Library Technical Services

For delete requests involving a duplicate name, please include the LCCN or a printout of both the record to be deleted and the record to be retained.

Working in Voyager / OCLC

1. New records: Create the authority record in Voyager. Database Management Services staff will upload records, according to LTS Procedure #56 (Uploading Authority Records into OCLC) guidelines, daily to OCLC.
2. Handling rejects: Records that fail validation in OCLC will stay in OCLC'S local authority file and will not be uploaded into production until the cataloger has fixed the error. To correct validation errors:
   • Logon to OCLC using the "NACO" authorization.
   • Select from the drop down menu Authorities -> Search -> Local Save File..
   • A "Search Local Authority Save File"will appear -> OK.
   • Select your record from the list and open.
   • To find the error, click on the "Validate" icon and an error message will appear.
   • Make the necessary corrections and validate the record again.
   • If the record validates, simply close it. Database Management Services staff will see that the record is now valid and will upload it to OCLC.
3. Updating existing records -- Online in OCLC: For most authority record updates, it will be easiest to update the record "live" in OCLC.
   • Logon to OCLC using "NACO" authorization.
   • Search the authority file by selecting Authorities -> Search -> LC names and subjects...or the Authorities search icon on the toolbar and display the record that needs to be modified.
   • Select Action -> Lock.
   • Modify the record as necessary.
   • To cancel out of the transaction without updating the record (like RLIN "can"), select Action -> Release.
   • To save the updated record to the NAF, select Action -> Replace.
   • The update will be pending for several days and no further updates will be possible until it is produced by OCLC. If you try to update it again during the pending period, you will get the message "Record locked by another user." If you have complicated updates, it may be safer to do the work offline.
4. Updating existing records -- Offline: It is also possible to update records offline
   • Connect to OCLC using the "NACO" authorization.
   • Search the authority file by selecting Authorities -> Search -> LC names and subjects... or the Authorities search icon on the toolbar and display the record that needs to be modified.
   • Save the record to OCLC's local file by selecting Action -> Save to local authority file on the toolbar. IMPORTANT: Do not lock the record.
   • Edit the record as necessary. Do not modify the 040. Continue to save to the local file to keep your edits.
   • The record can be closed at any time after it has been saved and it can be retrieved by selecting from the pull-down menu: Authorities -> Search -> Local Save File -> OK.
   • When the record is ready for uploading to the national file, select from the pull-down menu: Action -> Replace Record.
   • Return to the local save file and delete your saved record by selecting Action -> Delete record or use the Trash can icon on the toolbar.

SACO Guidelines

1. Original catalogers are encouraged to submit new LC subject heading and classification proposals and updates whenever needed for BIBCO cataloging.
2. Submit SACO proposals and updates using the Web or e-mail forms available at the SACO home page.
3. Inform the CUL NACO Coordinator via e-mail or printout whenever you submit a new or changed heading or classification. This will help us to keep track of the proposal and keep statistics.
4. Make and retain copies of all submissions and check the status of proposals periodically. If more than three months elapse after submission of a subject heading or classification proposal without the heading or classification appearing in Cataloger's Desktop or Classification Web, contact the CUL NACO Coordinator.