Preparing Staff Workstations for Cataloging

Owned by Leeda Adkins
Last updated: Dec 06, 2022
1 min read

Scope: This document covers the procedures necessary for setting up staff for cataloging, including software required and requesting permissions.

Contact: Leeda Adkins

Unit: Metadata & Discovery Strategy

Date last reviewed: 12/6/2022

Date of next review: 12/6/2023

Software Required

Before beginning catalog training, check the workstation for the following applications.  Contact Library IT through the ServiceNow ticketing system (attn: Desktop Support) for installation of any programs that are missing:

  • Aleph 500
  • OCLC Connexion

  • Macro Express 3

Permissions

Through AskTech, contact Metadata & Discovery Strategy for setting up staff permissions for Aleph and OCLC Connexion. In the ticket provide the staff name, netID, and the levels of permissions needed. (Macro Express does not require extra permissions.)

OCLC Set-Up

OCLC Login:

  • Log in with your authorization number and password.
  • To allow you to log-in without needing to re-enter the information;
    • Navigate to Tools-->Options-->Authorizations and re-enter your number and password.
    • Click OK

OCLC Export Settings (Establish export connection between OCLC and Aleph):

  • Log in with your authorization number and password.
  • Navigate to Tools-->Options-->Export-->Create; choose "Create OCLC Gateway Export."
  • Add in host name: alephprod.lib.duke.edu and port # 5771.
  • Leave all other menu options the same. Click OK. 
  • On the next screen, click Record Characteristics.
    • On the Bibliographic Records side, set Record Standard = MARC 21, Character Set = UTF-8 Unicode.
    • On the Authority Records side, set Record Standard = MARC 21, Character Set = UTF-8 Unicode.
  • Click OK.

See OCLC Connexion Setup and Bibliographic Record Export Settings for further instructions on Record Characteristics.

The export settings may need to be recreated when your computer and/or Connexion software are updated.