OCLC plans to install enhancements to its Z39.50 Cataloging services and Connexion browser on Sunday, May 20. A complete review of the changes is detailed here.
Institution Records - General Information — As part of combining with RLG, OCLC is adding Connexion and Z39.50 Cataloging functionality that supports the RLG concept known as clustering. OCLC is continuing with the master record concept, but is adding the ability to link institution records to the master record. Institution records (IRs) contain additional cataloging data, such as local call numbers, holdings locations within the institution or local or copy-specific notes. Unique information in institution records is indexed. When searching WorldCat, you can choose to search IRs as well as master records.
IRs are being loaded for migrating RLG libraries that requested this in their migration survey response. The source of these records is either the RLG Union Catalog or libraries' local systems. For more information on RLG Union Catalog migration projects, please see www.oclc.org/community/rlg/rlg_master_schedule_external.pdf and Status: RLG Union Catalog Integration into WorldCat. IRs are assigned OCLC numbers. The OCLC number of the master record to which the IR is linked is system supplied in the 079 field of the IR.
Note: Connexion browser access to institution record indexing will be available mid-June. Connexion client support for IRs is planned for late June as part of client version 2.00. Visit www.oclc.org/connexion/interface/client/enhancements/future.htm for more information about client version 2.00.
Connexion Browser Institution Records Enhancements
Searching — All OCLC cataloging authorizations are able to display IRs attached to master records. The default is to search WorldCat indexes. For Connexion browser, you may set an option on the search screen to Include indexes WorldCat and IR, which searches WorldCat master record and IR indexes together. Unique data in IRs is indexed using all existing bibliographic record indexes, as well as four new indexes: Action note, General call number, IR control number, and system control number. (NOTE: although you will be able to select this option to include IR indexes in your searches, these indexes will not be available for searching until mid-June. Even though you cannot search for the unique data in IRs until mid-June, you can search the master record and view attached IRs.)
Search Results — Search results retrieve the master record. An indication of linked IRs for your institution, and/or for other libraries, is shown on master records. For example ZMY Holdings/IR/LHR - 37 other holdings; 34 other IRs, indicates that, if your OCLC symbol is ZMY, you have contributed IR record(s) for this master record and also have local holdings record(s) (LHRs) attached. In addition, 34 more IRs contributed by other libraries are attached, and there are 37 additional holdings on the master record.
- You can select an option on the search screen to Show Institution Record if Single Record Found. If this option is set, Connexion will display your library's institution record(s) when a single master record is found.
- WorldCat search brief and truncated list results provide an IR link in the left column if your library has IRs attached. Clicking on the IR link takes you directly to your library's IR(s). In the holdings portion of the brief list results, an Other IR link takes you to the IRs for all libraries.
- View IRs linked to the displayed WorldCat record by selecting View > Display Institution Records. Then choose to display all institution records or limit your display by specific symbol.
- If more than one IR is attached to a WorldCat record, you will see the institution record list display, which provides information about each IR attached to the master record, including the OCLC symbol for the owning institution. Hovering over the data in several columns of this display provides fuller information from the corresponding fields in the IR.
Creating and Editing IRs — Only authorized* libraries can create and maintain institution records. Libraries not authorized for IRs will see institution records in Display mode. This is also true if you are authorized, but viewing another institution's IRs. Authorized libraries can chose which cataloging authorizations at their institution have IR capabilities. A cataloging authorization with IR capabilities can:
- Add new institution records to existing master records.
- Add IRs at the same time you add a new master record.
- Edit and replace existing IRs.
- Delete IRs.
- Move IRs to a different master record.
To check if your authorization is profiled for IR creation and maintenance, go to General > Admin Options >User Information, then check to see if the value for Profiled for Institution Records is Yes or No.
*All migrating RLG libraries that indicated they want institution record support in their migration survey responses are authorized to create and maintain institution records. Other cataloging members (i.e., non-RLG migrating libraries) will be able to order institution record creation and maintenance beginning in July. IR support is provided under a new annual institution record subscription that will be billed either annually or monthly using two new product codes.
Exporting and Deriving — All OCLC cataloging authorizations can export IRs, as well as derive new master or constant data records from institution records.
Validation Options — For Connexion browser, the current Set Holdings Validation Level None is renamed Structure to more accurately reflect the minimal checking that takes place. Additionally, a new Add or Replace Validation Level option is provided for Institution Records.
Documentation and Training — Connexion browser help and online documentation is being updated to include information about these changes.
Searching WorldCat Indexes is scheduled to be updated in the future to incorporate institution record indexing.
A new tutorial, OCLC Connexion browser: Institution records, will be available on the Connexion training web site.
Technical Bulletin 254: OCLC-MARC Format Update 2007 and Institution Records to Accommodate the RLG Union Catalog describes MARC bibliographic format changes to make possible the integration of RLG Union Catalog bibliographic records into WorldCat at both the master record level and at the institution record level.
OCLC Z39.50 Cataloging Enhancement for Institution Records
- Z39.50 Cataloging WorldCat searches will always return master records, and a separate search will be necessary to retrieve IRs linked to this master.
- 952 Fields — 952 fields are being added to Master Records and Institution Records to provide a mechanism to identify the presence of linked Institution Records, as well as record control numbers and other information pertaining to linked Institution Records.
- The 952 fields will display to all Z39.50 Cataloging users. If there are no Institution Records attached to the master record, no 952 fields will appear.
- The first 952 field contains the information for the Master Record. The subsequent 952 fields contain the information for the Institution Records that are associated with that master record. 952 fields are in order by record control number.
- The 952 field contains information specific to each of the records. This will help you determine which Institution Record you need for cataloging. This information is very similar to the Institution Record list display in Connexion.
- Detailed documentation about Z39.50 Cataloging and Institution Records will be added to the OCLC Web site.
- Searching the Institution Record Database Institution Records will be in a separate database. To search the Institution Record database, you will need to configure your client to access database name: OCLCInstitutionRecords
The following indexes are available in the Z39.50 Cataloging Institution Record database:
- Institution Record Control Number — Use Attribute 12 with Structure Attribute word or phrase. Indexes the 001 field.
- System Control Number — Use Attribute 5028 with Structure Attribute phrase. Indexes the 035 subfield a.
- Master Record Control Number — Use Attribute 9911 with Structure Attribute word. This will list all the Institution Records associated with a particular master record.
- Holding Institution — Use Attribute 56 with Structure Attribute word. Search by OCLC institution symbol. Indexes the holdings information.
Setting Holdings — If you have implemented the Extended Services Definition you can set holdings on any institution record if you are profiled for institution records. Note: The holdings will be attached to the master record.
To set holdings while you are in the Institution Record database your client must be configured to use database name: OCLCInstitutionRecords. For information see the Extended Service Definition.
Control Numbers — The master record control number is in the 001 field and the 035 field in the master record. In an Institution Record, the master record number is in the 079 field. The 001 field and the 035 field in an Institution Record contain the control number for the Institution Record.
See also Technical Bulletin 254: OCLC MARC Format Update 2007 and Institution Records to Accommodate the RLG Union Catalog for details.