Tech Notes for Catalogers

Two significant new enhancements to Classification Web:

(1) The classification schedules and tables databases are now being updated daily instead of weekly. This means that newly approved or changed classification numbers will appear in Class Web within twenty four hours after they have been entered in the official Library of Congress production database. Class Web now provides the most up-to-the-minute access to LC classification data available anywhere. The LC subject headings database and the various LC Classification/LC Subject Heading/Dewey correlations databases continue to be updated weekly.

(2) A recent upgrade to the software that supports Class Web enables the display of non-Roman characters. The LC Cataloging Policy and Support Office has undertaken several projects to add non-Roman characters to classification captions that are proper names. The first of these projects, for Buddhist sacred literature, has been completed. Chinese characters are now displayed after their Romanized counterparts for most captions in the range of BQ1100-3340. Similar projects are now underway to add Chinese characters to individual authors established in subclass PL and to Chinese legal sources and place names established in subclasses KNN and KNQ. These projects are expected to be completed within the next several months.

Source: 27 Apr 2006 posting to the Classweb-Announce list by Paul G. Weiss, Library of Congress, Cataloging Policy and Support Office

An InfoByte re OCLC

OCLC's new ORACLE database structure does not store data as "MARC records" any more. A MARC record (or a Dublin Core record, or an XML record, or any other format) is now created on the fly from the information stored in the Oracle database for output purposes--it's a much more flexible approach than storing everything as MARC format.

Recent Enhancements to Connexion Client as of 1.5 Release (Nov 28 2005)

Searching Enhancements

Limit WorldCat searches by Material Type using drop-down list of values
In the Search WorldCat dialog, limit your search by Material Type such as biography, CD audio, DVD video, and fiction using a short list of 10 pre-selected material types or a complete list of over 100 types. Or customize the short list by adding, removing, or changing the order of material types.

Customize short index list in Search and Browse WorldCat dialogs
In the Search WorldCat and Browse WorldCat dialogs, select the customize button to customize the short drop-down list of indexes. Add, remove, or change the order of indexes. In the Browse WorldCat dialog, "Title phrase (ti=)" has been added to the full index list.

WorldCat truncated lists
WorldCat truncated lists are displayed by default for searches that result in 6-100 matches. The truncated list now shows whether the item is held by your library. Optionally, click the right-mouse button and select List Settings to add columns to the truncated list to display the total number of holdings on the record and the OCLC control number.

Editing Enhancements

Spell Check
Verify English language spelling in bibliographic and authority records. Choose between Canada, Great Britain, and United States English dictionaries. Customize the user dictionary, and specify fields to check and subfields to exclude. Set up the spell check options under Tools, Options, Spelling; run the spell check using the menu Tools, Check Spelling (default keystroke ).

Fixed field elements
View drop-down lists for valid values for each fixed field element, similar to what was previously available in CatME. Optionally, turn off this feature by unselecting "Use dropdowns for fixed fields" under Tools, Options, Record Display. Note: when the fixed field list display is on, some keyboard navigation techniques change. and move the cursor up and down in the current fixed field list only, not up and down line by line.

Populate fields from other records
Automatically add linking field data by entering tag 760-787 and an OCLC control number. Select Edit, Insert from Cited Record to derive the data from the OCLC record you enter. The client populates the field for you. This functionality was formerly available in the Connexion browser interface only.

Text strings
Apply text strings to records that include complete fields or multiple fields, and the cursor is left at the end of the string so you can continue typing additional data.

User Tools definition
User Tools 1-10 can be assigned to characters, macros, or text strings. They can be accessed from the Tools, User Tools menu or from the 1-10 buttons on the toolbar. New with client 1.50, view a default description of the user tool that shows on the Tools, User Tools menu list and in the pop-up tool tip on the toolbar. Or customize the description in Tools, User Tools, Assign, Modify Description.

Miscellaneous Enhancements

Set validation options
Customize the validation level used for setting holdings on existing WorldCat records and for exporting bibliographic and authority records. Choose among three levels -- none, basic, full -- under Tools, Options, General, Validation Options. The default option is "none."

