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How to Catalog in WorkFlows
Please click on a document below for more information.
Batch Editing Items
- How to Use the Global Item Modification Wizard
- How to Use the Item Group Editor to Search for Items Assigned Cataloging Codes No Longer in Your WorkFlows Menu
- Instructions for the WorkFlows Item Group Editor Wizard
Best Practices
- Cataloging Best Practice: Prefer Library of Congress Records When Cataloging
- Cataloging Best Practices for RSA Member Libraries
- GMDs versus Carrier Types on Bibliographic Records in WorkFlows
- Guide for Audio-Enabled Books: Wonderbooks & Vox
- Item Barcode Ordering Information
- Pagination Considerations in Cataloging
- RSA Guidelines for Cataloging Magazines in WorkFlows
- Using a Shelf List versus the WorkFlows Inventory Item Wizard to Reconcile Cataloging Discrepancies
- What Is the Title Page Verso? A Parts of the Book Guide
Brief Records
- Guide for Cataloging On-Order Items
- Guide How to Create a Brief Record
- Guidelines for Cataloging 3 R’s in WorkFlows: Reserves, Rentals, and Rotating Collections
- How to Create a Brief Record with a UPC Video – 6:41 minutes
- How to Create a Brief Record with an ISBN Video – 7:43 minutes
- How to Create a Brief Record with an ISSN Video – 6:40 minutes
- How to Create a Brief Record Without an ISBN, ISSN, or UPC Video – 6:57 minutes
- How to Create a Temporary Record for a Non-RSA Interlibrary Loan Item
- Procedure When RSA Is Ready to Upgrade Your Brief Item to an OCLC Record
- Procedure When RSA Is Ready to Upgrade Your Brief Item to an OCLC Record Video – 12:15 minutes
Cataloging Codes / Parameters
- Asterisked Display of Cataloging Codes
- Considerations for WorkFlows Item Category 1
- Getting Started with WorkFlows Item Categories 4 & 5
- WorkFlows Item Categories 3, 4, and 5 FAQs for RSA Libraries
Database Maintenance
- Database Maintenance Reports
- Tidy Cataloging Tips Video – 8:41 minutes
Entering Items
- How to Change the Owning Library of an Item Cataloged in WorkFlows
- How to Create a Call Number for a Multi-Piece Item
- OCLC Cataloging Level – Loading Bib Records Video – 12:09
- Steps for Cataloging a Call Number (Brand New Title) on a Bibliographic Record in WorkFlows
- Steps for Cataloging an Item (Duplicate Copy) on a Bibliographic Record in WorkFlows
Matching
- Bibliographic Record Tidbits Video – 8:41 minutes
- Do Not Use a Record When…
- Matching an OCLC Record to Your Book
- Matching an OCLC Record to Your Video or Sound Recording
- Matching a Record to Your Magazine
- Search, Match, and Attach Video – 5:31 minutes
Overviews
- Cataloging At-A-Glance
- Overview of the New RSA Cataloging Process for Items Without Matching Records
Removing Items
- Procedure for Deleting Items from WorkFlows
- Procedure for the WorkFlows Discard User
- The Discard User, an Overview Video – 11:06 minutes
Reporting Issues to RSA
- Procedures for Reporting Cataloging Issues to RSA
- Procedures If You Encounter an Advanced Reader Copy (ARC) or Pirated Item in WorkFlows
Searching for Items
- RSAcat Library of Things Search Limit
- Search Strategy Guide for the WorkFlows Call Number and Item Maintenance Wizard
- WorkFlows Format Search Enhancement
- WorkFlows Search Tips Cheat Sheet: Quickly Narrow Down Possible Record Matches
Settings
- How to Change the Default Library in the Call Number and Item Maintenance Wizard
- WorkFlows Cataloging Set-up Guide
Transferring Items
- How to Use the Transfer Wizard
- Basic Cataloging Level – Transfer Wizard Video – 6:28 minutes
Please direct any questions about WorkFlows cataloging to the RSA Help Desk.
