✍️Editing records

How to edit records on Worldshare Record Manager

Basic editing - Controlled headings - Accessing guidance - Finishing a record

Pressing 'undo' in the Edit menu undoes all edits made since last save

Basic editing

To open a record to edit it, just click on its title or the Edit button in the search results list (see previous page for guidance on searching).

The record will open in MARC 21 view or text view depending on your user preferences. You can change your display for the record you're viewing under Record > Change display to Text view/MARC 21 view.

Screenshot showing MARC 21 view of a record being edited

Screenshot showing Text view of a record being edited

You can edit fields by typing directly into them.

You can add or delete fields using the green and red plus and minus buttons on the right-hand side.

In MARC 21 view, you can move fields up or down using the arrows on the left-hand side.

If you make a mistake, you can use the undo function under Edit > Undo:

Screenshot showing where to find Undo option in Edit menu

To expand fixed fields (e.g. the LDR and 008) in MARC 21 view, click the small grey arrow next to the field:

Screenshot showing where to find arrow to expand fixed fields

Screenshot showing expanded fixed field editor

Clicking the question mark symbol next to the dropdown menus in fixed fields opens the relevant section in OCLC Bibliographic Formats and Standards.

You can only have one expandable field open at a time. You need to close the field (pressing the small arrow again) before you can expand a different field

To add subfields, just type a dollar symbol ($). When you click out of the field, a space will be added before and after the delimeter and subfield.

In MARC 21 view, the 33X fields can be added or changed using a dropdown menu. Click the small grey arrow next to the field and select the appropriate term from the dropdown list. This will automatically populate the subfields:

Screenshot showing dropdown menu for adding 33X fields

Controlled headings

To control a heading, right-click in the field and go to Controlled headings > Add:

Screenshot showing right-click menu and where to find options for adding a controlled heading

Suggestions of controlled headings may also appear when you click into a field:

Screenshot showing controlled headings option from clicking into a field

Once you have added a controlled name, you can add a relator term using a dropdown menu. You can open this by clicking the small grey arrow next to the field:

Screenshot showing dropdown menu for adding relator terms to controlled name headings

You can control both Library of Congress subject headings (LCSH) and Medical Subject Headings (MESH)

Accessing guidance

You can access a number of sources of guidance when editing a field by going to Edit > Field Help:

Screenshot showing Edit menu and options for accessing MARC Field Tooltip, MARC Field Help and RDA Toolkit

MARC Field Tooltip opens a brief description of the field you're editing.

MARC Field Help opens the relevant section of OCLC Bibliographic Formats and Standards.

RDA Toolkit opens the relevant section of the original (old style) RDA toolkit.

To be able to access RDA Toolkit, you need to have entered your credentials under user preferences. See Set up for more information

Finishing a record

Before you can export a record you need to Validate the record and Set WorldCat Holding. You can do both of these from the Record menu:

Screenshot showing Record menu and where to find Set WorldCat Holding and Validate options

You can also save the record by going to Save > Replace Bibliographic Record:

Screenshot showing Save menu and where to find Replace Bibliographic Record option