Before Searching
Before modifying, importing or creating records, make sure to familiarize yourself with the MSC Standard Cataloging Procedures (SCP), which cover record standards, attachment rules and more.
Searching WorkFlows
Always search
at least two different ways for an item before importing a record through SmartPort or creating a new record.
When you search in WorkFlows, you're sifting through data in a variety of indexes. The quality of this data impacts how findable records are. The three most basic indexes are
title,
author and
subject, though WorkFlows has many more.
The Call Number and Item Maintenance wizard offers three different ways of searching:
keyword,
browse and
exact. For most cataloging work, you'll perform browse searches. To see learn more about different search strategies in WorkFlows, see
Circulation - Searching Guide.
Browse Searching by Title
1.
Select
Cataloging module >
Call Number and Item Maintenance wizard.
2.
Select
Title from the
Index drop-down and
ALL from the
In this library drop-down (see above).
3.
Select
Browse in the
Type box to the right of the drop-downs.
4.
To save these search settings:
a.
If the wizard is open, close it.
b.
Right-click
Call Number and Item Maintenance.
c.
Select
Properties…
d.
Set the
Search Preferences drop-downs as outlined above.
e.
Click
OK.
f.
If prompted, choose to save preferences before closing WorkFlows.
5.
Type the
item title in the
Search for field.
6. Click
Search or press
Enter.
7.
Add your item to the record that best meets MSC record standards
See Standard Cataloging Procedures, section 2, for record standards.
Examples
1.
The search includes
stopwords:
the catcher in the rye
a.
A browse search looks for
stopwords (in this case
the and
in) in a record.
b.
Click the
Author tab to sort records by author last name.
Stopwords - usually
articles,
prepositions or
conjunctions - are ignored when keyword searching. For a list of typically defined stopwords, see
Circulation - Searching Guide.
2.
The search includes a
Boolean operator
:
the not so big house
a.
A browse search looks for
Boolean operators –
and,
or,
not – in a record.
b.
A keyword search for
not so big house returns over 900,000 results.
Browse Searching by Author
1. Select
Cataloging module >
Call Number and Item Maintenance wizard.
2. Select
Author from the
Index drop-down and
your library,
sharing group or
ALL from the
In this library drop-down.
3. Select
Browse in the
Type box to the right of the drop-downs.
4. Type the
author’s last name in the
Search for field.
5. Click
Search or press
Enter.
Example
1. A search for an author with a
difficult-to-spell last name (Chuck Palahniuk):
pala
a. Scroll until you see the correct author.
b.
Unauthorized headings are marked with
red arrows. Highlighting one will display a
hotlink to an
authorized heading.
c.
Authorized headings are marked with
green check marks. Highlighting one will display records with that heading.
d. Click the
Title tab to sort records alphabetically by title.
Narrowing a Browse Search
Use the
Configure options for Item Search helper before or after conducting a browse search to quickly narrow results by item type, publication date and more.
1. Select
Cataloging module >
Call Number and Item Maintenance wizard.
2. Select your preferred
Index and
In this library drop-downs.
3. Select
Browse in the
Type box to the right of the drop-downs.
4. Perform a search.
5. Click the
Configure options for Item Search helper (binoculars with tools crossed).
6. Set your parameters in the
Search Options box that appears.
7. Click
OK.
8. Click
Search or press
Enter.
Search parameters don't automatically reset when you perform a new search. Re-open the helper to change parameters.
Example
A search for the Outlander TV series:
outlander title, narrowed by DVD item type.
Searching SmartPort
Always search at least two different ways for an item before importing a record through SmartPort.
Setting Properties in SmartPort
Set your properties before searching SmartPort for the first time to avoid importing duplicate records.
1. Right-click on the
SmartPort wizard
(Cataloging module > Common Tasks toolbar > SmartPort)
.
2. Select
Properties.
3. Select
Match and Load as your default.
4. Select
Match on title control number or indexed MARC tag.
5. For
Title control number source, click the diamond-shaped gadget to see the selection list.
- Select the following so that the matchpoints display as "opils":
- OCLC number (001)
- OCLC number (035). Make sure this number is listed below 001; this order is necessary to prevent duplicate records.
- ISBN (020)
- LCCN (010)
- ISSN (022)
6. Click OK.
7. For Indexed MARC tag number, click the gadget to see the selection list.
- Select the following so that the matchpoints display as "cSils":
- Control Number (001)
- System control number (035)
- ISBN (020)
- LCCN (010)
- ISSN (022)
8. Click
OK.
9. Your
Call source depends on your library's local call number practices, i.e., if your library uses the Dewey Decimal or Library of Congress (LC) classification system.
- Click the diamond-shaped gadget to the right of the Call sources field.
- Set your Classification, e.g. DEWEY or LC (Library of Congress).
- Set your Entry ID, e.g. 082 if DEWEY; 050 if LC.
- Click the Subfields gadget.
- Uncheck Select all.
- Check a and b.
- Click OK.
- Click Add.
- Click OK.
Dewey Decimal classification settings.
Library of Congress classification settings.
10. Set
In this library
to your library.
11. Set
Format to
MARC.
12. Select
Yes for both
Verify options and
Strip junktags.
13. Click
OK.
Opening SmartPort
1. Click the
SmartPort wizard.
2. Select
OCLC.
3. Click
Connect.
4. Type in your
authentication ID/password, e.g. 123456789/password.
5. Click
OK.
Your login is assigned by OCLC. Contact OCLC directly to retrieve login information.
Searching SmartPort
1.
Click the
Change Search Pane View helper (circled below) to increase your search functionality.
