Documentation

  • Create and Maintain Local Holdings Records

Create and Maintain Local Holdings Records

Create local holdings record

Who can create a local holdings record?

  • You need a Full-level Connexion authorization to create an LHR.
  • With at least a Full-level authorization, you can create a local holdings record for your institution.
  • A holdings agent (when logged in using an Agent authorization) can create LHRs for a client institution.
    • When logged in as an agent, you cannot automatically create LHRs for your own institution, unless your institution is profiled as a client.
    • If your institution is not among your clients, you must log in with an individual authorization to create your own LHRs.

Two ways to create a local holdings record (LHR)

  1. Derive a new record from an existing record and modify content as necessary (save keystrokes by reusing appropriate data).
  2. Enter content in a workform.

Derive local holdings record from another LH record

  • If you have existing local holdings records for an item, you can derive a new LHR for the same item from one already attached to the bibliographic record.
  • If you are adding the first LHR for an item, you can derive the new record from another institution's LHR for the same item.
  • In either case, deriving lets you reuse applicable content, save keystrokes, and reduce errors.
  Action
1 Retrieve the local holdings record from which you want to create a new LH record.
You can derive a record from an LHR that belongs to your library (in edit mode) or from a record created by another institution (viewed in display mode).
2 On the Edit list click Derive New Record or press <Alt><K> and then <D> (or <Alt><J> and then <D>)
Results
The system displays the new local holdings record in edit mode.
3 Edit the record to enter or modify the holdings information.
If appropriate, apply local holdings constant data to the new record.
  • On the Edit list click Apply Default CD (or press <Alt><K>, <C>) to apply your default LH constant data.
    Or
  • On the Edit list click Apply CD By Name (or press <Alt><K>, <5>) or Apply CD From List (or press <Alt><K>, <6>) to apply a specific constant data record.
4 Edit the Summary field of the new LHR.
  • If your institution has other LHRs linked to the bibliographic record, the most recent version of the Summary field appears when you derive a new LHR or use a workform. If your new record includes information that affects your institution's overall holdings for the item, edit the Summary to reflect the changes.
  • If you are creating the first LHR for the item, enter the appropriate information on overall holdings.
5 (Optional) Validate the edited record to identify any errors. Correct the record if necessary so that it passes validation. On the Edit list click Validate Record or press <Alt><K> and then <V> (or <Alt><J> and <V>).
Note: Connexion validates the record automatically when you take the Add Record action.
6 Add record
On the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).
Results
  • Connexion validates the record. If the system reports validation errors, correct them and then try again to add the record.
  • When the record is valid, Connexion links it to the bibliographic record in WorldCat.
  • When you add your first LHR to a bibliographic record, Connexion sets your institution-level holdings, if not already set.
  • The added record reappears in display mode.

Content transferred to derived local holdings record

  • Content from the base record transfers to the new LHR, with the following exceptions:
  • Summary. If you have other LHRs linked to the bibliographic record, the derived record contains the latest version of the Summary from the existing LHRs. If this is your first LHR for the item, the Summary field in the derived record contains the statement "Local holdings available."
  • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
  • Field 852. Connexion inserts an 852 that contains your institution symbol in $a and your default holding library code in $b.

Create a local holdings record using a workform

You can take the Create Local Holdings action from a local holdings record, from a bibliographic record, or from an institution summary or a group summary.

  Action
1 From a bibliographic record or an existing local holdings record, on the Action list click Create Local Holdings or press <Alt><K> and then <+>(plus sign) (or <Alt><J> and then <+>).
Or
From a group summary or institution summary, on the Action/Sort list click Create Local Holdings.

Results
Connexion displays a local holdings workform with the following default fields and values:

  • Summary. If you have other LHRs linked to the bibliographic record, the workform contains the latest version of the Summary from the existing LHRs. If this is your first LHR for the item, the Summary field in the workform contains the statement "Local holdings available."
  • Encoding Level. (Leader/17) Encoding Level is set to a fill character | (the vertical bar or pipe symbol), an invalid value. To validate the record, you must select a valid code for this element. Note that the Encoding Level value may require you to include other fields in the LHR.
  • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
  • Lending policy and Reproduction policy (008/20, 008/21). In all workforms, both elements contain the default setting u - Undefined.
  • Field 852. Connexion inserts an 852 that contains your institution symbol and your default holding library code.
  • Other LHR fields. The workform contains tags and default subfield codes for the 853, 863, and 866 fields.
2 Enter content to describe your holdings for the item.
If appropriate, apply local holdings constant data to the new record.

  • On the Edit list click Apply Default CD (or press <Alt><K>, <C>) to apply your default LH constant data.

    Or

  • On the Edit list click Apply CD By Name (or press <Alt><K>, <5>) or Apply CD From List (or press <Alt><K>, <6>) to apply a specific constant data record.
3 Edit the Summary field of the new LHR.

