This section includes procdures to: log into Corc and search for records in CORC, create a record, edit a record, enter/produce and export a record, copy Dublin Core for SIL sites and exit from CORC.

Log into CORC

Log into the stable database at http://purl.oclc.org/corc/system. This automatically sends you to http://corc.oclc.org/

You may log into the test database at http://purl.oclc.org/corc/practice. This automatically sends you to the address for the practice region of CORC.

You can also log into CORC through the CORC homepage at http://www.oclc.org/oclc/corc and then you can choose between the test/practice database and the stable/system database.

Type in:

• User ID = 123-45-678
  
• Password = smiaaa

Note: The difference is the last parse from practice to system. Once you are in, you will notice the difference between the practice green screens and the stable blue screens. The development database is used for testing of records for special purposes. (Contact OCLC staff for the address for the Development Database.)

Search for Records in CORC

Search the database for any records already in the system. We may edit any records that are already in the database - other institution's records or ours. All previous versions of records remain in the archive. You can search the archive to see other versions of records.

Search by Status and Save
You can search all the records SIL has in CORC by clicking on SHOW and choosing BY STATUS. This will show all the records created by the Smithsonian. Catalogers are choosing "In-Process", "In-Review", and "Complete". Public service librarians are choosing "New" for items to be considered.
Search the save file by the slot number OR you can leave the search area blank and retrieve a list of all items in save.

Create a Record

RESEARCH SERVICES STAFF:
Create a minimal level record of a World Wide Web resource on the OCLC CORC databse that they have identifed as important to researchers. They may also add some metadata elements (see the Introduction to the Dublin Core (DC) Metadata Element Set). A cataloger in Cataloging Service will later call up this skeletal record created by the Reserch Service staff and will catalog it fully. Eventually, we want to to have these record added to the SIRIS database with the option to access the home page directly from the catalog record.

Create a new blank record or you can generate a record from a URL. You have other choices regarding searching CORC for matching records already cataloged and other options that change with various versions of CORC.

Constant Data Records
There is an option of using a current constant data record when you first begin to create a CORC record. SIL has a constant data record created. Please let the group know if you have any questions or concerns regarding the information in the current constant data record. For our log on we only can have 1 constant data record. Tom Baker is the keeper of the constant data but we all have editing capabilities. Suggestions should go to Tom or to the CORC cataloging group. You can also add a Constant Data record to a CORC record you are editing at any time. Select from the Action drop down dialog box:
Action: Add Constant Data
There is a related option: Use as Constant Data. This potentially will wipe out any existing Constant Data record already created.

Clone Records
When the record is cloned, delete the old URL and type or paste in the new URL and then submit the record. When you return to the record the new site will be displayed in the bottom screen and you can edit the record as needed.

Harvest Records
CORC has a harvesting feature for multiple record creation.

1. Have a URL for a pathfinder or for a page that lists pages.
2. From the CREATE menu, select "Multiple records"
3. Enter the URL.

• CORC will display items represented in CORC and items new to CORC
• Check items for CORC to harvest.
• Input your e-mail address for CORC to notify you once the harvesting is complete.
• After CORC has finished harvesting the records, you will get an email. Log into CORC and on the status page will be the "Private-Harvest" category. This will hold ALL of the harvested records done by SIL.
• You can then choose the record you want to edit and catalog and save as usual.

Search in the catalog
Choose <Search> <In Catalog> from the main menu or the left-hand list of options. Submit search using search template. When you locate record you wish to edit: click on Edit box located on the left-hand side of the title display and the catalog template will display.
In the top half of the screen, a skeleton cataloging record in the form of a template will display with some fields generated automatically from the URL.

1. The display will be in either Dublin Core or MARC tags, depending on the format record option you chose on the CREATE screen. The bottom half of the screen will display the web resource. Choose "Editing Record" from the dialog box labeled Actions in the top left corner of the screen. [FYI: to cancel the record, or delete the record, choose "Cancel Changes" from the drop down menu.]
2. Choose a Dublin Core or MARC from the View box in the top right corner of the screen. They automatically map to each other. It was decided that we would catalog in the MARC view since we wanted to make sure we included all the tags we felt were needed. These will map to the Dublin Core labels. There is some information that we want to record in MARC that does not have a Dublin Core mapping equivalent.
3. Fill in additional fields, and revise existing fields as appropriate. Field order in the MARC view will be strict tag order (after reformatting). Field order in the Dublin Core view will be in rough MARC order, with title always the first element (after reformatting).

