Cataloging in Connexion
- Search book ISBNs in WorldCat.
- Review record.
- If only one record is retrieved, review it briefly. If it is acceptable, go to “Action” on the top menu, select “Save Record to Local File.” You can then close the record and return to searching.
- If more than one record is retrieved, scan brief information to eliminate those items with other formats (e.g. “Braille,” “Sound Recording,” etc.) Double click on the record you want to save and save to local file as above.
(Since labels come in sheets of 12, you may want to download 12 records at a time.)
- Open your local bibliographic file by clicking on the green B symbol:
If you want to open all records, simply click on “OK” at the bottom of the dialog box. If you have records that you just downloaded, you can search for "Workload status" as "in process" and only new or in-process records will appear.
- Catalog each item, amending the record in Connexion accordingly. The following local information must be added to each record:
- 092 field which contains the local Dewey call number. This should be checked against existing call numbers in the local Medaille College Library catalog to fine tune cutter numbers in subfield b.
- 949 field - If the record is overlaying another bib record, (e.g. a brief bib created in Acquisitions) you must create a 949 field containing *ov=.bxxxxxxxxx ; (this includes the semicolon) where .bxxxxxxxxx is the bib record number of the bib you are overlaying. This is found in the upper left hand corner of the bib in Millenium.
OVERSIZE BOOKS are 29.5 cm or larger
Authority Control/Controlling Headings
You must check to see if headings have authority records in Millenium. Check 1XX, 6XX and 7XX fields in Millenium by searching either the "author" or "subject" index as appropriate. If we already have the authority record in Millenium, there is nothing to do, just go on to the next heading. If there is no authority record in Millenium, you must access the authority record you wish to import, under "Action" select "save record to local file" and the record will automatically save to the local authority file. When you have all authority records you need for your working batch of records, then you can export both bib and authority records to Millenium at the same time.
All 1XX, 6XX and 7XX should be controlled. You must be online to control headings.
Go to “Edit” on the top menu and then “Control Headings” and select “All.” Some records might have to be controlled individually, especially those without qualifying dates.
Final Record Actions
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After cataloging is complete for the batch of records, open the local bibliographic file and select all the records you wish to process.
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To set for labels highlight the records and press [Shift and F10] and the “label” fields will have “R” for ready. If you need to print more than one of any individual item (e.g. a two-volume set) open the record individually, press [shift and F10]. Enter any text you need to print (e.g. "v.") and in the numbering field, put the volume numbers you need labels for. This only needs to be set once and it will remain in place for any subsequent label printings of that record.
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Generally "VIDEO" is added as a print constant, for Audio/Visual items. If there are subsequent volume/part numbers, you can add a second layer of print constant, as described above.
- Insert labels into printer (in the manual feed tray, spine labels go on the left, facing up). Go to “Batch” on the top menu and select “Process Batch.” Check the box next to the local bib file and check the “Label printing” box and then “OK.”
- Export the records. Using the Gateway connection (set up one time only in "tools" -- "options" -- "export" tab -- "create" -- "OCLC Gateway Export" Host name=mclib.medaille.edu. Port=5500
- Open the local bib file, select all the records you wish to export and click the box with the E and green arrow:
- Go to "Batch" on the top menu, select “Process Batch,” check the box next to local files (bib and auth) and next to “Exports.” Click OK. A dialog box will appear indicating that a bib record is being created. You must click "close" after each exported record and it will proceed to the next.
- Write the call number, in pencil, on the title page, along with location if not Buffalo campus. For DVD's or other media, write "Medaille College Libraries" and the call number on the item, in case it gets separated from its case. Write the permanent location code of the book in the inside front cover under PO#, date received and campus letter. bnfi for buffalo general collection (non-fiction), etc.
Updating Holdings
Go back to the local bib file in Connexion, select all the records in your batch. Go to “Action” on the top menu and select “Update holdings.” If you are online it will ask if you want to perform the action immediately. You can select yes. If you are offline you must process them in a batch. Go to Batch, Process Batch and check the local bib file and check “Online Record Actions” and click OK. The word “Held” will appear in the Held column if the updates were successfully performed.
After you have printed labels, exported bib and authority records, and updated holdings in Connection, you may go back to the records in your batch, select them and set their status to "completed" so that they will not appear in your "in process" batch when you begin cataloging another group of items.
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