  • If your institution has other LHRs linked to the bibliographic record, the most recent version of the Summary field appears when you derive a new LHR or use a workform. If your new record includes information that affects your institution's overall holdings for the item, edit the Summary to reflect the changes.
  • If you are creating the first LHR for the item, enter the appropriate information on overall holdings.
4 (Optional) Validate the edited record to identify any errors. Correct the record if necessary so that it passes validation. On the Edit list click Validate Record or press <Alt><K> and then <V> (or <Alt><J> and <V>).

Note: Connexion validates the record automatically when you take the Add Record action.
5 Add record
On the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).
Results

  • Connexion validates the record. If the system reports validation errors, correct them and then try again to add the record.
  • When the record is valid, Connexion links it to the bibliographic record.
  • When you add your first LHR to a bibliographic record, Connexion sets your institution-level holdings, if not already set.
  • The added record reappears in display mode.

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Edit local holdings records: basics

Editing capabilities for local holdings records

  • You need a Full-level Connexion authorization to create, edit, replace, or delete an LHR.
    • With at least a Full-level authorization , you can edit LHRs that belong to your institution. Your own records open in edit mode so you can begin entering or updating content immediately.
    • You cannot edit LHRs that belong to another institution. Other libraries' LHRs open in display mode (view only). You can derive a new LHR from a record in display mode and then complete the record for your use.
    • Unavailable actions. You cannot save or export a local holdings record.
  • A holdings agent (when logged in using an Agent authorization) can create, edit, replace, and delete LHRs for a client institution.
    • When logged in as an agent, you cannot automatically maintain LHRs for your own institution, unless your institution is profiled as a client,
    • If your institution is not among your clients, you must log in with an individual authorization to maintain your own LHRs.

Edit mode and display mode

Mode When in Effect
Edit mode When you view local holdings records for your institution or (when you log in as an Agent) for a client institution.
To begin editing:
  • Take the Edit Record action on a record in display mode.
  • Click the entry number of a record listed in search results
  • Create a local holdings record from a workform or derive a new record from an existing LHR.
Display mode When you view local holdings records for another institution or (when you log in as an Agent) records for non-client institutions.
Display mode is also in effect for your own records:
  • When you take the Display Record action on a record you are editing.
  • After you use Cancel Changes to end editing.
  • After you take the Add Record action or the Replace Record action.
Note: With a Search level authorization, only display mode is available.

Local holdings record views (edit and display)

The table describes how MARC holdings records appear in edit mode or display mode.

View Description
MARC Template edit view Template view for editing in MARC21 Format for Holdings Data. Compliant with MARC 21 standard.

Content for each field is viewed and edited in a row of text boxes. Provides Functions list for adding/removing fields.

More guidance for entering data is available by expanding the field. In expanded fields, you can select coded values from lists and view specific guidelines for each element or subfield.

To view input guidelines, select Help on the Functions list or type a tag number or an element label (for elements in fixed-length fields) in the MARC Help text box and click MARC Help. In expanded fields, click the hyperlinked subfield/element label to view specific input guidelines.
MARC display view View for displaying records in read-only format. Other institutions' LHRs always appear in this view. To view input guidelines, click a hyperlinked tag number or type a tag number or an element label (for elements in fixed-length fields) in the MARC Help text box and click MARC Help 

Caution: Store edits on server before moving to another screen

  • If you edit fields in a local holdings record without interacting with the server, and then move to another screen (for example, to search WorldCat), you lose all changes made since the last server interaction. When you resume editing, the system redisplays the working copy of the record as it exists on the server, not necessarily as it last appeared on your screen.
  • Changes to the text of record fields are not sent to the server until you take an action on the record (such as reformat or validate), or use the Functions list to take field-level actions. These actions send a request to the server, along with the displayed record content. The server responds by taking the requested action and then redisplaying the updated record.
  • As a precaution when editing, occasionally reformat the record to make sure that your changes are stored on the server.
  • Note: Inactivity timeout. As an added benefit, occasional interaction with the server prevents the inactivity timer from ending your session. Only server interactions count as session activity.

Logoff warning for local holdings records

  • When you log off, Connexion checks for local holdings records currently in edit mode.
  • If you started editing a local holdings record or created a new LHR, but have not taken a final action (Add Record or Replace Record) on the new or modified LHR, the system reminds you to complete editing and take an action before logging off.
  • To view the LHR(s), on the Cataloging tab, under Show, click Active Records or press <Ctrl><Shift><9>. At the Active Records screen under Bibliographic Records, attached LHRs are listed under the hyperlinked title of the bibliographic record. Click the link for the LHR you want to review.
  • To log off and discard unsaved changes to the record(s), on the message screen click Logoff anyway.
  • Turn off logoff warning for active records.

    If you prefer not to be notified about active records before logging off, use the Show or Hide Logoff Warning option to prevent the system from displaying this warning.