Define Start-up action
Define an action to be completed each time you open the client software. Some examples include Logon, Logon + Search WorldCat, or Search Local File (bibliographic). If the selection includes logon, the client logs you on using your default authorization number and password. Specify a start-up action under Tools, Options, Startup Options. Or, continue to specify a macro to run automatically at startup.

Unicode export and import options
Export bibliographic and authority records in the Unicode 8-bit environment. Or, continue to export in the MARC-8 format as with previous versions of the client. Choose the option under Tools, Options, Export.
Note: the following local system vendors have successfully tested the UTF-8 Unicode export option:
aVista and Learning Access ILS
Isacsoft/PortFolio 6.1
Mandarin Oasis®
Marcive, Inc.
Polaris Library Systems
SirsiDynix Corinthian, Horizon 8.0, and Unicorn GL3.1
Virtua
Import files of bibliographic and authority records in the Unicode format into the online or local save file. Or, continue to import MARC-8 format files as with previous versions of the client. Select File, Import, Options to specify the format.

Access OCLC Usage Statistics
Launch OCLC Usage Statistics from the Connexion client to view statistics describing your use of Connexion. The client opens your browser and automatically logs you on to the statistics page using your default authorization number and password. OCLC Usage Statistics are available to all Connexion users at no charge; they are provided automatically without needing a subscription.

Batch and Offline Enhancements

Batch set or delete holdings without having to retrieve the records first
Enter or import a list of OCLC control numbers and specify to Update Holdings, Produce and Update Holdings, or Delete Holdings using menu item Batch, Holdings by OCLC Number. Run the batch to set or delete holdings based on the control number without downloading the records before taking the actions. Specify whether holdings should be set on records your library already holds. View a report summarizing the batch.

Apply constant data automatically to records downloaded via batch searching
Optionally, apply your default constant data record to all records downloaded via batch searching, similar to the option to assign a My Status value to all downloaded records. Set this option under Batch, Process Batch, Search Options.

Offline Validation
Validate records when working offline. Offline validation verifies all data in the record, as is done with online validation. Previously with CatME, CJK, and Arabic software, the offline validation was a small subset of the full validation process, so some records passed offline validation and then failed online validation. You do not need to be logged on to Connexion to do this validation; however, your workstation must have access to the Internet.

Local File Sort
Sort the bibliographic local file by call number, and view the call number in the local file list.
When sorting the bibliographic local file by title, ignore initial characters based on the 245 filing indicator.
Note: records saved with previous versions of the client do not have these changes until they are re-indexed. To re-index a local file, go to File, Local File Manager, and select Compact/Repair. You must change the file to be your default local file to re-index the data.

Local accessions list
Print records in "accessions list" format to create lists of your newly cataloged items. Sort a local file list in the order you want to print the entries in the accessions list, select the records, and print the list to a printer or to an HTML file. Sort options include call number, control number, date/time added to file, name, save file number, title, or any column in the local file list. Set up the accessions list options under Tools, Options, Printing; print the accessions list using the menu File, Print Accessions List.

Batch searching and processing enhancements
When entering batch search keys, specify a default index label to be used with searches entered or imported. Select the default index in the Batch Search Keys dialog.
When batch searching, specify a My Status value to be added to all records downloaded to the local file. Specify the My Status value under View, Batch Process.

Anomalies in Authority File browse results: misleading subfield codes

Occasionally, a heading appears in browse results with a subfield code that is misleading. However, when you view the record, the subfield code that appears in the results list is not present in the record.

An example of this is browsing the LCSH index for the heading Noah's Ark. In the root index, the heading is presented as $t Noah's Ark; however, when you view the record, the heading Noah's Ark appears in $a, not $t. There is only a single subject authority record for Noah's ark, in which the heading appears only in $a (LCCN sh 85092133). But the text Noah's ark appears in $t in 9 other authority records.

This is a known side effect of storing the data required to support displaying subfield delimiters and codes in the root and expanded index lists.

To optimize data storage and retrieval, the system indexes all instances of a given heading phrase as a single index entry. The index contains the text of each unique heading only once; the stored text includes the subfield value associated with the first occurrence of a heading encountered during indexing.

