Connexion client

Folger staff use OCLC's Connexion client to search existing bibliographic and authority records in WorldCat. In addition, Acquisitions staff use it to import records to Voyager when creating Purchase Orders, and Cataloging staff use it to catalog Folger material (then export to Voyager).

Authorizations

Each user needs their own authorization number and password. See the Associate Librarian for Collection Description and Imaging if you need one, or if your existing permissions levels need to be changed.

Options

The first time you use the Connexion client, go to Tools > Options to customize your "profile" to match Folger practice and your preferences. You can also create custom macros, text strings, and "User Tools." To avoid having to re-do the options when moving to a new computer, you'll need to copy your existing profile to the new computer. See Connexion client options for specific instructions.

Information for catalogers

Basic procedures

  • Search Hamnet to see if a record for the same entity is already present.
    • If so, consult your supervisor; you may be instructed to add your copy directly to Hamnet instead of creating an OCLC record
  • Search OCLC. Most searches turn up multiple master records.
  • If you find an OCLC record for the bibliographical entity in the same record format being cataloged (e.g., book, graphic, map, &c.; see more about record format below) and with the same language of description:
    • select the master record fitting the resource that has the most number of holdings attached; this will often mean bypassing better-looking records
    • save to local save file (F4) and start editing the record directly
  • If a record for the bibliographic entity with same aspect is not found in OCLC (beward of records for reproductions):
    • derive a "new master record" from an existing master or IR
    • you may derive from any master or institutional record
    • or bring up a template: Cataloging -> Create -> Single Record -> {Proper Format}
  • Control headings
    • In the event of subfield substitution, or moving punctuation, as the result of controlling headings, please refer to OCLC's troubleshooting page for workaround solutions
  • Validate the OCLC master record
    • Shift-F5, or Edit, Validate
    • In the boxes at the bottom of the OCLC screen, one is labelled "Validate." A successful validation will cause a 'C' to appear, while an unsuccessful one will cause an 'F' to appear.
  • When finished with the record, save to WorldCat:
    • replace master record if possible and appropriate: Action -> Replace Update and Add Institution record
    • otherwise, add IR: Action -> Update and Add Institution Record
  • Export the IR to Hamnet (F5)
  • Delete any copy-specific fields from master record: 246's, 583's, 7xx's, &c.
  • Delete save record from save file

Miscellaneous functions

  • To set the status on OCLC records, use the shortcut Ctrl-Shift-S.

Record format

If you find a record for the same bibliographical entity being cataloged, but it's the wrong record format (for example, you're cataloging a printed graphic with text and you find a record in the book format), see below. (Pasted from the OCLC input standards):

  • A record cataloged on an incorrect workform does not justify a new record. Edit the record for local use and report Type code errors to OCLC so the master record can be changed. See also chapter 5, " Quality Assurance," about reporting Type code changes and Type code editing capabilities.
  • BLvl (Bibliographic Level) codes can be corrected. If a serial has been incorrectly cataloged on a wrong material workform, or vice versa, do not create a new record. Report the error to OCLC.
  • Do not create a new record because you disagree about the choice of predominant material (e.g., a set of slides with book vs. a book with set of slides). Use of field 006 allows multiple aspects of an item to be accessible. See 006 Introduction—Additional Material Characteristics.
  • The coding of certain multiple characteristics of an item can be incorporated into a single record. For instance, nonprint serials should be cataloged using the appropriate nonprint format. Duplicate records for nonprint serials on Serials format are not permitted. See Type (Type of Record) when you are uncertain about the choice of predominant material.
  • If you disagree with the choice of format of an existing record, use the existing record and add 006 coding for the additional characteristics.

Parallel records

  • Create a parallel master record if:
    • 040 has a ǂb language code (absence of ǂb defaults to English as the language of the cataloging agency), or
    • the GMD, non-quoted notes, and designations used in the 300 field are not in English, even though the 040 has no language code in the 040 (thereby assuming English), or
    • the 040 has a ǂb language code, even though the GMD, non-quoted notes, and designations used in the 300 field are in English
  • Use (and update, if possible) an existing master record if
    • A cataloging record exists in English (=no language code in field 040) but is cataloged using a different format

Troubleshooting

Locked records

  • If you get the “This record is in use by another user” message and the record isn’t in use by someone else: close Connexion, turn off your computer for a minute or more, re-boot, and re-try.
  • If that doesn't work, make sure no one else is in the file, go to the “Local File Manger” and “Compact/Repair” the save file.
  • If that doesn’t fix it, try having someone else “Compact/Repair” it from their account.
  • If that fails, use the OCLC help button. They may be able to recover the corrupted files.
  • Or, if you're feeling optimistic and techie and don't want to bother OCLC staff:
  1. Rename your current save file by adding today’s date to the end of the name in the form yyyymmdd
  2. Move it into “I:\Connexion\LocalSaveFiles\Compact-repair failures of the past” in order to get it out of the pick lists
  3. Copy the relevant .bac file
  4. Make it the new “current” save file by removing “.bac” from the filename
  5. Compact/repair the new save file
  6. Try to get back into the formerly-locked record in the new save file
  • If optimistic/techie technique doesn't work, go back to the OCLC help button.

Minimized Connexion tab won't open

Occasionally, the Connexion tab will not re-open from a minimized state; this is a known issue.

  • Press the Ctrl+Print Scrn buttons on your keyboard, and try again
  • Start Task Manager > Connexion > Switch to

See also