Cataloging Tip: CONNEXION to Aleph

 

CONNEXION Client Quick List

 

1. Toolbar > Options > Export > Create

            Folder on your PC with name you can remember, or ConvertIn

            When it asks:

2. Do you want to be prompted for a filename each time you first perform an export

Answer: “yes” to verify your records will go to the right file. Note: It only asks for the first record

            Apply   

            Close

 

3. Create/apply constant data for 035 (UND - "OCLC 035")

>035    0028240707

>035    ocm28240707

            Note: OCLC will not permit 035 9 before export; it must be added in Aleph

 

4. Export

For Acquisitions:

Apply constant data [Ctrl A]

Copy OCLC number

Paste in each 035 field – remove preceding space

Click Export

 

For Cataloging:

Edit record:

049

validate (can set browser to be automatic)

control headings - Shift F11, check series and names that don't control – UND policy

Apply constant data [Ctrl A]

Copy OCLC number

Paste in each 035 field – check spacing

Update holdings

Click Export

 

5. Two methods:

One record at a time

Go to ALEPH steps and complete record

Go to Explore (right click Start button)

Find folder where OCLC is set to export to

Delete file

 

Multiple records 

Go to Explore (right click Start button)

Find folder where OCLC is set to export to

Rename each record

Before starting a new cataloging session, delete all files in the folder

 

Note: OCLC CONNEXION Client export defaults to appending multiple bibs to one file.

If you forget to manage the file names, it will add two bibs or two files together

You can create a new notepad document by finding the double boxes at the end of the first record and copying the next record to a new file name.

Then remove the extra bib(s) from the first file.

 

 

ALEPH

 

Cataloging module

1. Under Edit node (paper and pencil), select: Import Records

 

2. Two boxes

[1st box] Click […] to find folder with saved bib records ( [ConvertIn] is default )

[2nd box] Use option: 2709 OCLC Conversion

Click Convert

3. Click Edit

 

If the record was totally controlled in OCLC, it is likely that most of errors can be dealt with. Typical messages that can be resolved to complete the record are:

 

4. Save to server

5. Use Edit - Record's Triggers - to identify problems. Supervisors/reviewers will review and correct if necessary.**  See: http://www.und.nodak.edu/dept/library/Departments/abc/triggers.htm

6. Create/Edit first item.* If created by a batch load or in Acquisitions Orders for monographs, there will be one default item record that will likely need editing. Once "Loader" processes are running, there may also be a default HOL record.

7. Go to HOL tab and Create/Edit HOL

8. For analytics, add LKR ANA to the individual title.  Since the ANA will create both up and down, you create the ANA LKR on the analytic with the $b being the main entry sysno. Since you will usually being working on the analytics, you will usually being creating the "up" link via your ANA to the main entry.

Fields to use:

$a ANA

$b 000123456 (Aleph BIB SYS number)

$l ODN01

$n Series title (correct form)

$m Individual work title

 

 

Vol. and year can be included in the LKR ANA

 

$a ANA

$b 000885603

$l ODN01

$n Workforce.

$m Workforce management. Vendor directory

$y 2003

$v 82

$i 11

 

 

*Create Items and HOL

          See also: http://www.und.nodak.edu/dept/library/Departments/abc/MARC21HoldingsCheatSheet.htm

Single monographs – use only for things in 1 volume; all others see below

  1. Use Find to search for either the SYS number or the OC number. Use Aleph Own field UND
  2. Make sure the bib that displays in the bottom pane is the right bib
  3. In the lower right of the bottom pane, click Items
  4. At the top right of the top pane, click New
  5. Enter appropriate data: On tab 2 -barcode, sublibrary, collection, copy, material type, item status, processing. On tab 3 – item statistics.
  6. Click refresh to look for errors
  7. Add
  8. Click HOL links
  9. Select Create new – this create a HOL record from the item data you entered. If $a NdU, Sublibrary, Collection or Call number are wrong or missing, they must be fixed on the HOL record – it will update the items linked to it
  10. Click Link – this will add the call number from the HOL. Make sure the HOL 852 has the correct first indicator for your type of call number. This will also appear in the small box after Call no. type/call no. on the workform
  11. If you need to review the HOL that was created correctly, click Edit
  12. NOTE: the LDR 06 must be “x”
  13. Conversion generated HOL records often miss

a)      008/22-24 “  “ is not a valid language code - used the same as bibs

b)      LDR/17 invalid value u – should be usually 2 for books and 4 for serials, but if you use an 866 only it is 3

 

 

Multi-part monographs

  1. Begin as for Single monographs.
  2. First create the first item, create the HOL, THEN create additional items.
  3. LDR 06 must be entered as “v”. Migrated HOL records need to be edited
  4. When you click New to create the subsequent items, make sure the HOL number is in Hol. Link.
  5. Refresh to bring in the call number from the HOL record
  6. Tab 2 must have the Description filled in with holdings according to NISO and MARC21 Standards following NISO formatting for punctuation. This will be copied into Description on tab 4
  7. Tab 5 usually has only enumeration – just the numbers
  8. For complex holdings, including things like “teacher’s guide”, an 866 is to added to the HOL

 

Serials

  1. LDR 06 must be entered as “y”
  2. Must use 853/853X and tab 5  or 866/7/8 for textual holdings or both
  3. Refer to other serials instructions, Cataloging Tip: Holdings/Description and email on Prediction Setup for Titles with Harvard Data

 

** Supervisors/reviewers will need to: