November/December 2005 Page 2 

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Nebraska Library Commission Network Services News

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OCLC News  

OCLC PRODUCT OF THE MONTH: OCLC ILL POLICIES DIRECTORY

SAVE TIME PROCESSING YOUR ILL REQUESTS

OCLC would like to remind you of certain things you should do at least twice per year:

  • change your clock settings when appropriate,
  • check the batteries in your smoke detector,
  • check your library's OCLC ILL Policies Directory entry to be sure address, phone numbers, and ILL policies are up to date!
The OCLC ILL Policies Directory is the Web-based source of lending and copying policies of libraries participating in WorldCat Resource Sharing. These policies are the key to the efficient day-to-day operation of the system-they let other libraries quickly determine if and how an item you hold can be borrowed. Inaccurate or blank policies can "gum up the works" - time is lost when requests are directed to libraries that cannot fill them, causing delays.

To maximize efficiency of the OCLC ILL process, your policies need to be present and accurate in the Directory.

In addition, OCLC is planning a new automated request screening feature for WorldCat Resource Sharing that will depend on the accuracy and completeness of your entry in the ILL Policies Directory.

In the near future, the Policies Directory will become the rules that drive automated resource sharing request screening within the WorldCat Resource Sharing staff view. This screening will take requests for items that cannot be borrowed, per your policy, and move them transparently to another library.

Your library will only receive requests for items you own and lend, so your fill rates as a lender will go up. The automated process means your staff will spend less time reviewing requests, so your turnaround time as a borrower will go down.

How to Update Your ILL Policies Directory Information

There are two ways you can access the ILL Policies Directory to enter your library's information:
  1. You can go straight to the Directory at http://illpolicies.oclc.org.  Log on using your ILL Authorization # and Password.

    OR

  2. You can log on to WorldCat Resource Sharing at http://firstsearch.oclc.org.  and click on the Policies Directory link at the top of the screen. This will launch the Directory in a new browser window.
      Once you are in the Policies Directory, click My Units at the top of the screen to view and edit your own library's records.

Training and Documentation on the ILL Policies Directory

NEBASE held an online training session for the Policies Directory which was recorded and is available online for you to view at your leisure. To view the Policies Directory session, go to the Online Sessions Archive web site at /netserv/training/onlinesessions
/archives.html#policies. The recorded session is viewable from a web browser. You will need a sound card and either earphones or speakers. There is no cost to view this recorded session.

Instructions for entering your information into the ILL Policies Directory can also be found in the reference card, Getting Started with the OCLC ILL Policies Directory, which is available from the Directory web site at http://www.oclc.org/support/documentation/ill/libpolicies/getstart/.

The OCLC ILL Policies Directory Quick Start Tutorial shows what information you'll need to know in advance and guides you through the ILL Policies Directory interface. You can view the PDF at http://www.oclc.org/ill/migration/quickstart_policies.pdf.

In addition, Technical Bulletin 248: OCLC ILL Policies Directory, available at http://www.oclc.org/support/documentation/ill/tb/248/, provides detailed information about the OCLC ILL Policies Directory, including instructions on using the Directory and screen shots.

For assistance with changes to your ILL Policies Directory record, please contact NEBASE, 402-471-3107, 800-307-2665 or email: Christa Burns.

Christa Burns
OCLC Member Services Coordinator
Nebraska Library Commission

 

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WEBJUNCTION UPDATE - RURAL LIBRARIES, GRANTS, SCHOLARSHIPS AND MORE….

Check out these new additions to WebJunction; the online community where library staff meet to share ideas, solve problems and take online courses.

Rural and small libraries
Here is a growing collection of resources that can help the special challenges facing rural and small libraries: http://www.webjunction.org/do/Navigation?category=498.

List of grants and scholarships
This downloadable Excel spreadsheet lists grants and scholarships available in the United States and Canada: http://webjunction.org/do/DisplayContent?id=10895.

BlogJunction
This is WebJunction's new blog that will keep you informed about the many dimensions of WebJunction's services and possibilities: http://webjunction.lishost.org/.

User Reviews in Your Library's OPAC?
Think it might be time to open up your OPAC to patron comments? Join the conversation at WebJunction! Go to: http://webjunction.org/forums/thread.jspa?threadID=2631&tstart=0.

