[Yulcat-l] FW: OCLC QC Tip of the Month January 2013 = A Look Back

Mon Jan 7 12:07:08 EST 2013

Some tips from OCLC.  For those who catalog directly on OCLC using RDA, there is a 3xx macro that might be worth trying out.

For linking records in either Orbis or OCLC [this occurs primarily when using RDA], note that $w is not required.  This occurs if the item exists but there is no record in OCLC or your catalog.

Steven Arakawa
Catalog Librarian for Training & Documentation
Catalog & Metadata Services, SML, Yale University
P.O. Box 208240 New Haven, CT 06520-8240
(203)432-8286 steven.arakawa at yale.edu

From: OnLine Audiovisual Catalogers electronic discussion list. [mailto:OLAC-L at OCLC.ORG] On Behalf Of Goodson,Luanne
Sent: Monday, January 07, 2013 10:15 AM
To: OLAC-L at OCLC.ORG
Subject: [OLAC-L] OCLC QC Tip of the Month January 2013 = A Look Back

 [Cross-posted to multiple lists-- please excuse/ignore duplication]

February 2013 marks the third anniversary of the OCLC QC Tip of the Month, so we thought it would be a good time to look back at past tips from those 3 years.  What follows are 3 past tips that are still current and applicable, and we hope you find them helpful.

Happy New Year,

AskQC at oclc.org<mailto:AskQC at oclc.org>

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This month’s tip is a compilation of useful items that have come from listservs, user queries, and various documentation.

Connexion Client 2.4 usage:

Validating a record before replacing helps to eliminate errors.  If you get a validation error that refers to a specific character you can then use Edit>MARC-8 Characters>Verify to find the offending character quickly.

Colors can be set for any number of items including the Bibliographic Window, Bibliographic Text, and Bibliographic Field. Just go to Tools>Options>Record Display. You can even set a special color for Invalid MARC-8 characters so they are more readily visible in large strings of data.

To input field 776 http://www.oclc.org/bibformats/en/7xx/776.shtm go to  Edit>Insert from Cited Record. Also, it is acceptable to use field 776 without subfield $w. The item referred to in field 776 only needs to exist, but there is not always a control number of a corresponding bibliographic record to cite in subfield $w. In the case where you are cataloging the print reproduction of a publication, it would also be okay to provide a field 776 link to the online version as in record #794229502.

When you derive records, you can set the fields that you use often (like 007, 034, 043, and 052 for maps cataloging) so that they will transfer to the new record. Just go to Tools>Options>Derive Record and select the fields to transfer.

Want help inputting RDA 336 (Content Type), 337 (Media Type) and 338 (Carrier Type) fields?  If so, there is a macro called Add33X in the OCLC macrobook that was issued with version 2.40 of the Connexion client.

Documentation changes of note:

Fixed Field coding of GPub Government Publication http://www.oclc.org/bibformats/en/fixedfield/gpub.shtm changed significantly. Now it is important to consider the “Status of the governmental entity. Choose a code based on the status of the jurisdiction at the time of publication, e.g., for Texas government publications, use code f for the period 1836-1845 and code s for the period 1845-“

Field 040 Cataloging Source http://www.oclc.org/bibformats/en/0xx/040.shtm Definition now includes this statement: “Historically in WorldCat the absence of subfield ‡b has indicated that English is the language of cataloging. OCLC now recommends always coding this element.”

Technical Bulletin 261 OCLC-MARC Format Update 2012  http://www.oclc.org/support/documentation/worldcat/tb/261/default.htm now has published guidelines from PCC on the use of field 264, so this field may now be used on bibliographic records in Connexion. Records with this field include: #794487536, #792796689, #792795546, #792794712, and #792795308

Remember, when in doubt check Connexion Help or Connexion documentation can be found as follows:

       Connexion client documentation: http://www.oclc.org/support/documentation/connexion/client/default.htm

       Connexion browser documentation: http://www.oclc.org/support/documentation/connexion/browser/default.htm

Print one of these Quick References.  They are meant to be used as hard copy and provide, among other things, selected default function key shortcuts and default toolbar button information:

       http://www.oclc.org/support/documentation/connexion/client/cataloging/catquickref/connexionclientquickref.pdf

       http://www.oclc.org/support/documentation/connexion/client/authorities/authquickref/clientauthoritiesquickreference.pdf

       http://www.oclc.org/support/documentation/connexion/browser/cataloging/cnx_br_cat_quick_ref/cnx_br_ref_card_05.pdf