    • On the General tab, click Admin. On the Preferences screen, click General Options. Then click Interface Customization Options.
    • On the Interface Customization Options screen, find the Show or Hide Logoff Warning option and select Hide.
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Edit local holdings record: details

Required LHR fields

  • At a minimum, the following fields must be present and complete for a local holdings record to pass validation:
    • Leader
    • 007 - Physical Description
    • 008 - Fixed-length Data Elements
    • 852 - Location
  • In edit mode, required LHR fields are marked with an asterisk *. Asterisks appear to the left of the plus sign (+) buttons used to expand fields.

Edit fixed-length fields (Leader, 007, 008)

Note: You cannot edit these fields directly. You must expand the field and then select the desired value for each element from a list of valid values.

Action Procedure
Expand (open) field Click the Plus (+) button at the left end of the field.
Collapse (close) field and cancel changes Click Cancel.
Collapse (close) field and apply changes Click Apply.
Result. Content in the main text box reflects changes made using guided entry.
Select value for an element Click the down-arrow button to open the list. Then click the value you want.
View MFHD Help In the expanded field, click the hyperlinked label for an element.
In the unexpanded field, on the Functions list, click Help.
Or, in the MARC Help box (top or bottom of record), type the tag number. Then click MARC Help.

Edit other LHR fields (variable-length fields)

Note: If you are familiar with the MARC holdings format, you can edit LHR fields (except the Leader, 007, and 008) directly, without expanding the field to use guided data entry. Or expand the field and use lists and text boxes to define indicator values and subfield content.

Action Procedure
Enter or edit content directly In the text box for the field, define indicators and enter or edit appropriate subfield.
Expand (open) field Click the Plus (+) button at the left end of the field.
Collapse (close) field and cancel changes Click Cancel.
Collapse (close) field and apply changes Click Apply.
Result. Content in the main text box reflects changes made using guided entry.
Select indicator value or subfield value Click the down-arrow button to open the list of values for the indicator or subfield. Then click the value you want.
View MFHD Help In the expanded field, click the hyperlinked label for an element.
In the unexpanded field, on the Functions list, click Help.
Or, in the MARC Help box (top or bottom of record), type the tag number. Then click MARC Help.
Add a subfield (expanded field)
  1. Open the Action list to the right of the subfield that precedes the one you want to add.
  2. Click Add Below.
  3. At the added subfield, open the list of available subfields.
  4. Click the type of subfield you want to add.
Delete a subfield (expanded field)
  1. Open the Action list to the right of the subfield you want to delete.
  2. Click Delete.
Move a subfield (expanded field)
  1. Open the Action list to the right of the subfield you want to move.
  2. Click the option you want. The choices depend on the current position of the subfield..


Selected LHR fields to include and/or update

Record element Rule, description, and guideline
Summary Rule. Must be present.
Description. Free-text field that describes institution-level (overall) holdings for the item. Information in the Summary is entered when the institution's first LHR is linked to a bibliographic record. For batch-loaded holdings records, the Summary is system-supplied.
Content from the first LHR is automatically copied to Summary field in each additional LHR you create. When you create or replace an LHR, the Summary field from the new or updated LHR appears in all other LHRs linked to the bibliographic record.
Guideline. When you edit or add an LHR, update the Summary as necessary to reflect changes in the institution's total holdings for the item, across all copies. For new LHRs, the system may supply a default Summary, "Local holdings available." Replace the default text with a description of your institution's overall holdings.
Leader
Always requires editing in an LHR workform 
Rule. Must be present.
Description. Coded information on the basic properties of the LHR and information used in processing.
Guideline. Verify Type of Record (Leader/06) and Encoding Level (Leader/17). The value for Encoding Level indicates the level of detail provided for the holdings data in the record. Both Type and Encoding Level may affect which other fields are required for validation and/or what values are valid in certain fields.
LHR workform: set Encoding Level. In a new LHR created using a workform, Encoding Level (Leader/17) is set to a fill character | (the vertical bar or pipe symbol), an invalid code. To validate the record, you must select a valid code for this element. Note that the Encoding Level value may require you to include other fields in the LHR.
007 Rule. Must be present.
Description. Physical description coded field. Purpose and format are identical to those of the 007 field in bibliographic records. Contains coded information on physical characteristics of the item.
Guideline. System supplies default values from a bibliographic record; which rarely needs editing when updating an LHR. For a new LHR or LH constant data record, edit as needed. Verify the value for Category of Resource (007/00). The Category of Resource determines the other 007 elements to be specified. The Category of Resource specified can determine options for coded holdings data in 853/863 fields.
008 Rule. Must be present.
Description. Contains coded information on acquisition, retention, completeness, lending policy, and reproduction policy.
Guideline. Always check and update the values for Lending Policy (008/20) and Reproduction Policy (008/21) to reflect current policies.
The WorldCat Resource Sharing service can use these codes to deflect ILL requests.
Note: Lending and reproduction policies. When OCLC converted existing serial holdings records to MARC21 Format for Holdings Data (MFHD), the process set default values for Lending Policy (Undefined) and Reproduction Policy (Undefined). The same default values are set in LHR workforms for both serial and nonserial items.
When updating an LHR, check these values and adjust them to reflect your policies.
WorldCat Resource Sharing ignores the codes while they remain set to Undefined.
583 Rule. Optional and repeatable.
Description. Action note.
Guideline. Use as needed to report processing and preservation actions for the item held. Enter information in one or more of 19 possible subfields. Check specific guidelines for field and subfields (via links or MARC Help).
852 Rule. Must be present. System supplies your institution symbol in $a and holding library code (Sublocation) in $b.
Description. Location and sublocation, with optional data on classification scheme, shelving, etc. for the holding library.
Guideline. Check the holding library code in $b and edit as needed. If appropriate, add subfields to provide details on the item. Use $z for general holdings notes.
856 Rule. Optional.
Description. Electronic location and access. Information needed to access an electronic resource, such as an e-book or online journal. Identical to 856 field used in a bibliographic record. For example, $u can contain a URL for access to Web-based resources.
Guideline. Include if appropriate.
853/854/855 Rule. When present, must be paired with and linked to corresponding 863/864/865 field.
Description. Captions and publication patterns, for basic bibliographic units (853), supplements (854), and indexes (855).
Guideline. Enter and update details on publication: enumeration levels, chronology, frequency, numbering schemes, etc. Verify coding of linking subfield $8 to ensure linking to the correct 863, 864, or 865 field.
863/864/865 Rule. When present, must be paired with and linked to corresponding 853/854/855 field.
Description. Enumeration and chronology, for basic bibliographic units (863), supplements (864), and indexes (865).
Guideline. Enter and update details on your holdings for the item, including beginning-ending dates and breaks in coverage. Document each gap in holdings in a separate $w. Subfields for enumeration, chronology, etc. correspond to subfields for the matching captions in linked 85x field. Verify coding of linking subfield $8 to ensure linking to the correct 853, 854, or 855 field.
866/867/868 Rule. Optional. May be included to supplement coded information on captions, patterns, enumeration, and chronology in 853-855 and 863-865. (Substituting free-text holdings data in 866/867/868 for coded holdings in 85x/86x fields is not recommended, but is permitted if necessary.)
Description. Free-text holdings information for basic bibliographic units (866), supplements (867), and indexes (868).
Guideline. Enter and update holdings information and notes. If the free-text data in 866/867/868 fields is related to coded data fields (85x/86x) in the LHR, verify that the correct linking and sequence numbers are present in subfield $8.
876-878 Rule. Optional.
Description. Item information
Guideline. Include if appropriate to document item status changes, use restrictions, etc. May need to code $8 to link to a related 863/864/865 field.

