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Woodson will email an xml file containing all the information that should be needed to create a record in OCLC Connexion. It will be a Single Record in whatever format (usually this is either a Books or Mixed Materials Record) is appropriate. Open the xml file in a text editor, i.e. Notepad++, Atom, etc. When you open the file, it should very similar to what is below (This is in Notepad++. If you use another text editor, the coloring of the tags will be different).
The These are the required fields are the following:
- 100 (author field) or 700 (editor field)
- 245 (title field) - needs to include dates (See special requirements)
- 300 (physical description field) (See special requirements)
- 610 or 650 field (subject field) - at least one field in the record needs to be a LCSH field
- 520 (abstract or scope of work field) - if two of them, choose the longer/more complete of the two
- 506 (restrictions of access field)
- 524 (preferred citation of described materials field)
- 856 and 555 (electronic location and access field) (See special requirements)
Fixed Fields:
Below is a fixed fields section for Mixed Materials.
- ELvl should be I (Capital i)
- Ctrl should be a
- Lang should be eng, unless the material specifies a different language
- Ctry should be xxu
- Desc should be i
- DtSt should be s for a single date, k for a range of years, or m for a initial/terminal date
- Dates should be what was included in the xml file
040 field:
Be sure to include |e dacs after the rda field in the 040 field.
Example: RCE ǂe rda ǂe dacs ǂc RCE ǂd RCE ǂd OCL
Title Special Requirements:
The XML section for the title field will look like this:
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Example: Reginald Moore Sugar Land Convict Leasing System|kresearch collection,|f1878-2015.
Physical Description Special Requirements:
The XML section for the physical description field will look like this:
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More readable format for the example: |a 5 |f boxes |a (7 |f linear ft.)
Electronic Location and Access Special Requirements:
The XML section for the electronic location and access field will look like this:
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For the 555 field, this will be for TARO links. This stands for Texas Archival Resources Online.
- For |a use the following wording: Finding aid online at Texas Archival Resources Online:
For 856 field, this will be for ArchiveSpace.
- For |a use the following wording: Finding aid online at Fondren Library:
555 Example: Finding aid online at Texas Archival Resources Online: |u http://www.lib.utexsa.edu/taro/ricewrc/00906/rice-00906.html
856 Example: Finding aid online at Fondren Library: |u http://archives.library.rice.edu/repositories/2/resources/1051