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Inputting on OCLC

Abstract:   Basic procedure for inputting bibliographic and authority records on OCLC. Includes information on: elements of the MARC format; control characters and function keys; adding/inserting/deleting characters and fields; reformatting, saving, and retrieving records; inputting authority records and the use of macros.

Elements of the MARC format
Control characters
Function keys
Full screen editing
Replacing characters
Inserting characters
Deleting characters
Adding a variable field
Adding a variable field between two existing fields
Deleting a variable field
Reformatting a record
Save file
Saving a record
Retrieving a record from the Save file
Inputting authority records
Using the macro
Inputting an authority record from a blank workform

Elements of the MARC format

Record: The complete bibliographic information for one item

Field: A specific element of cataloging information, e.g., the title field

Tag: A three digit code assigned to each type of field
                        245 10 Gone with the wind

Indicator: One digit codes which expand on information in tags. Each tag has two indicators which may or may not be defined

Subfield: Used to break fields into smaller elements

Control characters

Every field must start with a start-of-message symbol and end with an end-of-message symbol

                        Start-of-message symbol
                        use [Ctrl] [\] to create this symbol

                        End-of-message symbol
                        use [Ctrl] [Enter] to create this symbol

                        Delimiter sign
                        use [Ctrl] [d] to create this symbol

Function keys

[F10]               SEND- This sends the computer a message. The message is all of the data from the Start-of-Message symbol to the left of the cursor, through all of the data to the right of the cursor to the End-of-Field symbol

                        Use it to send fields

[F11]               End-of-Message Send - This sends the computer a message. The message is all of the data from the Start-of-Message symbol to the left of the cursor, through all of the data through the End-of-Message symbol that it adds at the position of the cursor.

                        Use it with search keys entered in HOME position

[ALT] [F10]     Send Marked Edits- This sends edited fields to the OCLC central system.

Full Screen Editing

The Full Screen Editing capability of the PRISM Service is a feature which allows the user to make all necessary changes to a bibliographic record and to send all the edits at one time.

When Full Screen Edit is turned on, each line you edit will be marked with a reverse video start-of-message symbol. When finished editing a display, use [Alt] [F10] to send the marked fields to the system. In response a message indicating how many fields were edited will be displayed.

Once a group of edited fields has been sent and the system has responded, proceed to the next portion of the record, [F4] to page down, and repeat the process for that part of the record.

Replacing Characters

1. Make sure the terminal is not in insert mode

2. Position cursor over the 1st character to be replaced

3. Type the substitute character(s)

Inserting Characters

1. Position cursor where the new characters are to begin

2. Depress the [Insert] key

3. Type the characters to be inserted (characters already present will be moved to the right)

Deleting Characters

1. Position the cursor over the 1st character to be removed.

2. Press the [Delete] key once for each character to be deleted. As each character is deleted the remaining text will move to the left

Use [F10] to send each edit to the system or use [Alt] [F10] to send all edits to the system before leaving the current page in the record.

Adding a Variable Field

A new field may be entered at any physical position on the screen. The field tag and line number will determine its logical position in the record.

To add a new field between two existing fields, assign a line number that has a decimal value between the line numbers of the existing fields. For example, to add a line between lines 12 and 13, the new line could be given the number 12.5.

Adding a Variable Field Between Two Existing Fields

1. Place the cursor where you want the new field to be

2. Press [INSERT] (See INSert indicator at the bottom of the screen)

3. Press [ENTER] (A blank line will appear above the cursor)

4. Move the cursor to the beginning of the blank line

5. Create a Start-of-Message symbol
              [Ctrl] [\]

6. Type a decimal line number and a space

7. Type the 3-digit MARC tag and a space

8. Type the 1st indicator, followed by the 2nd indicator

9. Enter two spaces. If there are no indicators just space 5 times after the tag.

10. Enter the text of the field and tap [F11]

11. Reformat, [F2], to see the new field appear

Deleting a Variable Field

1. Place the cursor in Home position

2. Enter the line number of the field you want to delete

3. Press [F11]

4. Reformat, [F2], to see that the field has been deleted

Reformatting a record

The Reformat Command instructs the system to re-display the record currently being edited.

When reformatting the system incorporates all changes that have been transmitted to OCLC into the new display. This will include rearranging or renumbering the fields of the record.

To reformat a record, press [F2] at the HOME position

Save File

The SAVE FILE is a temporary online storage area used to store records that require revision and checking.

Each record may be stored for 14 calendar days (authority records - 180 days) plus the day on which the record is saved. Records stored in the SAVE FILE for fourteen calendar days will be deleted at the end of the 14th (180th) day of storage.

Saving a record

1. Display the bibliographic record that you wish to save. At the HOME position, type s and press [F11]

2. The OCLC System responds, "saved under xxxx"

Retrieving a record from the SAVE file

1. Type [/save file no. at home position and press [F11]

Inputting Authority Records

1. Logon
          Double click on "NACO Regular"
          When prompted for password, type in regular and hit enter

2. Re-search your heading to be sure it hasn't been input already. Don't forget to search all of the cross-references.

There are 2 methods of entering headings:

1. If your bibliographic record is already in OCLC and your heading is in the record, go to "Using the Macro".

2. If your bibliographic record is not in OCLC or it is in, but your heading is not present on the record, go to "Inputting a Record."

Using the Macro

1. Call up your bibliographic record in OCLC

2. Place the cursor in the field for which you want to create an authority record

3. Pull down the "tools" menu at the top of the screen

4. Click on "macro"

5. In the lower part of the dialogue box, highlight "AuthWFM"

6. Click on "Run"

7. Do any additional editing as necessary (See above)

8. Validate record. Type val [F11] at the top of the screen

9. If you receive an error message, correct as necessary

10. Print record

11. Save record. Type save [F11]

12. Record save number

Inputting an authority record from a blank workform

1. Type wfan [F11] at the top of the page

2. Fill in the fixed fields in the 2nd and 4th columns (see above)

3. Input the variable fields (see above)

4. Send the fields [ALT] [F10]

5. Validate the record (see above)

6. Print record

7. Save record (see above)