Starting in 2014, all new Woodson Research Center provisional records will be created in OCLC Connexion and then imported into Sirsi. After that, slight modifications will need to be made to that record in Sirsi.
Rebecca Russell 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).
In the image above, the tag number corresponds to the MARC field. The ind1 and ind2 correspond to the indicator spot with correct number that you would use for a MARC field.
Example: On line 24, that subject heading would look like 
in OCLC Connexion.
The following are the required fields that will be needed to be create the record in OCLC:
If other fields are included in the xml file, be sure to add them such as 655 (genre), 545 (biographical note). The only exceptions are the following (these fields don't import properly into Sirsi):
Below is a fixed fields section for Mixed Materials.
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
The XML section for the title field will look like this:
When inputting into OCLC, please follow these guidelines:
Example: Reginald Moore Sugar Land Convict Leasing System|kresearch collection,|f1878-2015.
The XML section for the physical description field will look like this:
When inputting into OCLC, please follow these guidelines:
Example: |a5|fboxes|a(7|flinear ft.)
More readable format for the example: |a 5 |f boxes |a (7 |f linear ft.)
The XML section for the electronic location and access field will look like this:
| NOTE: These links will be in the email unless Rebecca edits the xml file. |
When inputting into OCLC, please follow these guidelines:
For the 555 field, this will be for TARO links. This stands for Texas Archival Resources Online.
For 856 field, this will be for ArchiveSpace.
555 Example: Finding aid online at Texas Archival Resources Online: |u http://www.lib.utexas.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
These fields must be added to the OCLC record. They are not included in the xml file.
Once you have added all the information from the xml file to the OCLC Connexion file, validate the subject and author headings, validate the record (make corrections as needed), attach Rice Holdings and then export the file to Sirsi.
Once you have exported the record from OCLC Connexion, import the file into Sirsi as an approval type. Open the file in Modify Title.
Never change the Home Location to LSC-WRC. This is only done when the item has been taken by the LSC and is now stored in the LSC.
Woodson will supply you with a list of barcodes to add. Only add the barcodes that have a number next to them.
In the example above, the only barcodes added would be Box 1-11. Box 12 with Barcode #31272101444311 would not be added to the record.
After you have imported the file into Sirsi and added the barcodes, email Woodson to let them know that the record has been added. Be sure to include the title of the item in your email.
When items are added to the collection, you will receive the information with the barcode(s) to add and how many linear feet to increase the collection. Make the appropriate changes to the record and then email the Woodson Research Center person who gave you the barcode(s) information. Their name should be on the barcode paperwork.