Use command shortcuts: keystrokes for actions

Action Procedure
Show the Command Shortcuts box above the record header Press <Alt><K>.
Hide the Command Shortcuts box; show the Edit, Action, and View lists Press <Alt><J>.
Show or hide the scrollbar in the Command Shortcuts box. Showing the scrollbar reduces the size of the box. Click Show/Hide Command Scrollbar.
Or
Press <Alt><K> and then <|> (<Shift><\>).
Use a command shortcut when the Command Shortcuts box is visible. Or show the box and use a shortcut. Press and release <Alt><K> and then press the shortcut key for the command.
Or
In the Command Shortcuts box, click the command you want to use.
Use a command shortcut when the Command Shortcuts box is hidden. Do not show the box; keep the Edit, Action, and View lists visible. Press and release <Alt>>J> and then press the shortcut key for the command.

Record-level actions for editing an LHR

  • While editing, use the Edit, Action, and View lists to take these actions.
  • Or use the corresponding keystroke for the action.
Action Procedure
Cancel Changes
(Discard all changes made since you began editing the record. Do not continue editing.)
On the Edit list click Cancel Changes or press <Alt><K> and then <2> (or <Alt><J> and then <2>).
The system asks you to confirm that you want to discard changes you made while editing the record.
Click OK to cancel edits.
Or click Cancel to keep your changes and continue editing the record.

Results
Existing LHR. The system redisplays the record as retrieved from WorldCat, in display mode.
New LHR. The system removes the record and returns you to Search WorldCat screen.
Unedit Record
Reverse all changes but keep record open for editing)
On the Edit list click Unedit Record or press <Alt><K> and then <Z> (or <Alt><J> and then <Z>).

Results
Existing LHR. The system redisplays the record as originally retrieved from WorldCat.
The record remains in edit mode so you can continue editing.
Complete editing and preserve changes Take a final action on the local holdings record.
Final actions are: Replace Record (for an updated LHR) and Add Record (to attach a new LHR).
Before adding or replacing the record, the system automatically validates the record. If the record fails validation, correct the errors reported and then retry adding or replacing the record.
Display Record View the record in display-only view:
On the Edit list click Display Record or press <Alt><K> and then <T> (or <Alt><J> and then <T>).
Back to Editing Return to edit mode after viewing a record in display-only mode:
On the Edit list click Back to Editing or press <Alt><K> and then <L> (or <Alt><J> and then <L>).
Reformat Record On the Edit list, click Reformat Record or press <Alt><K> and then <R> (or <Alt><J> and then <R>).
Results
Reformatting arranges fields in (approximate) ascending tag number order and removes empty fields.
Validate Record On the Edit list, click Validate Record or press <Alt><K>, <V> (or <Alt><J> and then <V>).
Results
For a valid record, the system redisplays the record with a message confirming successful validation.
If the record contains errors, the system reports the number of errors. For each error, a message that identifies the problem(s) appears directly above the field. The message remains until you correct the error and the corrected record passes validation.
Tips:
  • Read all error messages before making corrections.
  • Retry validation to remove the error messages from the screen.
Apply CD By Name
  1. On the Edit list, click Apply CD By Name or press <Alt><K> and then <5> (or <Alt><J> and then <5>).