The search window will now look like this:
2.
Fill out your preferred index(es) to search, e.g. Author, Title, ISBN, etc.
3.
Click
Search.
4.
View a record by
highlighting it then clicking
Display.
a.
The
Hit limit for brief display property defaults to 5 results per page. (See
Setting Properties in SmartPort.)
5.
Navigate from one page / record to another using the
arrows at the top of the window.
SmartPort Search Tips
These tips can be found in the
Standard Cataloging Procedures (SCP)
, sections 3.3.4 and 3.3.5.
•
Search / browse by
author: last name first name (no comma) format.
•
Search / browse by
title: start with first significant word.
o
If a search returns an
Invalid Search Expression Near error:
• Put the title in
quotes; it probably contains a Boolean term / stopword that disrupts the search.
•
Search / browse by
ISBN: omit hyphens.
•
Search / browse by
ISSN: include hyphen.
•
Search / browse by
LCCN: omit hyphen.
•
Search / browse by
OCLC: digits only, omit “ocm”. See
Searching OCLC.
•
Search by
Document Type in combination with other search indexes (see
SCP section 3.3.5 for full list):
o
Books – bks
o
Sound Recording – rec
o
Serials – ser
o
Visual Material - vis
Selecting a Record in SmartPort
When viewing a record, check the
Formatted box to view MARC field descriptions; uncheck to view tags only.
Select a record that includes most, if not all, of the following (refer to
SCP section 2.1 for more detail):
|
|
000 (Leader)
|
Condensed version of box of information at the top of a record.
The 3rd character should ideally contain a blank space or an I (capital i).
|
001 (key)
|
OCLC control number (also in 035). Reads ocm or ocn then #.
|
007
|
Physical characteristic for AV, large print and kits only.
|
010 (LCCN)
|
Library of Congress catalog number.
|
020 (ISBN)
|
13-digit, 10-digit or both. May appear at the bottom of the record.
|
035 (Local system #)
|
OCLC control number (also in 001). Reads OCoLC then #.
|
040 (Cataloging source)
|
DLC (Library of Congress) preferred
|
1XX (Author)
|
Most records list personal author (100). Corporate author (110).
|
245
|
Title.
|
260 / 264
|
Publication information.
|
300
|
Physical description.
|
336, 337, 338
|
Indicate the record was created / updated to follow RDA standards.
Make sure all three appear in the record.
|
Additional fields (when applicable)
|
Subject (6XX), Series (490), Contents (505), AR Level (526), etc.
Information that will enhance patron searching.
|
Importing a Record from SmartPort
1.
Click
Capture at the bottom of the record you want to import.
2.
Review your properties if necessary. (See
Setting Properties in SmartPort.)
3. Click
OK.
4.
Review the record you just imported and enhance as needed. (Refer to
SCP section 6.)
5.
Click
Save.
a. The Save button
will turn grey to indicate the record is saved.
6.
Click
Close.
7.
Without closing SmartPort, open
Common Tasks >
Call Number and Item Maintenance wizard.
8.
Click the
hotlink to the record you imported (see below).
9.
Click
Add Item at the bottom of the window.
10.
Edit the fields as you normally would.
11. Click
Save.
Error: Call number must be unique for CREATE
This error occurs when the record already exists in the MSC.
1.
Click
OK.
2.
Make note of the
title control # provided.
3. Click
OK.
4. Wait for a
new window to open.
5.
Click
Close.
6.
Click
No – you don't want to save this record to the database.
7. Wait for the
window to close.
8. Without closing SmartPort, open
Common Tasks >
Call Number and Item Maintenance wizard.
9.
Perform an exact search for the record using the
Title Control # listed in your second error message.
Error: Call Number ### Already Exists
This error occurs because the record requires a unique call number to be imported.
1.
Type
AUTO in the pop-up (see above) as a unique call # (you will edit this later).
2. Click
OK.
3.
Review the record you just imported and enhance as needed (refer to
SCP section 6).
4.
Click
Save.
a. The Save button
will turn grey to indicate the record is saved.
5.
Click
Close.
6.
Without closing SmartPort, open
Common Tasks >
Call Number and Item Maintenance wizard.
7.
Click the
hotlink to the record you imported (see below).
8.
Click
Add Item at the bottom of the window.
9.
Update the
Call number.
10.
Edit the remaining fields as you normally would.
11. Click
Save.
Searching OCLC
There are three places you can go to search OCLC’s database of bibliographic records: OCLC
WorldCat, OCLC
Connexion Browser or OCLC
Connexion Client.
WorldCat
You can use WorldCat for ILL and to look up the OCLC number of a title, which you can then use to search SmartPort.
WorldCat Addresses
Searching WorldCat
1. Search for the correct title in WorldCat.
2a. For ILL: click Worldwide libraries own this item (circled in orange) to
see libraries that own the title and their proximity to you.
2b. To find a record in SmartPort:
1
. Copy the OCLC number (highlighted in yellow).
2. Paste the OCLC number (digits only, no
ocm) into SmartPort.
3. Click
Search.
4. See Selecting a Record in SmartPort.
a. You must assess the overall quality of the record in SmartPort because the ability to do so in WorldCat is limited.
Connexion
Both Connexion Browser (http://connexion.oclc.org/) and Connexion Client, a version of Connexion you download onto your computer, use WorldCat to search OCLC. So, using the tricks you learned in the section above will work in these two tools.
Connexion displays the entire record and gives you the ability to enhance the record if necessary; however, it lacks faceted searching and often returns collapsed results, which makes browsing WorldCat in these tools more challenging.