• To change element label or tag, select choice from drop-down menu to the left of each field - or enter the tag in box.
• To delete a field, click on the Del from the pull down menu on the right of each field.
• To add additional field(s), click on the Add from the pull down menu on the right of the field you wish the new field to be located next under.
• Text boxes have no character limits. You can type away to your heart's content. Do not worry if you cannot see the full text. It will display all of the tag when reformatted.
• When editing is completed, choose "Reformat record" from drop-down menu in the Actions dialog box. Diacritics are currently (6/00) under review for input and acceptance. There have been problems with the using the Netscape browser. See the latest information from CORC staff if you need to view, edit, or input diacritics.

Starting 2000-06-25 this practice will be discontinued. Users are instructed to input diacritics per current, standard MARC cataloging practice (i.e. the diacritic mark is input preceding the character it modifies (e.g., a "u" with an umlaut would have been input as <umlaut mark> (either the <umlaut mark> or the |um| syntax) followed by the "u" umlaut mark (either the diacritic or the |um| syntax) [ |um|u ].Possibly confusing display (temporary) for Internet Explorer users: Due to software changes, Internet Explorer users will find that CORC displays diacritics per Unicode practice (character then diacritic) but processes the | | syntax (e.g., |um| for umlaut) assuming that current, standard MARC cataloging practice (the diacritic preceding the character) is being used. Depending on the font you have selected in your browser, during certain record actions (e.g., validate, reformat) CORC will transform the | | into a Unicode diacritic or the composed character. (Note some diacritics may appear as empty blocks -- most likely the diacritic is correct, but your font cannot properly display the diacritic mark by itself -- see next bullet.) Because Unicode always places the diacritic mark after the character, the | | <character> will be transformed into <character><diacritic mark> per Unicode practice. The transformation is fine and you may assume that if you input the | | <character> correctly, the correct information will ultimately appear in your record. If you have doubt about what character a diacritic is associated with, do a "display record" to see if the correctly composed character appears -- if so, all's well. If not, return to the editing mode and try again.

Enter/Produce a Record

1. Choose "Save" from the drop-down menu in the Actions dialog box.
2. You are asked to set a record status from a dialog box in the upper right corner. The options are:
   
   • New
     
   • In-process
     
   • In-review
     
   • Complete
   Choose the appropriate option, either "New", "In-review", or "Complete". Catalogers will be using "In-Process" as the status of our records until they are ready to mark them "Complete". Research Service staff will submit sites for consideration as "New".
3. You will be prompted to Select Yes or Select No for addition to the database.
4. Choose Select Yes. You will then receive a save slot number. Keep an informal log of the records you do and your time. Count these records on your monthly statistics.
   
   

When the CORC record is completed in the the save file, click on the option: Add Record+ Holdings to add to the CORC database (record is automatically loaded into Worldcat). Call up and export the record from Worldcat. There is a constant data record: corc, to add local fields before export to Smithsonian Institution Research Information System, SIRIS.

Copy Dublin Core for SIL sites to Add to HTML Source Code

1. For local SIL sites, catalogers are copying the Dublin Core to embed into our html documents. Display completed record in Action: DC HTML.
2. Highlight all the coding.
3. Use the browser edit button and copy text.
4. Paste into an email message. Clean up any odd punctuation marks.
5. Send email to Martin Kalfatovic.

Exit from CORC

Go to General on the home page or on the left margin tool bar and choose Exit. If you were editing a record but did not save changes, you will be prompted to either save your changes or to exit without saving your changes.

For more information on MARC fields in CORC, see the MARC web-page of the Michigan CORC Project.

All headings should be the authorized headings. All punctuation should be the standard.
Currently, DO NOT DELETE ANY TAGS THAT ARE IN THE RECORDS unless they are really wrong. We need to look at what tags are automatically generated or used by other sites that might need to stay. (It has been decided in August 2000 that we would not keep the 653 in our Horizon records. Delete these fields before exporting into SIRIS.)
These are the basic Tags that we should all use.

FIXED FIELDS

TYPE
The constant data record will be edited to default to a = language materials. If the site is deemed more computer multimedia, software or numerical data - the value should be changed to m. Sites of images will probably have the value of k.

BIBLIOGRAPHIC LEVEL
The default will be m, use s for things that are truly serial.

ENCODING LEVEL
All cataloging will be: I level.