    An entry opens above the record header.

  2. In the Specific CD Name text box, type the name of the LH constant data record you want to apply.
  3. Click Apply CD or press <Enter>.
Apply CD From List
  1. On the Edit list, click Apply CD From List or press <Alt><K> and then <6> (or <Alt><J> and then <6>).
  2. In the list of constant data records, click the hyperlinked name of the LH constant data record you want to apply.
Apply Default CD
(Not available if you have not set a local holdings constant data record as default LH CD.)
On the Edit list, click Apply Default CD or press <Alt><K> and then <C> (or <Alt><J> and then <C>).
The system merges your default local holdings constant data with the record you are editing.

Editing text: techniques and keystrokes

Action Procedure
Move cursor from any variable-length field to the 007 field Press <Alt></> (slash).
Move to the top or bottom of the record screen Press <Ctrl><Home> to move to the first input box on the screen.
Press <Ctrl><End> to move to the last input box on the screen.
Or
Click the down arrow button (right end of blue header and footer bar).
Show or hide the Functions list Press <Alt><Y>.
Go to the Active Records screen Press <Ctrl><Shift><9>.
Change text In the text box for the field, use standard editing keys (<Insert>, <Backspace>, <Delete>, arrow keys) to move the insertion point and remove or add characters.
Delete text In the Functions list click Delete Text.
The system removes the text of the field; tag and indicators remain.
Empty fields removed
The empty field is removed if you reformat the record or take a final action.
Undo last text change To reverse the most recent text change, use the standard Windows undo keystroke: <Ctrl><Z>.
Enter diacritics and special characters
Character chart window
Internet Explorer for Windows only 
  1. Place the cursor where you want to insert a diacritic or special character.
  2. Press <F7>.
  3. In the Enter Diacritics and Special Characters window, click a character or diacritic to insert it at the cursor position.
  • Note: Diacritic follows letter. To insert a diacritic, first type the letter it modifies. Then insert the diacritic following the letter.
    Example: To enter the letter u with an umlaut, type u. Then open the Enter Diacritics and Special Characters window and, in the character chart, click the umlaut symbol.
(Note: Windows only. Not supported by Macintosh versions of IE.)
Table of ALA-defined diacritics and special characters On the header bar (black bar at the top of every system screen), click Diacritics.

Use the table to identify a character, find a character by name, or copy a character for input in a record.
Add a field or multiple fields
  1. Move to the field below which you want to add field(s).
  2. In the Functions list click Add Single Field Below or Add Multiple Fields.
  3. Multiple fields In the dialog box, type the number of fields to add (1-10). Click OK.

Inserted fields duplicate the MARC tag of the preceding field. Change the tags and supply indicators as appropriate.

Copy field
  1. In the Functions list click Copy Field.
  2. Move to the field below which you want to insert the copied field.
  3. In the Functions list click Paste Field.
Move field (cut and paste)
  1. In the Functions list click Cut Field.
  2. Move to the field below which you want to insert the moved field.
  3. In the Functions list click Paste Field.
Delete field In the Functions list click Delete Field.
Enter subfield delimiter 1. Enter a subfield delimiter (‡):

Type a single dollar sign ( $). Press <Shift><4> to create the $. Connexion shows the dollar sign as a subfield delimiter (‡) in display mode.
Dollar sign as currency symbol To enter a dollar sign as a currency symbol (not to represent a subfield delimiter):
Type 2 dollar signs ($$). Do not type a space between the 2 dollar signs.

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Replace an LHR or delete local holdings

Replace a local holdings record

  Action
1 Retrieve an existing local holdings record that you need to revise and then replace in WorldCat.
2 Edit the record to add, change, or remove holdings information for the item.
3 If appropriate, apply local holdings constant data to the record.
  • On the Edit list click Apply Default CD (or press <Alt><K>, <C>) to apply your default LH constant data.
    Or
  • On the Edit list click Apply CD By Name (or press <Alt><K>, <5>) or Apply CD From List (or press <Alt><K>, <6>) to apply a specific constant data record.
4 Review information in the Summary field of the LHR.
If your revisions affect your institution's overall holdings for the item, edit the Summary to reflect the changes.
5 (Optional) Validate the edited record to identify any errors. Correct the record if necessary so that it passes validation. On the Edit list click Validate Record or press <Alt><K> and then <V> (or <Alt><J> and <V>).

