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WorldShare Record Manager release notes, July 2018

Release Date: July 28, 2018

 Note: The following functionality appeared in the Record Manager application on 28 July 2018. The full availability was installed as part of the 29 September 2018 release.

 

Introduction

 

This release of WorldShare Record Manager provides new features for creating and working with Library of Congress and Canadiana Name Authorities in French authority records.

These features include:

  • Canadiana Name Authorities in French is now available
  • Set new preference for MARC organization code
  • Add and maintain authority records for Library of Congress and Canadiana Name Authorities in French
  • Delete and supersede Canadiana Name Authorities in French records
  • Take actions on authority records in Saved—In Progress File
  • Link authority records

New features and enhancements

Canadiana Name Authorities in French is now available

Canadiana Name Authorities in French has been added to the list of available authority files, as well as the Canadiana Name Authorities in French history file.
 Note: History file functionality for LC, which was released in March 2018, works the same for Canadiana Name Authorities in French.

The following new scopes have been added to the dropdown for authority records:

  • Canadiana
  • Canadiana – Browse
  • Canadiana History File
  • Canadiana History File - Browse

record-manager-rn-20180728-1.png

The file is editable by users/institutions with appropriate MARC organization code(s) and appropriate roles and permissions.

All authority editor functionality is available, including controlling and deleting (see below).

Set new preference for MARC organization code

Under Working with Records > Authority Records, there is a new preference for the default MARC organization code.

Having a MARC organization code is a prerequisite for being able to create/maintain authority records. The list of codes is pulled in automatically for each institution.

record-manager-rn-20180728-2.png

If there is only one organization code, it displays as read-only. If there is more than one option, you can select a code from the drop-down list and set as the default.

If there is no code, you cannot create authority records.

Add and maintain authority records for LC and Canadiana Name Authorities in French

You can create a new authority record from a new record template and derive from an existing record.

Create from template

There are three authority record templates available for record creation:

  • Names
  • Series Title
  • Geographic Name

record-manager-rn-20180728-3.png

 Note:

  • The authority record templates are more generic than templates used in Connexion.
  • The ability to create an authority record requires that a MARC organization code exists for your institution.
    • If there is only one organization code, it displays as read-only.
    • If there is more than one option, you can select a code from the drop-down list and set as the default.
    • If there is no code, you cannot create authority records.

Click Create to see the selected template.

record-manager-rn-20180728-4.png

 Note: The 040 field is read-only as all subfields are populated automatically. Tags that display as #|| (e.g., 1||) are placeholders and need to be adjusted to whole numbers (e.g., 100, 110, 111).

Derive from existing authority record

There are three ways to derive an authority record:

  • Derive from an authority record
  • Derive from a list
  • Derive from a Saved—In Progress record

To derive from an existing authority record, select Derive Authority Record from the Record menu in an authority record display.

record-manager-rn-20180728-5.png

To derive a new record from Search results, click Derive in the Action column.

record-manager-rn-20180728-6.png

After a template has been populated, options under the Save menu apply (options are enabled if appropriate, disabled if they are not).

record-manager-rn-20180728-7.png

When you add the record, it is validated automatically (formal validation as well as duplicate detection).

The screenshot below shows an LC record that cannot be added because a duplicate record has been detected.

record-manager-rn-20180728-8.png

Record actions on Authority Records

record-manager-rn-20180728-9.png

The checkboxes allow you to select fields to copy/paste. The arrows allow you to move fields up or down.

Edit options for authority records

record-manager-rn-20180728-10.png

Display of lock status on full authority record view
 Note: LC records with a status of "Queued for Contribution" can be edited until the distribution file is cut.

record-manager-rn-20180728-11.png

Delete and supersede Canadiana Name Authorities in French records

Canadiana Name Authorities in French records can be deleted in two ways:

  • Straight delete of a Canadiana Name Authorities in French record
  • Delete a Canadiana Name Authorities in French record and supersede it with another Canadiana Name Authorities in French record

 Note: Only users with Canadiana Name Authorities in French roles can delete Canadiana Name Authorities in French records.

Delete a Canadiana Name Authorities in French record

In order to delete a Canadiana Name Authorities in French record, view the selected record and select Delete from the Record menu.

record-manager-rn-20180728-12.png

You will be prompted with a dialog asking you to confirm or cancel the deletion of the record. If you confirm and delete the record will be deleted and added to the Canadiana History File.