SOURCE
Code: d

DATES
Code: m for open ended or s for single

007 PHYSICAL DESCRIPTION FIXED FIELD.
The 007 is in the constant data record. It will only need to be modified slightly if there is one color and sound. The default on the constant data record is: c $b r $d c $e n $f [blank]
$d is the color code and $f is the sound code.

VARIABLE FIELDS

049 LOCAL INFORMATION.
Fill in as usual (SNIA for electronic resources), initials and date.

090 LC CALL NUMBER.
Put in the call number for sites cataloged. If the site is an edition of a hard copy already cataloged in our database, use the full call number including the shelf listing with the usual indication of a new edition. If not in our catalog, there is no need for a shelf listing number in the CORC database.

245 TITLE.
Change to be EYE READABLE title of the web page. If the CORC software generates a different title, change that to a 246. Possibly add a $i stating the source of this alternate title. Title should be on the main source of information which may or may not be the "top" page. Choose the page that has the most information as the main source. Create a 500 note explaining choice of main source and title.
245 $h Default is "computer file". ISBD Computer Files has approved "electronic resources" which we will probably be used in CORC soon.
245 Smithsonian Institution Libraries $h [computer file] : $b Museum Reference Center Branch

246 ALTERNATE TITLE.
May be generated from the web address i.e.
246 1 $i HTML title $a Museum Reference Center Branch: Smithsonian Institution Libraries

250 EDITIONS OR VERSIONS NOTE.
If an online monograph is frequently updated, omit the edition statement and give a 500 note. 500 Title from Version 1, 1998 title screen, viewed May 14, 1999.

256 COMPUTER FILE CHARACTERISTICS.
The 256 on the constant data should read Computer data and programs. If you like you can edit this field to just read Computer data. This is a REQUIRED field.

260 DATE.
CORC generates a date from the creation date found in a mysterious place that we can't seem to find! We need to look at the html view of the web sites and see if we can find the date. Always put in a 5xx tag that has the information of when you were cataloging the web site. See 5XX below. It was decided on the 4/9/99 meeting that we would keep the date as it is generated in the 260 for now. After our meeting 4/16/99 Dates: There is the creation date, the upload date and the update date. The upload date is closes to the publishing date. By including in the 500 note the date we viewed the page when we cataloged the record, there is no need to include the update date. The creation date is more of an internal date for our staff. Record the upload date in the 260 and in the fixed fields - if the date can be found. Currently, the default is the update date since that is the only date available.

270 ADDRESS FOR FEEDBACK.
Where we have the libmail address, the subfields include:
$f Title preceding attention name (General, Dr. Reverend in old fashion snail mail)
$g Attention name
$h Title following attention name (this is where we have put "Feedback")
$i Type of address
$m Electronic mail address (this is where we have put the libmail@....
$p Contact person
$z Public note

5XX NOTES.
Date information suggested wording:

• 500 Title from welcome screen, viewed Sept. 10, 1998.
• 500 Title from homepage main screen, viewed Apr. 9, 1999.
• 500 Title from title information screen, viewed Mar. 31, 1999.
• 500 Title from journal (database, homepage, etc.) information screen, viewed Aug. 8, 1998.
• 500 Title from title screen, viewed February 25, 2000.

505 CONTENTS.
Could use the contents note to list topics on the side frame for each page or use the 520 note to describe the page.

516 TYPE OF COMPUTER FILE OR DATA NOTE (i.e. File characteristics).
A free-text note. Used for additional information about the file if that information is not available elsewhere in the record. We may choose to use World Wide Web resource. The following notes have been used for remote access titles.

• 516 Online abstracts and tables of contents are HTML encoded, articles in portable document format (pdf)
• 516 Text (electronic journal)
• 516 Postscript Level 2 files
• 516 Minimal TEI tagging
• 516 Document (Legislation and regulations)
• 516 Text (HTML) and graphics (ill. and maps) in GIF and JPG

520 SUMMARY NOTE.
Electronic materials may have a general summary of the site. Use a 505 contents note to list hypertext links or topics on side frame.

538 MODE OF ACCESS.
World Wide Web. Host: [insert the machine name or the very first part of the web address like www.sil.si.edu/]

6XX LC SUBJECT HEADINGS.
Use as many subjects as you feel necessary.

655 SUBJECT HEADINGS.
Leave the 655 tags that are generated if they are correct.

690 LOCAL SUBJECT HEADINGS.
Review for accuracy and relation to the page. Be aware that some times the terms put in are for the sponsoring body and not for the page being cataloged.

