please send email to: askqc@oclc.org

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Editing capabilities and master records in WorldCat

There are many different types of editing capabilities available to the average user of OCLC's Connexion cataloging service, most of which have been in place for decades. Connexion documentation explains in full the specifics of replacing master records, as well as the type of upgrades libraries can perform based on the cataloging level of their OCLC authorization number. Please see this page for Connexion client under 3 Replace master bibliographic records and this page for Connexion browser f under 1 ... Record actions summary.

Minimal-Level upgrade, Database Enrichment, and Enhance capabilities have been in place for many years. In the case of Database Enrichment, the system compares what you have done in terms of adding, editing, or deleting fields using the information that is contained in the chart in section 5.3 of Bibliographic Formats and Standards. If the changes match the chart, they are counted as a Database Enrichment replace. If they do not and the record falls into the categories that can be replaced under the Expert Community Program, the changes are counted as an Expert Community replace.

The Expert Community Program allows users with Full-Level cataloging authorizations and higher to make additions and changes to almost all fields in almost all records; no special (or additional) authorization is required. The overriding principle of the Expert Community is: "First, do no harm." Please use the same care in editing an existing master record as you would use in creating a new record. A second overriding principle is: "If in doubt, DON'T." For more information, including the Guidelines for Experts document and previously recorded web sessions go to the Expert Community page.

The most recent addition to editing capabilities was announced in August. In accordance with the decision by the Program for Cooperative Cataloging (PCC) Policy Committee in November 2010, OCLC has expanded the capabilities of OCLC participants with NACO authorizations. Individuals with NACO authorizations, along with those who have National Level CONSER and National Level Enhance authorizations, which already include NACO capabilities, are now able to edit and replace BIBCO records (non-serial records with 042 code “pcc”).

We hope your institution is using these capabilities to improve and upgrade WorldCat master records to a degree never before available.

If you would like to track your own institution’s statistics there is a general report available under OCLC Usage Statistics on the Browser site http://connexion.oclc.org/ or for more detailed information on the specific types of changes made (i.e. Database Enrichment, Minimal-level upgrade, etc.) there is the OCLC Product Code Detail Usage Report available via OCLC’s Product Services Web (http://psw.oclc.org).

Here are instructions for retrieving it:

• On the Product Services Web home page, click on “download records and reports”
• In the “Reports and Statistics” list, click on “OCLC Product Code Detail Usage Report” (about two-thirds of the way down the list)
• At the prompt to log on, enter the authorization and password that you use to access Connexion
• You can either view the report on your screen or download it as a text file
• Expert Community Experiment replaces are identified by Product Code ONT6390
  • Database Enrichment replaces by Product Code ONT2565
  • Minimal-level Upgrades by Product Code TOC3491
  • Enhance by Product Code ONT2571 and
  • National Enhance by Product Code ONT2570
• If a product code does not appear on your institution’s report then no applicable replaces were done for that category

Please send any questions or concerns to: askqc@oclc.org

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Free web sessions available

A number of OCLC cataloging-related webinars are recorded and freely available on the OCLC website.

A few of the more recent presentations include:

• Update on Controlling Headings in WorldCat and Connexion Changes Becky Dean, OCLC discusses changes to controlling functionality in WorldCat along with changes to Connexion that apply to users of both the Web-based Connexion browser interface and the Windows-based Connexion client interface. The changes covered include those that support automatic date expansion for personal names, reduce unexpected automatic subfield flips, and resolve known problems in controlling. Information about Connexion changes related to the OCLC-MARC Bibliographic, Authority and Holdings Formats Update 2011 and upcoming controlling efforts in WorldCat, is also provided. [WebEx recording, 45 minutes]
  
  
• OCLC CJK User Group Chinese Cataloging Webinar Charlene Chou of Columbia University leads a webinar on Chinese cataloging. [50 minutes]
  
  
• OCLC CJK User Group Japanese Cataloging Webinar Keiko Suzuki, Japanese Officer for the OCLC CJK Users Group and Japanese Catalog Librarian at Yale University, leads a webinar on how to identify and handle catalog records that originate in Japan. [52 minutes]
  
  
• Genre/Form Headings webinar
  Linda Gabel, OCLC, discusses changes to the way the Library of Congress genre terms are tagged in MARC records. The discussion also includes usage of other genre/form vocabularies in MARC records. May 12, 2011 Connexion Enhancements Learn about authority control improvements that will apply to Windows-based Connexion client and Web-based Connexion browser users.
  The enhancements to Connexion client version 2.30 are also discussed.
  [49 minutes]