This means that the heading and subfield value represented in the index may not reflect the subfield in which particular instances of the heading appear in authority records. The browse results (root or expanded index list) show the heading as stored in the index. However, for each occurrence of the same heading, the index includes data needed to retrieve the correct record for the user's query.

In the case of Noah's ark, the first instance of the phrase Noah's ark was encountered in $t. Therefore, that subfield code appears with the heading text in the Root Index list, but the system retrieves the correct authority record for the LCSH browse query, with the heading in $a.

Source: OCLC Connexion Documentation : Search Authority Files

Connexion sorts words that include diacritics out of order in WorldCat search results.

When WorldCat search results include words with diacritics, the records sort out of sequence with words that do not have diacritics, whether you use the client or the browser interface.

Examples:

• A personal name keyword search for lutz, m* returns Lutz, Madeleine, Lütz, Manfred, and Lutz, Marcel, but Lütz, Manfred incorrectly appears first in the sequence.
• A personal name derived search for lutz,m, results in the following order of records retrieved: Lutzki, Moses, Lutzky, M., Lutzky, Morton, Lütze, Max, Lützeler, Marga.
  

Workarounds:

• In the client only, you can click the column heading in the list to re-sort, although the re-sort is not always 100% correct
• In the client or browser, browse (scan an index) for the term instead–Connexion normalizes the headings by removing the diacritics, so the results display correctly.
  

Source: OCLC Connexion Client Known Problems; added to the problem list 22 Aug 2005.

Pasting in browse terms that contain diacritics to browse the LC authority file may prevent Connexion from normalizing results correctly. In the client only, if you paste terms that contain diacritics into the client from another program or file to browse the LC names and subjects authority file, Connexion may not be able to normalize the results correctly.

Source: OCLC Connexion Client Known Problems; added to the problem list 22 Aug 2005.

Whether to retain or omit a comma in a browse term for the LC names and subjects authority file depends on the index you browse.

• Retain a comma in a term you use to browse the LC authority file only when you browse the personal name index and the topical index.
• Exclude a comma from a term when you browse the LCSH index.
  

Example: Browse for authors, english in the topicals index. Browse for authors english in the LCSH index.

Source: OCLC Connexion Client Known Problems; added to the problem list 22 Aug 2005.

The following was originally posted on the UNMUL CSD's Catablog on Monday, 3 May 2004.

OCLC Interim Support for ISBN-13

A new international standard is expanding the current 10-digit ISBN to a 13-digit ISBN. The new ISBN will consist of 13 digits: the 3-digit prefix that identifies the book industry (currently 978), followed by the core 9-digit number and the recalculated check digit that validates the internal integrity of the whole number. As such, it will also be identical to the EAN 'Bookland' 13-digit code that already appears encoded in the bar code printed on the back of the book.

While the official date for moving to this new standard is January 1, 2007, some publishers expect to begin printing both the current 10- and the new 13-digit ISBNs in materials later this year. This will allow them to transition more easily to the new ISBN-13.

For further details on the ISBN-13 implementation, please see: ISBN Standard Revision

The Library of Congress expects to begin recording ISBN-13 numbers in LC records on October 1, 2004.

Because OCLC is in the process of moving to a new system/database platform, and because this implementation will not be complete by October, OCLC will adopt the following interim support for ISBN-13 numbers in WorldCat. This will allow OCLC to focus on completing the migration to the new platform without having to retrofit systems that will soon be retired.

Online input:

• For original records, OCLC libraries should input ISBN-13 numbers into an EAN field (024, first indicator '3') rather than inputting into the ISBN field (020).
  
• OCLC libraries should NOT input ISBN-13 numbers in an 020 field. If libraries do enter the 13-digit ISBN in an 020 field, validation will move the number to $z indicating that it is an invalid ISBN. Such numbers will not be indexed and retrieved as the user might expect.
  
• For copy cataloging that contains an ISBN-13 on the piece but not on the record being edited, users with full-level or higher authorization may add the ISBN-13 numbers into an EAN field (024, first indicator '3') as a database enrichment using system lock and replace capabilities.
  

Records loaded into WorldCat from the Library of Congress and our other trading partners:

• OCLC will convert a 13-digit number appearing in field 020 subfield $a to an EAN (field 024, first indicator '3').
  
