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Section IX, Chapter A

Entering Records in OCLC Connexion

1.  CREATING NEW ENTERING RECORDS IN OCLC CONNEXION

Use a workform if you have searched WorldCat thoroughly and find that:

• No existing bibliographic record matches the item exactly.
• No existing record matches the item closely enough to derive the new record from it.
  

Create a new workform by selecting Cataloging > Create > Single record from the menu. 

Verify that work is not already in OCLC.

Request workform with command:

                       wfm   (books format)

                       wfmc  (scores)

                       wfme  ( maps)

                       wfmg  (visual materials)

                       wfmj  (sound recordings)

                       wfmm (electronic resources)

                       wfmp (mixed materials – kits)

                        wfs     (serials)

See Figure 1.

Figure X.A.1.  Creating a new workform.

Choose one of the following options:

• Books
• Computer files
• Continuing resources
• Maps
• Mixed materials
• Scores
• Sound recordings
• Visual materials

Alternately, keystroke combinations can be used to generate a new workform (Table 1).

Table X.A.1.  Keystrokes to generate new workforms.

After adding data, editing, and reviewing the record, it can be saved to the online or local save file or added to WorldCat.  Make sure to observe the Type record into OCLC, observing input standards and conventions of the appropriate format, and sending marked edits screen by screen.particular format.

2. DERIVING A NEW RECORD

If related edition is found in OCLC, type “new”, send, and edit resulting record to reflect book in hand.  a new record can be derived from the existing one, thus preserving much of the data.  OCLC Bibliographic Formats and Standards, Sec. 14, “When “When to input Input a new recordNew Record,” contains guidelines for new records.

To derive a new record, first open the existing record, then select Edit > Derive > New Record from the menu. See Figure 2.

Figure X.
A.2.  Deriving a record.

Alternately, a record can be derived using the Ctrl+Alt+C keystroke.

After adding data, editing, and reviewing the record, it can be saved to the online or local save file or added to WorldCat.  Make sure to observe the input standards and conventions of the particular format.

3.  GUIDELINES FOR PROOFREADING RECORDSProofread, validate, and save, noting save number.

Ideally wait until next day to ensure most accurate final proofreading.
  Again, verify that no record for work already exists in OCLC. Proofread  Proofread and correct record.  Update the record to WorldCat, noting OCLC number.

Overlay on Export the new record and overlay on the provisional record in Sirsi (see Transferring Records into Sirsi, Section IX, Chapter B).  Check access points and subjects in Sirsi as a check for typographical errors.  Complete cataloging and marking.

Should an error be discovered in a record you have entered, return to OCLC and call up record.

• If no other library has attached its symbol, then lock the record, correct error and send marked editsany errors, and replace the record.
  
• If the record has already been used by another library, send correction to OCLC.  OCLC Bibliographic Formats and Standards, Sec. 5.7 and 5.8 contain information for reporting changes and duplicates electronically.
  
  
  

Prepared by: Brian E. Surratt

Last updated: September 20, 2011

Index Terms: OCLC, Connexion, WorldCat, workforms, new record, derived record, proofreading.