Email addresses for contacting OCLC:

          bibchange at oclc.org<mailto:bibchange at oclc.org> = ask questions about bibliographic records, report bibliographic errors you cannot correct, report duplicate bibliographic records, cataloging issues in general, etc.

          authfile at oclc.org<mailto:authfile at oclc.org> = non-NACO libraries: report authority record errors or duplicates, etc. ; NACO libraries: questions about locked authority records, discrepancies between copies of the file, authorization number issues, etc.

          askqc at oclc.org<mailto:askqc at oclc.org> = cataloging policy, standards, and practices questions

          enhance at oclc.org<mailto:enhance at oclc.org> = all things Enhance (including authorization number issues, National Enhance, etc.)

          support at oclc.org<mailto:support at oclc.org> = Connexion functionality problems, issues with other products, cover art, anything not listed above

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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 http://www.oclc.org/support/documentation/connexion/client/cataloging/bibactions/bibactions.pdf under 3 Replace master bibliographic records and this page for Connexion browser http://www.oclc.org/support/documentation/connexion/browser/cataloging/actions_bib_records/actions_bib_records_pdf.pdf 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 (http://www.oclc.org/bibformats/en/quality/default.shtm#databaseenrichment).  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 (http://www.oclc.org/worldcat/catalog/quality/expert/default.htm.

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.

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New text added to Bibliographic Formats and Standards: Dates of first availability in history for some non-book formats

Bibliographic Formats and Standards (BFAS) Field 260 $c http://www.oclc.org/bibformats/en/2xx/260.shtm has been updated with dates of first availability for the following formats: COM (electronic resources), REC (sound recordings), and VIS (visual materials).

Items which have previously been published in a different physical format than the one they are now available in often lack a new date of publication.   AACR2 requires that catalogers make an educated guess as to the current date of publication when one cannot be determined.  Knowing when a physical format first became commercially available helps in making such a determination.

To help catalogers, the following  information has been added to the guidelines found under field 260 $c for each format:

COM guidelines for ‡c

These are the dates of first availability (publication) of some of the major computer file media. Dates earlier than these cannot be a proper date of publication for that computer file medium. Earlier dates may represent such bibliographic events as release date in a different computer file medium, etc.

3 1/2 inch floppy disk: 1982

5 1/2 inch floppy disk: 1976

8 inch floppy disk: 1971

CD-ROM: 1985

DVD-ROM: 1996

Electronic files remotely accessed via the World Wide Web: 1991

REC guidelines for ‡c

If the date of recording differs from the date of publication, enter the recording in coded form in field 033 and in textual form in field 518.

033      0          0          1961----

260                              [New York] : ‡b Music Guild, ‡c 1971.

518                              Recorded in 1961.

These are the dates of first availability (publication) of some of the major audio media. Dates earlier than these cannot be a proper date of publication for that audio medium. Earlier dates may represent such bibliographic events as date of sound capture, release date in a different audio medium, etc.

Audio cassette: 1965

Audio CD: 1982

DVD-Audio: 2000

LP: 1948

Playaway: 2005

Reel-to-reel tape: 1954

Streaming audio: 1999

VIS guidelines for ‡c

These are the dates of first availability (publication) of some of the major videorecording media. Dates earlier than these cannot be a proper date of publication for that videorecording medium. Earlier dates may represent such bibliographic events as release date in a different videorecording medium, etc.

Beta cassettes: 1975

Blu-ray disc: 2006

CAV (Constant Angular Velocity) standard play laser optical discs: 1978

CLV (Constant Linear Velocity) standard play laser optical discs: 1978

CED (Capacitance Electronic Disc) video discs: 1981

DVD-Video: 1996 (Japan); 1997 (USA)

Streaming video: 1999

U-matic/U-standard cassettes: 1971

VHS cassettes: 1976

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If you would like a complete list of all the QC Tips which are still current and applicable as of Jan. 1, 2013 just reply to this message.

Luanne Goodson
Consulting Database Specialist
WorldCat Quality & Partner Content Dept.<http://www.oclc.org/partnerships/material/contribution/default.htm>
OCLC
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