Note: Connexion validates the record automatically when you take the Replace Record action.
6 Replace record
On the Action list click Replace Record or press <Alt><K> and then <A> (or <Alt><J> and then <A>).
Results
The system asks you to confirm that you want to replace the local holdings record.
7 Click OK to replace the record.
Or click Cancel to resume editing the record.

Results
  • Connexion validates the record. If the system reports validation errors, correct them and try again to replace the record.
  • When the record is valid, Connexion replaces the record in WorldCat.
  • The replaced record reappears in display mode.

Options for deleting LHRs and your holdings symbol

  • Delete Holdings. From a bibliographic record, you can take the Delete Holdings action to remove your institution's symbol from a bibliographic record.
    • If you attempt to remove your institution's symbol from a bibliographic record to which you have linked LHRs, Connexion reminds you that LHRs are attached and asks if you want to delete both the LHRs and your institution's symbol.
    • Respond Yes to delete the LHRs and remove your holdings symbol. Respond No to cancel the action. Connexion cannot remove your symbol unless you confirm that you want to delete attached LHRs.
  • Delete Local Holdings. From a local holdings record, use the Delete Local Holdings action to delete the LHR you are viewing.
    • When the LHR you delete is the last your institution has attached to the bibliographic record, Connexion asks you whether you want to delete your institution's symbol as well.
    • Respond Yes to remove your institution's symbol. Respond No to keep you symbol attached to the record.
  • The next section explains how to delete a single local holdings record.
  • The section titled Delete all local holdings explains how to delete all your LHRs and delete your symbol with a single command.

Delete a local holdings record

  Action
1 Retrieve an existing local holdings record that you want to delete.
2 On the Action list click Delete Local Holdings or press <Alt><K> and then <X> (or <Alt><J> and then <X>).
Results
The system asks you to confirm that you want to delete the local holdings record.
3 Click OK to delete the record. Or click Cancel if you decide to keep this LHR.
Results
  • Not the last LHR. If you have other local holdings records linked to the bibliographic record, Connexion deletes the record. The record reappears in display mode, with a message confirming that it has been deleted.
  • Last LHR. If you delete your last LHR linked to the bibliographic record, Connexion deletes the record and then asks whether you want to remove your institution's holdings symbol from the bibliographic record. Click Yes to remove your institution's symbol. Click No to keep your holdings symbol linked to the bibliographic record.
    If you select Yes, Connexion removes your symbol. The bibliographic record appears with a confirmation message at the top. In the record, the holdings statement indicates that your institution has no holdings.

Delete all local holdings

  • If you know that you need to delete all your local holdings records for an item, and also remove your institution's symbol, you can complete both tasks by taking the Delete All Local Holdings action.
  • You can take this action from the bibliographic record or from an associated Group Summary or Institution Summary.
  Action
1 Open the bibliographic record from which you want to delete all local holdings records and remove your institution's symbol.
Or display a Group Summary or Institution Summary of local holdings for the item.
2 From the bibliographic record
On the Action list click Delete All Local Holdings or press <Alt><K> and then <-> (hyphen) (or <Alt><J> and then <->).
Or
From a Group Summary or an Institution Summary
On the Action/Sort list click Delete All Local Holdings.
Results
Above the record or summary, Connexion asks you to confirm whether you want to delete all your LHRs and whether you also want to remove your institution's holdings symbol.
3 Confirm or cancel the action:
  • Delete all LHRs and holdings symbol. Select the Remove your institution's symbol from bibliographic record check box and then click Delete Local Holdings.
  • Delete LHRs, retain your institution's symbol. Clear (uncheck) the Remove your institution's symbol from bibliographic record check box and then click Delete Local Holdings.
  • Cancel deleting all LHRs. Click Cancel if you decide to keep your existing LHRs and retain your holdings symbol attached to the bibliographic record.
Results
  • Delete all LHRs and symbol. Connexion deletes the LHRs and your institution's symbol from the record. A confirmation message states that your holdings were deleted and gives the number of LHRs deleted.
  • Delete LHRs, retain symbol. Connexion deletes the LHRs and displays a confirmation message that gives the number of LHRs deleted.

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Local holdings agent activities

About holdings agents

  • A holdings agent maintains holdings for specific client institutions. Typically, client libraries do not have direct access to Connexion. Agent activity is usually done by staff at a processing center or other networking agency.
  • To request an Agent authorization, contact your OCLC regional service provider or distributor.
  • Profiling for an Agent authorization identifies the institution symbols of clients. When logged on using an Agent authorization, you can create, add, edit, replace, and delete holdings for client institutions linked to that authorization.
  • Agents use the same procedures as users maintaining holdings for their own institution. When taking actions, agents specify the client institution whose holdings they are maintaining.
    • When logged in as an agent, you cannot automatically maintain local holdings for your own institution, unless your institution is profiled as a client.
    • If your institution is not among your clients, you must log in with an individual authorization to create your own LHRs.