Delete and supersede a Canadiana Name Authorities in French record

In order to delete a Canadiana Name Authorities in French record and supersede it with another one (e.g., because you detected duplicate records and want to remove the duplicate), view the record you want to delete and select Supersede > Mark for Deletion from the Record menu.

record-manager-rn-20180728-13.png

The record is added to the delete buffer.

Next, view the record you want to supersede the record you have selected for deletion and select Supersede > Retain from the Record menu.

record-manager-rn-20180728-14.png

You will be prompted with a dialog showing you both records, the one to-be-deleted as well as the one to-be-retained.

In case you are working with multiple MARC organization codes you can choose one, if you only have one code it displays as read-only.

record-manager-rn-20180728-15.png

You can either confirm the workflow by clicking Delete and Supersede or cancel it.

If you confirm and delete the record to-be-deleted will be deleted and added to the Canadiana Name Authorities in French history file where a 682 field is added containing the 001 of the record that supersedes it.

The index for searching superseding control numbers in the authority history file is "Superseded By Control Number" (xs:).

Take actions on authority records in Saved—In Progress File

A Saved—In Progress File is available for those authority files that are editable.

When creating a new authority record or editing an existing one, you can now save the work that you have done before adding or updating the record in in the authority file.

Search the authority Saved—In Progress File: select data type “Authority Records” and scope to “Saved – In Progress”.

record-manager-rn-20180728-16.png

Some indexes don’t require inputting a search term but offer either a list of values to pick from (e.g., Workflow Status” or bring up the corresponding records right away, e.g., “Submitted for Review to My Institution").

Here's a results list of records that have been submitted to my institution:

record-manager-rn-20180728-17.png

Add a record to the Saved—In Progress File:

record-manager-rn-20180728-18.png

The Saved—In Progress File for Library of Congress authority records is shared with Connexion.

record-manager-rn-20180728-19.png

Most edit and record actions are the same as for the master authority record.

record-manager-rn-20180728-20.png

There's a specific "Submit for review" workflow that allows libraries to ask other libraries to review certain authority records:

record-manager-rn-20180728-21.png

A record can be submitted for review to one or multiple institutions. The record that my own institution has submitted for review to other libraries can also be recalled from submittal. 

Link authority records

Catalogers link authority records to:

  • Visualize relationships between records in one or across databases
  • Be able to navigate between authority records

Record Manager supports:

  • See Also Links (5xx fields)
    • Links records within the same authority file
  • See Equivalency Links (7xx fields)
    • Links records across difference authority files to express the equivalency
    • Currently supported only for LC and Canadiana Name Authorities in French

Add a See Also Link (5xx fields)

Find an authority record and put it into the copy buffer by clicking Copy Authority Data.

record-manager-rn-20180728-22.png

Then find the authority record (in the same authority file) where you want to insert the See Also Link and select Insert See Also Link from the Edit menu.

record-manager-rn-20180728-23.png

A new 5xx field has been added to the record and the heading appears as a clickable link.

record-manager-rn-20180728-24.png

Add a See Equivalency Link (7xx fields)

Find the authority record you want to add an equivalency link to (in the below example it's a Canadiana Name Authorities in French record):

record-manager-rn-20180728-25.png

Then find the record in a different authority file that you want to link as equivalent, in the below example it’s an LC authority record:

record-manager-rn-20180728-26.png

Click Copy Authority Data in the LC record to add it to the copy buffer.

record-manager-rn-20180728-27.png

Then go back to the Canadiana Name Authorities in French record and select Insert Equivalency Link from the Edit menu.

record-manager-rn-20180728-28.png

The 751 field is automatically inserted and the heading displays as a clickable link that can be used to navigate to the equivalent LC record.

record-manager-rn-20180728-29.png

Important links

Pre-release sessions

A Product Insight Session was held July 17, 2018 to help users become familiar with the new features, enhancements and improvements included in this release. The session was recorded and archived for future viewing on the OCLC Community Center.

WorldShare Record Manager Product Insight Session

Date: July 17, 2018

The recording is available here.

Virtual AskQC office hours

Visit AskQC for information about upcoming office hours, previous office hour recordings, and supporting materials.

Support website(s)

Support information for this product and related products can be found at:

Contacts for support for authority work:

  • Contact AskQC@oclc.org if you have questions about authority data.
  • Contact OCLC Support if you have questions about how to use the functionality, what it does, or want to report problems.
  • Contact your NACO Member Trainers if you have questions about specific NACO rules.