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BEOnline+ Expansion Workflow

One of the challenges of working with online materials is that traditional workflows which involve passing physical objects from desk to desk or office to office, making notations, stapling and inserting routing slips, etc. are no longer possible. This document is a working outline of a workflow which relies extensively on internally developed software, the TrackER, for communication between public service and cataloging staff and utilizes the functionality of the OCLC Connexion project in the selection and cataloging of Internet resources included in this project. We anticipate the need to amend this document as the Library of Congress continues to develop and refine its procedures for providing bibliographic control for selected remote Internet resources. For a chart version of this workflow, please go to http://www.loc.gov/rr/business/beonline/wfchart.html

Guidelines for

Selection Officers/Reference Specialists  |  Catgaloging Traffic Manager  

  Cataloger/Technician: Initial Steps ,  Final Steps  |  Subject Cataloger   |  BEOnline+ WebMaster


Guidelines for Selection Officers/Reference Specialists

Selectors should also refer to the Guide for Reference Specialists Working in Connexion for specific guidance in working in Connexion.

Selection

  • 1. Select resource in accordance with the BEOnline+ Selection Criteria and the LC Collection Development and Policies.
  • 2. Search for the resource in Voyager to ensure no duplication.
  • 3. Working from the LC campus, go to Connexion http://www.oclc.org/connexion/
  • 4. Search the Connexion SaveFile. If the resource is not located in the Save File,
  • 5. Search the Connexion Resource Catalog. Flag any records to be added to Connexion Pathfinders.
  • 6. If a record for the resource is NOT located, enter the URL to have Connexion automatically create a preliminary record for the resource.
  • 7. If any changes are needed in an existing LC Catalog record or if you selected/edited a non-LC record in Connexion or created a new record in Connexion, use the LC TrackER software to inform LC catalogers. Note: Before submitting a resource in TrackER, use the browser Find command to search the Total Active Submissions List under the Work Menu to make sure the resource has not been submitted earlier by a colleague.

    After ascertaining that the resource is not already in the system, open the Selector's Submission Form in TrackER. The Submission Form in TrackER will ask you to supply:

    • Exact title (up to the first four words of the title)
    • URL of resource
    • OCLC number for the record for the resource in the Connexion Resource Catalog.
    • LCCN of the Voyager Record (if applicable)
    • Changes needed in the Voyager record. (if applicable)
    • If applicable, main language of the site. (Default in TrackER is English).
    • If applicable, ISSN or notation that resource is an ongoing serial with identifiable, discrete issues. such as numbered issues.
    • If applicable, LC archiving status.
    • After submitting information in TrackER, that information will either be routed to a cataloging team or to a specific cataloger. Note that as a selector you can only update or make changes in the information submited until a cataloging assignment for the resource has been made. Once cataloging work has begun for a resource, selectors can no longer update the records they have submitted.
  • 8.a. To add flagged records to a new Pathfinder:

    When you have finished searching all of the records in Connexion for this session,

    • If necessary, search the Pathfinder Constant Data File for the correct template for the pathfinder you are creating. Set that constant data record as as your current constant data.
    • Choose to create a new blank Pathfinder Page.
    • Make any changes need in the title, pathfinder description, and footer sections.
    • Under Functions, choose "Add."
    • Under Link, choose "Flagged Records." [A pop-up window will appear asking if you want the flags cleared after inserting the records. Choose OK] All of the records you have flagged will automatically be inserted into the pathfinder.
    • From Actions: either choose "Save Pathfinder" and set the status (if you want to continue working on it) or choose "Add Pathfinder," to add it to the Connexion Pathfinder database. [Note, you can still make changes to pathfinders which you have added to the Connexion Pathfinder Database at any time. Such pathfinders will remain in the Pathfinder database indefinitely unless you delete or change them. Pathfinders added to the Pathfinder Save File, on the other hand, will expire in 179 days, if they are not added to the Pathfinder Database during that time.]
    • If you want to have a link from an LC web page to the pathfinder in Connexion, choose "Export Pathfinder Link," under "Actions," in order to get the Connexion URL for the pathfinder. Copy the "PURL" version of the URL and give to your webpage administrator to include on your Division web page.
  • 8.b. To add your flagged records to a Pathfinder you began previously:

    When you have finished searching all of the records in Connexion for this session,

    • Open the Pathfinder in edit mode
    • Go to the last entry before the point where you want the new entries to appear.
    • Under Functions, choose "Add."
    • Under Link, choose "Flagged Records." [A pop-up window will appear asking if you want the flags cleared after inserting the records. Choose OK] All of the records you have flagged will automatically be inserted into the pathfinder at that point.
    • From Actions: either choose "Save Pathfinder" and set the status (if it is incomplete and you want to make additional changes or additions to it before submitting it to the Connexion pathfinder database) ) or choose "Add Pathfinder," to add it to the Connexion Pathfinder database. [Note, you can still make changes to pathfinders which you have added to the Connexion Pathfinder Databaseat any time. Such pathfinders will remain in the Pathfinder database indefinitely unless you delete or change them. Pathfinders added to the Pathfinder Save File, on the other hand, will expire in 179 days, if they are not added to the Pathfinder Database during that time.]
    • If you want to have a link from an LC web page to the pathfinder in Connexion, choose "Export Pathfinder Link," under "Actions," in order to get the Connexion URL for the pathfinder. Copy the "PURL" version of the URL and give to your webpage administrator to include on your Division web page.

    Guidelines for the Cataloging Traffic Manager

  • 9. Cataloging Traffic manager
    • serves as administrator for the TrackER software.

    Guidelines for the Cataloger/Technician

  • 10. Cataloger/Technician
    • Searches Voyager before importing to ensure no duplication
    • Imports resource into Voyager via OCLC Bibliographic Database. To access OCLC Bibliographic Database via Z3950:
    Log onto Voyager Cataloging
    Go to tool bar and click on "record"
    Under "Record" click on "Import"
    Under "Import" click on "From Remote Database" and highlight it.
    This will bring up the "Remote Import Locations" Box
    Scroll down to "Z3950 OCLC Bibliographic Database" and highlight it
    Click on "Connect"
    this will bring up a "Non-Keyword" "Search" screen
    Input the OCLC local control number in the "Search for" box
    This will bring up a "Title Index" box
    If this is the correct title, click on "OK" and the record will be imported to Voyager.
    • Completes descriptive or descriptive and subject cataloging in Voyager
    • Adds local fields (e.g. 906, 925, 955)
    • Deletes "LNN" or "LCP" from 040 field and adds "DLC"
    • Forwards record to Subject Cataloger via TrackER if subject headings are needed.

    Guidelines for Subject Cataloger

  • 11. Subject Cataloger does subject cataloging:
    • Adds personal code and date in (955) local field
    • Assigns Subject Headings
    • Assigns Classification and other appropriate fields

    Final Steps: Additional Guidelines for the Cataloger/Technician

  • 12. Cataloger/Technician performs end processing:
    • 906 field: Changes "a " subfield
    • 906 field: Changes "b" subfield
    • Creates or updates holdings record as needed
    • Creates or updates item level record as needed
  • 13. Marks submission complete in TrackER. This action triggers an automatic email to the submitter of the resource informing them that cataloging work is complete.

    Guidelines for WebMaster

  • 14. After receiving an email from TrackER that catalog record(s) have been completed, webmaster: creates Connexion pathfinders (as needed) to be linked from the LC BEOnline+ web page, based on assigned subject headings and keywords.

last updated August 12, 2003
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  May 18, 2011
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