Local holdings statistics and reports for agents

  • Agents receive monthly statistical reports that detail the local holdings work done for each of their clients during that month. The reports are available online.
  • Access: Go to online OCLC Usage Statistics at <http://www.stats.oclc.org>. To log on, enter your OCLC Agent authorization number and password you use for local holdings maintenance activity.
  • To view Local Holdings Maintenance statistics, select the Online Cataloging tab.
  • Reports: Two types of reports are available:
    • The Local Holdings Maintenance Agent Summary Report summarizes the work an agent has done for all clients.
    • The Local Holdings Maintenance Agent Detail Report provides details on each transaction, including the transaction date, OCLC control number, type of action taken (add LHR, delete LHR, replace modified LHR), and the client for which the work was done.

Edit and replace existing local holdings records

  Action
1 Retrieve a bibliographic record with attached local holdings records that you need to revise and replace.
2 On the Action list, click Edit Local Holdings or press <Alt><K> and then <_> (underscore) (or <Alt><J> and then <_>).
Results

Connexion prompts you to specify the institution for which you are acting.

3 Type the institution symbol for the client whose LHR you need to replace. Then click Edit Local Holdings.
Results
Connexion displays the LHR in edit mode.
Or (if the institution has multiple LHRs linked to this record, Connexion displays an institution summary. Click a hyperlinked record number or type a record number in the View Record box and press <Enter>..

4 Edit the local holdings record to add, change, or remove holdings information.
If appropriate, apply local holdings constant data to the record.

5 Review information in the Summary field of the LHR.
If your revisions affect the institution's overall holdings for the item, edit the Summary to reflect the changes.

6 Replace record
On the Action list click Replace Record or press <Alt><K> and then <A> (or <Alt><J> and then <A>).
The system asks you to confirm that you want to replace the local holdings record.
Click OK to replace the record.
Or click Cancel to resume editing the record.
Results
  • Connexion validates the record. If the system reports validation errors, correct them and try again to replace the record.
  • When the record is valid, Connexion replaces the record in WorldCat.
  • The replaced record reappears in display mode.

Constant data for local holdings maintenance

  • For agents, who frequently make the same change to large numbers of local holdings records, creating and using constant data can be especially useful.
  • Using constant data, you can:
    • Avoid rekeying frequently used information when you create or maintain local holdings records.
    • Reduce typing errors and improve consistency among related local holdings records.
    • Add specific fields, subfields, or other elements to multiple local holdings records.
    • Develop and maintain standards for use in all local holdings records, for certain collections, or for specific types of resources.
  • Once you create constant data records, you can apply them to local holdings records in the following ways:
    • Apply a local holdings CD record set as default LH CD. On the Edit list click Apply Default CD (or press <Alt><K>, <C>).
    • Select a specific LH CD record. On the Edit list click Apply CD By Name (or press <Alt><K>, <5>) or Apply CD From List (or press <Alt><K>, <6>).

Derive a local holdings record from an existing LHR

  • If your client has existing local holdings records for an item, derive a new LHR from one of the client's own records attached to the bibliographic record.
  • If you are adding the first LHR for the client, derive the new record from another institution's LHR for the same item. You can derive a record from any LHR, whether it belongs to one of your clients or not.
  • In either case, deriving lets you reuse applicable content, save keystrokes, and reduce errors.
  Action
1 Retrieve the local holdings record from which you want to create a new LH record.
You can derive a record from an LHR that belongs to a client library (in edit mode) or from a record created by any other institution (viewed in display mode).
2 On the Edit list click Derive New Record or press <Alt><K> and then <D> (or <Alt><J> and then <D>).
Results
Connexion prompts you to specify the institution for which you are acting.
3 Type the institution symbol for the client whose LHR you need to replace. Then click Derive Local Holdings.
Results
Connexion displays the new LHR in edit mode.
4 Edit the record to enter or modify the holdings information.
If appropriate, apply local holdings constant data to the new record.
5 Edit the Summary field of the new LHR.

  • If the institution has other LHRs linked to the bibliographic record, the most recent version of the Summary field appears when you derive a new LHR or use a workform. If the new record includes information that affects the institution's overall holdings for the item, edit the Summary to reflect the changes.
  • If you are creating the institution's first LHR for the item, enter the appropriate information on overall holdings.
6 Add record
On the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).
Results

  • Connexion validates the record. If the system reports validation errors, correct them and try again to add the record.
  • When the record is valid, Connexion links it to the bibliographic record in WorldCat.
  • The added record reappears in display mode.

Content transferred to derived local holdings record

  • Content from the base record transfers to the new LHR, with the following exceptions:
  • Summary. If your client has other LHRs linked to the bibliographic record, the derived record contains the latest version of the Summary from the existing LHRs. If you are creating your client's first LHR for the item, the Summary field in the derived record contains the statement "Local holdings available."
  • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
  • Field 852. Connexion inserts an 852 that contains your client's institution symbol in $a and their default holding library code in $b.