WebJunction Rural Library Sustainability Program
WebJunction's Rural Library Sustainability Program kicked off in September in Santa Fe, New Mexico. Eleven trainers and coordinators from the Round One States (Alabama, Alaska, Illinois, Nebraska, New Mexico, Oklahoma, Virginia, West Virginia) spent two days sharing their unique state cultures and challenges/successes in the area of sustaining their small and rural libraries. Learn more: http://webjunction.org/do/DisplayContent?id=11532.

WebJunction Technology Watch List for Small Libraries
The recently updated Technology Watch for Small Libraries helps steer you through the technology maze. This list, updated quarterly, points out the technologies that will bring your library the most bang for the buck.
Go to: http://webjunction.org/do/DisplayContent?id=7769.

Christa Burns
OCLC Member Services Coordinator
Nebraska Library Commission

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YOU WANT TO DO WHAT?!?

You Want to do What?!? is a new monthly column that will feature tips and hints for using OCLC WorldCat Resource Sharing and OCLC Connexion.

OCLC WORLDCAT RESOURCE SHARING TIP: SEARCHING FOR REQUESTS IN THE REQUEST MANAGER

Enhancements to request searching were installed in WorldCat Resource Sharing on Sunday, October 9. Searching requests in Request Manager can now be accomplished more efficiently using a variety of methods:

  • Keyword
  • Phrase
  • Truncation
  • Exact Match
The searching process varies for different search types. These procedures are outlined in full in the online Help files and in online documentation at: http://www.oclc.org/support/documentation/resourcesharing/using
/searchrequests/default.htm

Please note: this enhancement does not include searching of archived requests as previously announced. Archived request searching will be installed at a later date to be announced as soon as that information becomes available.

OCLC CONNEXION TIP: FIX FOR "RECORD IN USE BY ANOTHER USER"

When trying to access a record in your local save file, you may have encountered the "Record in use by another user" error message. Many times, this means exactly what it says - someone else at your institution is using the record and you cannot open it at the same time. You must simply wait for the other person to close out of the record before you can access it.

However, sometimes this error may come up when you know that no one is using the record. You may be the sole cataloger in your institution, so there is no other person who could be accessing the record. Or, you may have checked with everyone else on your staff and no one is using the record.

This error happens because records can sometimes get corrupted in your local save file. Luckily, OCLC has a built-in function within the Connexion Client to fix this.
  1. To release a locked record, go to File, Local File Manager.
  2. Highlight the file that the corrupted record is in.
  3. Click the Compact/Repair button.
  4. Close the Client when completed.

This quick procedure will unlock your supposedly "in-use" record.

Christa Burns
OCLC Member Services Coordinator
Nebraska Library Commission

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Reference   

NEW OCLC PILOT ENABLES USER CONTRIBUTIONS TO WORLDCAT DATABASE

OCLC has begun a pilot program that enables Web users to add content to authoritative WorldCat records they locate through the Open WorldCat program.

Available under the Details and Reviews tabs in the Open WorldCat interface, the pilot functionality allows anyone to quickly register and add content such as a table of contents, notes or a review. Open WorldCat users can edit the personal reviews they add to WorldCat records, and may also edit or correct information submitted by others that appears in the tables of contents and notes fields of the records. This pilot will continue into early 2006.

OCLC will first offer this service through the Open WorldCat program and later expand the service to the WorldCat database on the FirstSearch reference service.

Visit http://www.oclc.org/worldcat/open/usercontent/ to learn more about the pilot program.

Christa Burns
OCLC Member Services Coordinator
Nebraska Library Commission
 

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9 NEW TIPS ON FIRSTSEARCH TIPS PAGE ON OCLC WEB SITE

Nine Tips have recently been added to the FirstSearch Tips page on OCLC-Web. These Tips will help you to:

  • Add links to OpenURL servers. Maximize the resources your library already has by adding links on search results screens that lead to OpenURL servers that you designate.
  • Create custom library groups. Limit search results to holdings of libraries in a given geographical area or consortium, or to libraries with whom your patrons have borrowing privileges.
  • Display all libraries. Give your patrons the option to view the holdings of all OCLC member libraries in FirstSearch.
  • Make the FirstSearch search interface look the way you want it to. Display your library logo and image, add your consortium or group name, choose a color palette, and more...
  • Set timeouts. Determine how long FirstSearch waits for a request before automatically ending a session.
  • Set up links to other services. Add links to NetLibrary, JSTOR archives and Infotrieve document delivery.
  • Set up the Resource Sharing interface through FirstSearch. Use OCLC Resource Sharing to handle your ILL requests, display holdings, enter lender strings, and more...
  • Enable the FirstSearch/ILL link. Turn on a link in FirstSearch so your users can submit ILL requests during their search sessions.
  • Customize the ILL Request Form. Choose which fields display on your ILL Request Form. Change field labels to reflect terminology used at your library, include customized notes that display to users....
Please visit the FirstSearch Tips page on OCLC-Web for other helpful hints on getting the most out of FirstSearch and OCLC Resource Sharing.

Christa Burns
OCLC Member Services Coordinator
Nebraska Library Commission

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Resource Sharing  


NEW OCLC WORLDCAT RESOURCE SHARING DOCUMENTATION AVAILABLE

A new quick reference, OCLC WorldCat Resource Sharing: The Basics is now available.

This eight-page document describes the essentials of using OCLC's Resource Sharing system for interlibrary loans. It is geared toward library staff members who perform interlibrary loan functions on an infrequent basis, or who may be new to ILL concepts and procedures.

A section on Setup takes you through the procedure of establishing ILL settings in the FirstSearch administrative module. Other sections cover Logging On to WorldCat Resource Sharing, Borrowing, Lending, Batch Updating, and Printing Requests.

OCLC WorldCat Resource Sharing: The Basics is available online, in both HTML and PDF formats, from the OCLC Web site: http://www.oclc.org/support/documentation
/resourcesharing/using/basicrefcard/default.htm

To request printed copies of this quick reference, please send an email request to orders@oclc.org. When requesting printed copies, ask for product code REF1105.

Peter Insabella
Manager, Product Documentation Content
OCLC

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Cataloging   

CONNEXION CLIENT 1.30 END OF LIFE EXTENDED TO JANUARY 1, 2006

Attention Connexion client 1.30 users:

OCLC previously announced the end of life date for Connexion client version 1.30 as December 1, 2005. Since some client 1.30 users are waiting to upgrade directly to client 1.50, OCLC has extended the 1.30 end of life date to January 1, 2006.

Connexion client 1.50 will be released in late November. At that time, client 1.30 users will receive an upgrade message each time they start the client software. The 1.30 software will continue to work until the end of December. As of January 1, 2006, you will not be able to log on with client 1.30.

Optionally, client 1.30 users can upgrade to 1.40 ahead of the 1.50 release. Client 1.40 will be supported until March 1, 2006. As of March 1, 2006, only Connexion client 1.50 can be used to log on.

To verify your version number, go to the Help menu and select About OCLC Connexion client. For information about client 1.40, please see http://www.oclc.org/connexion/interface/client/enhancements/recent.htm.  For information about the upcoming release of 1.50, please see http://www.oclc.org/connexion/interface/client/enhancements/future.htm.

David Whitehair
Connexion Client Product Manager
OCLC Cataloging and Metadata Services

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CONNEXION CLIENT 1.50 COMING IN NOVEMBER

Attention Connexion client users! Connexion client 1.50 is coming in November, and it is full of enhancements!

With client 1.50, you will be able to:

  • Batch set or delete holdings without having to retrieve the records first
  • Customize the short index list in the search and browse WorldCat dialog
  • View drop-down lists of valid values for fixed field elements
  • Set validation options of none, basic, or full for setting holdings and exporting
  • Export/import records in Unicode 8-bit format
  • Plus a lot more

See the Connexion client future enhancements page at http://www.oclc.org/connexion/interface/client/enhancements/future.htm for more information.

David Whitehair
Connexion Client Product Manager
OCLC Cataloging and Metadata Services

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CONNEXION CLIENT LABEL PATCH

A software patch is now available from the OCLC Web site that addresses some of the label printing problems reported with Connexion client 1.40. Some of you have reported that you could not upgrade to client 1.40 until these problems were addressed, so OCLC has made a special patch available.

See the Labels section of the Connexion client known problems document at http://www.oclc.org/connexion/support/client_known_problems.htm for a list of problems resolved and to download the software patch.