856 ELECTRONIC LOCATION AND ACCESS.
$3 Frames - Include this if you know that the site you are cataloging is set up with frames.
$z We will what to add in the $z to the 856 tag.
Currently, in SIRIS we add this information for NOTIS. We will need to see if Horizon needs some local tagging to activate a live link in the OPAC. As of 4/9/99, we decided not to put in the $z in CORC.

945 LOCAL NOTE.
Follow the format for SIRIS: o before initials and then the date: i.e. osds 4/6/99 At the CORC training April 20^th, it was noted that they do not have local fields set up in CORC. They prefer we not add them. They see why we might want this and plan to make possible soon. Are we putting the 945 in now? As of February 2000 we are no longer putting in a 945. This may be revisited as we look into the exporting of records from CORC into our local system.

This presents a basic defintion of the Dublin Core elements. For the latest version of the DC Metadata Element Set and links to completing the fields see: http://purl.org/DC/documents/rec-dces-19990702.htm

1. Title
   Label: TITLE
   The name given to the resource by the CREATOR or PUBLISHER.
   
   
2. Author or Creator
   Label: CREATOR
   The person or organization primarily responsible for creating the intellectual content of the resource. For example, authors in the case of written documents, artists, photographers, or illustrators in the case of visual resources.
   
   
3. Subject and Keywords
   Label: SUBJECT
   The topic of the resource. Typically, subject will be expressed as keywords or phrases that describe the subject or content of the resource. The use of controlled vocabularies and formal classification schemas is encouraged.
   
   
4. Description
   Label: DESCRIPTION
   A textual description of the content of the resource, including abstracts in the case of document-like objects or content descriptions in the case of visual resources.
   
   
5. Publisher
   Label: PUBLISHER
   The entity responsible for making the resource available in its present form, such as a publishing house, a university department, or a corporate entity.
   
   
6. Other Contributor
   Label: CONTRIBUTOR
   A person or organization not specified in a CREATOR element who has made significant intellectual contributions to the resource but whose contribution is secondary to any person or organization specified in a CREATOR element (for example, editor, transcriber, and illustrator).
   
   
7. Date
   Label: DATE
   The date the resource was made available in its present form. Recommended best practice is an 8 digit number in the form YYYY-MM-DD. For example, the date element 1994-11-05 corresponds to November 5, 1994. Many other schema are possible, but if used, they should be identified in an unambiguous manner.
   
   
8. Resource Type
   Label: TYPE
   The category of the resource, such as home page, novel, poem, working paper, technical report, essay, dictionary.
   
   
9. Format
   Label: FORMAT
   The data format of the resource, used to identify the software and possibly hardware that might be needed to display or operate the resource. For the sake of interoperability, FORMAT should be selected from an enumerated list that is under development in the workshop series at the time of publication of this document.
   
   
10. Resource Identifier
    Label: IDENTIFIER
    String or number used to uniquely identify the resource. Examples for networked resources include URLs and URNs (when implemented). Other globally-unique identifiers,such as International Standard Book Numbers (ISBN) or other formal names would also be candidates for this element in the case of off-line resources.
    
    
11. Source
    Label: SOURCE
    A string or number used to uniquely identify the work from which this resource was derived, if applicable. For example, a PDF version of a novel might have a SOURCE element containing an ISBN number for the physical book from which the PDF version was derived.
    
    
12. Language
    Label: LANGUAGE
    Language(s) of the intellectual content of the resource.
    
    
13. Relation
    Label: RELATION
    The relationship of this resource to other resources. The intent of this element is to provide a means to express relationships among resources that have formal relationships to others, but exist as discrete resources themselves. For example, images in a document, chapters in a book, or items in a collection. Formal specification of RELATION is currently under development. Users and developers should understand that use of this element is currently considered to be experimental.
    
    
14. Coverage
    Label: COVERAGE
    The spatial and/or temporal characteristics of the resource. Formal specification of COVERAGE is currently under development. Users and developers should understand that use of this element is currently considered to be experimental.
    
    
15. Rights Management
    Label: RIGHTS
    A link to a copyright notice, to a rights-management statement, or to a service that would provide information about terms of access to the resource. Formal specification of RIGHTS is currently under development. Users and developers should understand that use of this element is currently considered to be experimental.
    
    

For more information on Dublin Core, see their homepage: /http://purl.org/DC/