Create a local holdings record using a workform

You can take the Create Local Holdings action from a local holdings record, from a bibliographic record, or from an institution summary or a group summary.

  Action
1 From a bibliographic record or an existing local holdings record, on the Action list click Create Local Holdings or press <Alt><K> and then <+>(plus sign) (or <Alt><J> and then <+>).
Or
From a group summary or institution summary, on the Action/Sort list click Create Local Holdings.
Results
Connexion prompts you to specify the institution for which you are acting.
2 Type the institution symbol for which you are creating an LHR. Then click Create Local Holdings.
Results
Connexion displays a local holdings workform with the following default fields and values:

  • Summary. If your client has other LHRs linked to the bibliographic record, the derived record contains the latest version of the Summary from the existing LHRs. If you are creating your client's first LHR for the item, the Summary field in the derived record contains the statement "Local holdings available."
  • Encoding Level. (Leader/17) Encoding Level is set to a fill character | (the vertical bar or pipe symbol), an invalid value. To validate the record, you must select a valid code for this element. Note that the Encoding Level value may require you to include other fields in the LHR.
  • Record Status (Leader/05), Date Entered (008/00-05), and Date of Report (008/26-31). Record Status is set to n (New); Date Entered and Date of Report are set to the current date.
  • Field 852. Connexion inserts an 852 that contains your client's institution symbol in $a and their default holding library code in $b.
  • Other LHR fields. The workform contains tags and default subfield codes for the 853, 863, and 866 fields.
3 Enter content to describe the institution's holdings for the item.
If appropriate, apply local holdings constant data to the new record.
4 Edit the Summary field of the new LHR.

  • If the institution has other LHRs linked to the bibliographic record, the most recent version of the Summary field appears when you derive a new LHR or use a workform. If the new record includes information that affects the institution's overall holdings for the item, edit the Summary to reflect the changes.
  • If you are creating the institution's first LHR for the item, enter the appropriate information on overall holdings.
5 Add record
On the Action list click Add Record or press <Alt><K> and then <N> (or <Alt><J> and then <N>).
Results

  • Connexion validates the record. If the system reports validation errors, correct them and try again to add the record.
  • When the record is valid, Connexion links it to the bibliographic record.
  • The added record reappears in display mode.

Delete a local holdings record for a client institution

  Action
1 Retrieve an existing local holdings record that you want to delete.

2 On the Action list click Delete Local Holdings or press <Alt><K> and then <X> (or <Alt><J> and then <X>).
Results
Connexion prompts you to specify the institution for which you are acting.

3 Type the institution symbol for which you are creating an LHR. Then click Delete Local Holdings.
4 When asked to confirm the action, click OK to delete the record. Or click Cancel if you decide to retain the LHR.
Results
  • Not the last LHR. If the institution has other local holdings records linked to the bibliographic record, Connexion deletes the record. The record reappears in display mode, with a message confirming that it has been deleted.
  • Last LHR. If you delete the institution's last LHR linked to the bibliographic record, Connexion deletes the record and then asks whether you want to remove the institution's holdings symbol from the bibliographic record. Click Yes to remove the institution's symbol. Click No to keep the institution's symbol linked to the bibliographic record.
    If you select Yes, Connexion removes the institution's symbol. The bibliographic record appears with a confirmation message at the top. In the record, the holdings statement indicates that this institution has no holdings.

Delete all local holdings for a client institution

  • If you know that you need to delete all of an institution's local holdings records for an item, and also remove the institution's symbol, you can complete both tasks by taking the Delete All Local Holdings action.
  • You can take this action from the bibliographic record or from an associated Group Summary or Institution Summary.
  Action
1 Open the bibliographic record from which you want to delete all local holdings records and remove your institution's symbol.
Or display a Group Summary or Institution Summary of local holdings for the item.
2 From the bibliographic record
On the Action list click Delete All Local Holdings or press <Alt><K> and then <-> (hyphen) (or <Alt><J> and then <->).
Or
From a Group Summary or an Institution Summary
On the Action/Sort list click Delete All Local Holdings.
Results
Above the record or summary, Connexion asks you to specify the institution whose LHRs you are deleting and to confirm that you want to delete all LHRs and also remove the institution's holdings symbol.
3 Type the institution symbol for which you are deleting LHRs.
4 Confirm or cancel the action:
  • Delete all LHRs and holdings symbol. Select the Remove this institution's symbol from bibliographic record check box and then click Delete Local Holdings.
  • Delete LHRs; retain the institution's symbol. Clear (uncheck) the Remove this institution's symbol from bibliographic record check box and then click Delete Local Holdings.
  • Cancel deleting all LHRs. Click Cancel To retain existing LHRs and retain the holdings symbol attached to the bibliographic record.
Results
  • Delete all LHRs and symbol. Connexion deletes the LHRs and the institution's symbol from the record. A confirmation message states that holdings were deleted and gives the number of LHRs deleted.
  • Delete LHRs, retain symbol. Connexion deletes the LHRs and displays a confirmation message that gives the number of LHRs deleted.

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