Note that not all label printing problems are resolved with this patch. Additional label changes will be included with client 1.50 in November.

If you are currently using client 1.40, you can install the patch as instructed in known problems. If you are currently using client 1.30, first upgrade to client 1.40 and then install the patch.

Anna M. Sylvester
Cataloging Products Management
OCLC

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CONNEXION CLIENT TIP: USING THE MACRO RECORDER

How to Record

For this example, we will record moving the 082 field (LC assigned Dewey call number) to the 092 field (locally assigned Dewey call number).

1) Search and retrieve a record from WorldCat or your Local Save File. Display the record by double clicking on it. Note: This example will only work if you choose a record with an 082.

2) With your workform displayed, go to Tools à Macros à Manage. If you have not added any of your own macros yet, you will see the default system macros: Dewey and OCLC. These are called "macrobooks".

3) Select New Book from the menu on the right. You will be prompted to name this new book. You can call it "MyMacros", user your own name, or another name of your choice. The important thing to remember is that you need to keep your macros separate from the system-supplied macros. Each time you install a new version of Connexion Client, the Dewey and OCLC macrobooks are overwritten! Another tip to remember: use no spaces when naming your macrobook and naming your macros.

4) After you select New Book and give it a name, select Record. You will be prompted to write a description and name your new macro. Type in "Move call number from 082 to 092" and name it "082to092." After selecting OK, three buttons will appear in the upper left corner of the record - Pause, Resume and Stop. You are now recording!

5) Go to the 082 field, highlight the call number and copy it by hitting <Ctrl>C or Edit à Copy.

7) Now hit Enter with your cursor anywhere in the 082 field. This should insert a new blank field.

8) Type in 092 to define the tag, tab over twice to the field and paste the information you copied from the 082 field by hitting <Ctrl>V or Edit à Paste.

9) Look for the macro recorder buttons in the upper left corner of your screen and hit the red square stop button.

10) Now you can go back to Tools à Macros à Manage to run your recorded macro. Highlight your macro named 082to092 and select Run. If you want to see the script behind your action, highlight the macro 082to092 and select Edit.

Assign shortcut key or user tool to this macro

You can also assign this individual macro to a shortcut key or user tool for quick execution.

To assign this macro to a shortcut key, follow these instructions:

A. Go to Tools à Keymaps.

B. In the Display Command by Category box, select the Macro radial button.

C. In the Macros box on the left, click on the plus sign in front of the macrobook you created. Then select the 082to092 macro by clicking on it once.

D. In the Press New Shortcut Key box type in your shortcut. An example would be Alt G.

E. Click Assign from the buttons on the right. If you see a message display underneath the Shortcut Key Assigned To section, then the shortcut you selected is already assigned to another action. Keep trying different shortcut keys until you find one that is free. Click OK. You can now bring up the Macro dialog box by using your shortcut key!

To assign the macro to a user tool, follow these instructions:

A. Select from the Connexion Client Menu Tools à UserTools à Assign. In the Display Commands for Category box, select the Macro radial button. In the Macros box on the left, select your 082to092 macro. To the right, under Select New User Tool, select a user tool number 1-10. Click Assign and then Click Close.

B. Drag your user tool from the Toolbar Editor and place it on your icons toolbar. To do this, go to Tools à Toolbar Editor. Scroll down until you see the blue numbered user tools. Select the user tool to which you assigned your macro. Click and drag this user tool to your icon toolbar. Now you can run your macro by just selecting the user tool button!

MINITEX Bibliographic & Technical Services Unit (BATS)
Fall 2005 [edited]

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CONNEXION HOST CHANGES INSTALLED

On October 2, OCLC installed the following changes to the Connexion host.

Problems replacing records that have 007s resolved - Previously if you replaced bibliographic records that have 007s, you got an error message, "Not authorized to replace record," even if you had the appropriate authorization level. This problem has been resolved for both the Connexion browser and client interfaces.

Connexion client offline validation errors for 049 with special characters resolved - Previously, when the 049 holding library code included some special characters such as the greater than symbol (>) and the ampersand (&), Connexion client 1.40 offline validation failed with an error message saying that the 049 is too short. This problem has been resolved.

