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Charles B. Sears Law Library University at Buffalo School of Law

Locating/Importing OCLC Records

Background: These guidelines are used to select OCLC records from OCLC Connexion when the record does not exist in Aleph and a new bibliographic record is required for an item.


Note: Before searching OCLC, search by title and by ISBN in Aleph to prevent inadvertent overlay issues in Aleph.

General Search:

  1. Open OCLC (Start > All Programs > OCLC Connexion Client), hit F2 to open a query box. Before the search box, there will be two intermediary 'click throughs.'
    1. First one, click 'OK' button,

    2. Second one, click ‘CLOSE’ button.

  2. The search box will appear as follows:

    1. Enter in title (red arrow), author (orange arrow) or ISBN (green arrow) to search for the purchased book, with attention paid to edition/version.
    2. For example, searching “Corporate Finance in a Nutshell” will lead to results that look like this:

    A few notes:
    • Clicking on the header (e.g. Title, Name or 245, Date) will sort the data by that header.
    • The red arrow pointing to ‘Held’ indicates that UB owns the 2004 edition of the title.
    • The green arrow pointing to the D indicates that the record is a DLC record. (Highest preference.)

If a DLC record exists for this title:

For this example, the 2011 edition is being purchased, so double click on the 2011 with a ‘D’ in the L column.

  1. Hit the blue 2 in your toolbar, a macro that will export the record into Aleph.

  2. After the record is exported into Aleph, a pop-up dialogue box will appear in OCLC Connexion Client that will display the Aleph system  number.  Make a note of the number in the 'Create new bib' line.  In the example below, the number is 3368670. For an example of the dialogue box:

If a DLC record does not exist for this title:

  1. Look at the 'ELvL' fixed field in each of the records available on OCLC to evaluate. The ELvL field is the 'Encoding Level.' (Clicking on the hyperlinked 'ELvL' in the record will bring you to OCLC's explanation of the fields.)

  2. In order of most preferred to least, look for an ELvL value of:
    1. [Blank]
    2. 8 [C-I-P record]
    3. I [full level input by an OCLC member]
  3. If none of the preferred values can be found in any of the records, select any of the remaining records that match the data known about this title. (Cataloging will address the shortcomings of a less-complete record on receipt of the item.)
  4. General points:
    1. Open each bibliographic record to examine data about the title. Do not choose record based only on brief data in preceding index display.
    2. Choose appropriate format that corresponds to what is being ordered. For example, do not export an "electronic resource" record if print is being ordered.

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