• If the record contains a 13-digit ISBN without a corresponding 10-digit ISBN, OCLC will convert a 13-digit ISBN beginning with 978 to a 10-digit ISBN, modifying the check digit along the way, as well as convert to an EAN as indicated above.
  

Searching:

• No indexing/searching changes will be implemented at this time. Libraries can search for ISBN-13 numbers using the "Standard Number" index, which covers both the 020 $z and the 024 fields.
  
• ISBN-13 numbers will not be retrievable using the ISBN index during this interim period.
  
• After OCLC completes the implementation of our new system/database platform, we will add support for the ISBN-13 numbers in the 020 field for Batchload, online input and searching.
  

Source: 3 May 2004 posting to OCLC-CAT by Chris Grabenstatter, Manager, Cataloging Products Management, Cataloging & Metadata Services, OCLC Inc.

Library of Congress Policy Announcement
The Cataloging Policy and Support Office (CPSO) appreciates and values the help offered by users and other libraries in achieving quality cataloging records. To facilitate the management of its query files and to provide senders with timely assurance that their concerns are being met, CPSO has devised a priorities list. The following will be handled as quickly as possible in this order:

1. Responses to queries on LC cataloging policy and practices.
2. Follow-up on suggestions for improvements to CPSO documentation and training.
3. Resolution of authority record problems and the correction of corresponding headings in bibliographic records related to current cataloging.
4. Consolidation/deletion of duplicate name, series, or subject authority records.

Note that CPSO may forward queries in the above categories, especially in non-Roman scripts, to the appropriate LC language specialists, who will balance the queries with their other workloads.

In most cases a message acknowledging receipt of the correspondence will be sent without elaboration or subsequent follow-up, with the expectation that the sender can search the appropriate database or the LC OPAC to ascertain that the correction has been made.

The following categories of reports will be handled as time and resources permit, without any follow-up response:

5. Errors in subject analysis (subject headings or classification).
6. Typographical errors and errors in content designation that do not affect access in either a bibliographic or an authority record.
7. Other.

PCC members are reminded that LC's Cooperative Cataloging Team and CONSER staff provide support to contributors of the NACO, SACO, BIBCO, and CONSER programs.

The complete text of the CPSO Query and Communications Policy statement is available on the CPSO home page at: <http://www.loc.gov/catdir/cpso/queries.html>

Source: Library of Congress Update for ALA Annual: December - June 2005

OCLC has changed some WorldCat indexing so that there is no delay in indexing when searching by OCLC number, ISBN, or ISSN. When a record is added to WorldCat, you can search for it immediately by OCLC control number, ISBN or ISSN.

Other indexes may take 2 to 3 minutes to be updated to allow retrieval of the record. This short delay is currently part of indexing architecture to allow faster system response time.

However, for this to be effective, you must now actually specify the OCLC number, ISBN, or ISSN indexes. If you do not enter an index label, then the system assumes that you are just doing the most generic search available, straight keyword (kw:).

It was OCLC's intent that any 10 digit search be recognized and treated as an ISBN search. At the present, this is not happening. Keyword (kw:) indexing is not updated on the same schedule as the three indexes mentioned above, so searches against that index may not find records that are in the process of being re-indexed.

To be confident that you are truly searching for ISBNs, please always either enter the index label (bn:) when using the Command Line, or choose that index in the Keyword/Numeric search box.

Source: OCLC-Cat eList: posting by Linda Gabel of OCLC 22 Jul 2005 17:08:38 -0400

Library of Congress will implement the 2005 Update to the 2002 AACR2 on August 1, 2005. See: Summary of Major Changes in Amendments 2005 & Detailed List of Changes in Amendments 2005 from the Joint Steering Committee for Revision of Anglo-American Cataloguing Rules.

The 2005 AACR2 Update contains the following changes:

1. App. A.2A1: The capitalization rules for headings now permit corporate names with "unusual capitalization" to be established according to the capitalization practice of the body (e.g., "eBay"; "drkoop.com, Inc.").
   
   
2. App. A.4A1: The capitalization rules for titles now provide for (a) titles beginning with a lower case letter followed by an upper case letter ("capitalize only the secondary element of the compound term immediately following the introductory letter"; e.g., "e-Commerce security"); (b) titles beginning with an Internet address ("do not capitalize the first element if it is not capitalized on the resource"; e.g., "www.advertising").
   
