Procedures for downloading records from OCLC
Department: Technical Services
DOWNLOADING RECORDS FROM OCLC FOR BOOKS
rev. 22 January 2015
1. Search World Cat <F2> in OCLC Connexion and select the best matching record. See searching guidelines for help in choosing the best matching record.
2. The 049 will be IVUG. If cataloging anything other than a general collection monograph, the 049 may need to be changed according to those procedures.
3. Review and edit record as per cataloging guidelines. Reformat after each edit to save your changes. Click on the R button on the toolbar, type <ctrl> R. A black pointer will appear next to the field you just edited.
4. When you have finished your cataloging edits, cut and paste title from OCLC into Sierra one last time to make sure you will not inappropriately overlay an existing Sierra record with the OCLC record. If you do intend to overlay on a Sierra record, copy (Ctl C) bib record number for pasting into 949 field. Make sure you close out the Sierra record!
5. In OCLC, position cursor at the end of the record and type <ctrl> u to bring up the constant data selection box. Type the code for the appropriate 949 constant data and apply it. Usually, the constant data code is the same as the Sierra location code for the location where the item will be housed. The most commonly used constant data for printed monographs are: cgen3, cgen4, cref, and cvu. We will sometimes make unique constant data for special projects that may include standardized notes or access points. Return to the bibliographic record. Your 949 field will be there.
6. Edit the 949 field. These 949 field instructions are unique to Sierra.
a. After .b= paste the Sierra bibliographic record number.
b. After ins= type your Sierra access initials.
c. After i= scan the barcode.
e. If you need to add additional item record information, type / after the barcode and enter the data. Common examples are:
/i2=2 for a paperback, /cop=2 for a second copy, /v=v.2 for a
second volume.
f. Type a semicolon a the end of the 949 field. All 949 fields must end in a semicolon or they won't work with Sierra.
g. For more detailed explanations and options, see the text at the end of this document.
7. Reformat record again using toolbar R or <ctrl>R and review it.
8. If you need to exit an edited record before downloading it, save it to the online save file. (Note you cannot save unedited records.)
a. Click on the X in the upper left corner. When the system asks which file to use, always select the online file. This allows another CLR cataloger to access the record to review or download it, if you are unable
to finish it.
b. Jot down the save file number.
c. To retrieve a record from the online save file, use the Cataloging / Search dropdown menu or <ctrl> F3. Type in the save file number. If you do not have the save file number, just click on OK on the blank dialog box. A list of all the records in the online save file will appear. Click on the one you want to edit.
9. Update holdings <F8>.
10. Export your edited OCLC record to Sierra <F5>. Wait for the OCLC downloading response and check it. Make sure the record overlayed as expected. If all is well, close the download response box to continue. If the record did not overlay or you have overlayed on the wrong record, you will have to clean up the mess in Sierra. If you overlayed on Law Library record, you will have to work with the Law Library staff to make
sure the new Sierra record includes their call number and local editing.
11. If you have any concerns about your editing, you may want to look at the record in Sierra, especially in public view. You can repaste the bibliographic record number back into Sierra to bring up the record, or the OCLC number. You can do any additional editing in Sierra. However, try to develop trust in your OCLC editing to avoid this step.
949 Field Examples
Overlay options:
• *recs=b;dflt=mobook;ins= __;b2=;ov=^; i=_______; (No overlay will happen; system will not look for duplicates)
• *recs=b;dflt=mobook;ins=__;b2=b;ov=o;i=______; (Overlays on OCLC number)
• *recs=b;dflt=mobook;ins=__;b2=;ov=.b_______;i=______; (Specifies bib record number to overlay. Most of our 949 constant data strings are like this.)
Added volume examples: Add /v=; after the barcode. Add as many i=/v= as you have volumes in the set. For example:
• *recs=b;dflt=moref;ins= __;b2=;ov=;i=_____/v=v.1;i=_____/v=v.2
Added copy example: Copy 1 is assumed when you download only item records. To add additional copies, do as described above using c instead of v. For example:
• *recs=b;dflt=mobook;ins=__;b2=;ov=;i=_____/cop=1;i=______/cop=2
rev. 6 June 2010, 22 January 2015 drr