Connexion client, imported OCLC records, delete holdings - When you import OCLC records (for example, records received from the PromptCat service), you cannot delete holdings initially. Imported OCLC records do not indicate whether the item is Held or Not Held by your library. Therefore, you cannot take the Delete Holdings action on an imported record. However, now when logged on you can validate imported records to update the holdings information and then use the Delete Holdings command.

Connexion client, Control All command, problems resolved with paired fields - Previously, when bibliographic records contained paired fields for non-Latin script data and corresponding romanized data, the Control All action (Edit, Control Headings, All or <Shift><F11>) incorrectly deleted the romanized field or deleted the indicator values on the romanized field. This problem has been resolved.

David Whitehair
Connexion Client Product Manager
OCLC Cataloging and Metadata Services

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OCLC UNION LIST MIGRATION TO CONNEXION

As most if not all of you should have heard by now, OCLC Union Listing using Passport software will be migrating to the Connexion browser interface, and incorporated as "Local Holdings Maintenance" using the MARC Format for Holdings Data (MFHD). The release date for this functionality is now officially February 19, 2006. OCLC's web site will be updated with this and other detailed information about the migration within the next few weeks, but because there have been many recent questions we are providing an updated summary of the plans below.

SULOP: The current SULOP (Serials Union List Offline Products) will be decommissioned with the December 1 production run. Off-cycle runs can be requested until October 24; contact NEBASE for more information. OCLC is considering the options below as future possibilities for SULOP-type replacement products. We have no implementation date for these replacements; it is highly likely there will be a period of several months before any of them are implemented.

  • MFHD file output: This machine-readable file would be suitable for loading into a library's local system, online serials check-in module, or other utility. It would not be readable by humans, but designed for data transfer only.

  • Printable file of holdings records: Format to be defined.

  • An Online Union Lists [of Serials, or other format(s)] service: This service could replace or supplant the need for Union List groups to purchase a consolidated machine-readable file of their members' holdings for mounting on a shared server or loading onto a shared OPAC platform.
In addition, OCLC will continue to work to incorporate this local holdings data into other OCLC products and services, e.g., the Collection Analysis service http://www.oclc.org/collectionanalysis.

MARC Format for Holdings Data (MFHD): The current Union List Local Data Record database will be converted to the MARC Format for Holdings Data (MFHD). There will be no charge to convert this data (we have received several questions about this). Detailed information about OCLC's implementation of MFHD will be covered in training, tutorials, and documentation (see below).

Pricing: Each library performing holdings maintenance for itself or on behalf of other libraries in an agent relationship will be required to have either a cataloging subscription or a resource sharing subscription. Contact NEBASE for more information if you are not currently on one of these subscription pricing options.

Training: NEBASE will schedule training sessions after the migration has been successfully completed.  An OCLC tutorial covering full local holdings maintenance functionality in Connexion will be available at the time of release (or possibly shortly before).

Documentation: Online Help screens will be provided, as well as field tag links to OCLC-MFHD guidelines and interpretations. A Quick Reference Guide will also be provided near the time of release.

Authorizations: Your current union listing authorization will be automatically converted to a cataloging authorization which will include the capability to perform local holdings maintenance; there will be no need to request a new authorization and password.

System downtime at conversion/implementation: It is likely that there may be a period of a few days between the shutdown of Passport for Union Listing and implementation of Local Holdings Maintenance in Connexion, in order to convert data, authorizations, etc. Additional information will be provided as plans and dates are finalized.

Cathy Kellum
Product Manager
OCLC WorldCat Resource Sharing Services

Myrtle Myers
Product Manager
OCLC Holdings and Local Data

 
                
  

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N³ (Ncubed) Newsletter is published bimonthly by the Nebraska Library Commission Network Services team. It is the intent of Network Services to promote and support libraries in their cooperative efforts to share resources and information. Circulation: 600. Published on PC software. Editor: Shannon Behrhorst. Word Processing: Jeannette Powell. ISSN 1082-4383 Send mail to: N³ Editor Nebraska Library Commission, The Atrium, 1200 N St., Suite 120, Lincoln, NE, 68508 Phone: 402-471-4031 or 800-307-2665 Fax: 402-471-2083 E-mail: Shannon Behrhorst Home Page: /netserv/netserv.html.

 


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