   
3. App. A.30A: For a compound term appearing with a single letter or multiple letters capitalized, and the term is not covered by revised A.2A1 or revised A.4A1, the rule now permits the term to be capitalized as found on the resource (e.g., "iTV"; "pcAnywhere").
   
   
4. App. A.40: The rules for German capitalization have been revised to reflect the changes in German orthography.
   
   
5. App. D; 2.5C3: The Glossary definition for "coloured illustration" has been changed ("black, white, and shades of grey are not to be considered colours") and colored illustrations are noted in the physical description area only "if considered to be important."
   
   
6. App. E.1A: The Turkish word "bir" has been removed from the AACR2 initial article list.
   
   
7. 1.1C1, footnote 2; 3.0D; 3.3B7: Corrections have been made to these cartographic rules.
   

Source: Library of Congress, Cataloging Policy and Support Office announcement, 11 July 2005.

I am following up on a reply from CPSO to a query about the LCRIs. During the June 26, 2005 ALA Program on RDA (Resource Description and Access), it was said that the Library of Congress intends to stop the LCRIs. That statement is correct. The LCRIs will end when we move to the new cataloging code, as LCRIs are rule interpretations to AACR2.

We will still have a need, hopefully much diminished, to provide a "national" interpretation for some of the options that will be offered in the next code (RDA - Resource Description and Access) in order to provide consistency where that is important, for example, to avoid duplicate records and to clearly and uniquely identify manifestations. We will be much more liberal about allowing cataloger's judgment when consistency is not essential. Our initial thinking was to provide a combined documentation series that would include our Descriptive Cataloging Manual, internal memos, local MARC decisions, and rule interpretations with more examples in what we might call "Cataloging Decisions."

Source: AutoCat: Posting by Dr. Barbara B. Tillett, Ph.D., Chief, Cataloging Policy and Support Office, The Library of Congress,Fri, 8 Jul 2005 13:33:23 -0500

The following Music Cataloging Decisions were cancelled when the Library of Congress merged Music Cataloging Decisions (MCDs) into the Library of Congress Rule Interpretations (LCRI):

1.5E1 (obsolete)
5.7B20 (still valid; example moved to LCRI 1.7B20)
6.1F3 (obsolete)
6.5C3 (obsolete)
22.17 (no longer needed)
25.30B7 (sufficient guidance in LCRI 25.30B5)
25.30C4 (now in name authority records for composers)
26.4 (obsolete)
26.4D3 (obsolete)

Source: Desktop eList: Posting by Bruce Chr. Johnson of LC's Cataloging Distribution Service, Thu, 7 Jul 2005 11:03:31 -0400

The Cataloging Policy and Support Office announces that the Music Cataloging Decisions (MCDs) have been absorbed into the Library of Congress Rule Interpretations (LCRI) beginning with LCRI 2005 Update, no. 1. That update incorporates the MCDs retrospectively, including minor modifications and deletion of obsolete decisions. Future AACR2 rule interpretations regarding music will be issued only in the LCRI series.

Source: LC Cataloging Newsline Vol. 13, no. 9 June 2005

OCLC has reported an indexing problem which impacts your search results if you use the LCSH index (label su:) when searching for geographic terms in the Authority File. Some 451 and 551 terms are not being included in the *LCSH* index.

OCLC is in the process of re-indexing the affected records. The missing 451 and 551 headings from the LCSH index are those from name authority records (prefixes: n, no, & nr). All 451 and 551 from subject authority records are present in the LCSH index.

Until the re-indexing project is completed use the *geographics* names index (label gg:) when searching for geographic terms. The geographics index contains all and only 151, 451, and 551 headings.

Source: OCLC-CAT eList: Posting by Becky Dean of OCLC 9 Jun 2005 13:17:31 -0400

OCLC has issued a reminder that for ISBNs & ISSNs which end in "X" the "X" must be a capital "X". Records with a lower-case "x" will not validate.

Source: OCLC-CAT eList: Posting by Robert Bremer of OCLC 9 Jun 2005 11:39:11 -0400