How to Catalog in OCLC Connexion
To learn how to use OCLC Connexion Client, cataloging staff at Full and Basic Online libraries must complete these four modules:
- Module 1 – WorldCat, MARC, and client basics (120 minutes)
- Module 2 – Basic bibliographic searching (107 minutes)
- Module 3 – Basic editing and record processing (95 minutes)
- Module 4 – Save files, file management, and batch processing (100 minutes)
Once staff have completed these OCLC modules, training is available in the RSA Bibload Workshop that explains how to use OCLC Connexion Client to make bibliographic records usable for RSA, including how to add library-specific call number/item information to the records, export them from the Client in the correct format, and load them into WorkFlows so they are visible in the RSAcat.
The documentation from the RSA Bibload Workshop is only available to library staff who have completed the workshop or who have been previously trained on OCLC Connexion Client, either internally at their library or by RSA.
Please watch the RSA listserv and Library Learning for announcements of upcoming RSA Bibload Workshops. More information about Bibload Workshops can be found here.
There is no requirement or expectation from RSA for the membership to use OCLC Connexion or catalog at the advanced level in OCLC. Advanced cataloging includes:
- Editing the bibliographic description on existing OCLC records
- Upgrading existing OCLC records with minimal bibliographic description to full description
- Deriving or creating new original OCLC records
The RSA cataloging department provides advanced cataloging service as part of your library’s RSA membership fee. RSA does not provide training for member library staff how to edit, upgrade, derive, or create OCLC records.
Scope of RSA support for OCLC Connexion Client:
- Constant data / 949 templates
- Exporting
- Importing
- WorkFlows bibloads
- Brief record cleanup
For questions or assistance with all other Connexion topics, including how to set up the Connexion Client and use it to search for bibliographic records, please contact OCLC Support at or 1-800-848-5800.
Cataloging Parameters
Visit the Cataloging Parameters page.
Cataloging parameters, sometimes called “cataloging codes,” are assigned to each item cataloged in WorkFlows. Cataloging parameters describe the following about the item:
- Where it is shelved (home location)
- The type of item it is (item type)
- Whether the content is fiction or nonfiction (item category 1)
- The reading, viewing, or listening level of the content (item category 2)
- The general item format (item category 3)
- The item’s primary genre (item category 4)
- The item’s secondary sub-genre (item category 5)
Home location, item type, and item categories 1-3 are required for each item cataloged in WorkFlows.
Please direct any questions about cataloging parameters to the RSA Help Desk.
Cataloging Policies
Please click on a policy below for more information.
Please direct any questions about cataloging policies to the RSA Help Desk.
Cataloging Site Visits
RSA invites your library to request a cataloging site visit using the form available here. Please select the cataloging option for the question that asks, “What would you like help with during this visit?”
Once you submit the form, a member of the RSA cataloging department will reach out to schedule your visit either in-person at your library or virtually via Zoom, depending on what works best for you. A typical cataloging site visit lasts about 2 hours.
Why schedule a cataloging site visit? It is the perfect opportunity for libraries and RSA staff to connect, discuss helpful cataloging topics, and answer any questions the library may have about brief records, cataloging parameters, discard users, searching for records, or anything else cataloging-related.
RSA will also reach out to libraries we have not heard from lately to see if they would be interested in a cataloging site visit.
Please note that site visits differ from cataloging training.
Cataloging Training
Please watch the RSA listserv and Library Learning for announcements of upcoming cataloging training.
Basic WorkFlows Cataloging Workshop
Database Committee
Visit the RSA Database Committee page.
The Database Committee meets each January, May, and September to discuss issues related to cataloging in WorkFlows and OCLC. Any RSA member is welcome to participate in Database Committee meetings.
The Database Committee Chair or Co-chairs are elected for a one-year term each January. There are no term limits.
RSA staff serve as note takers during the meetings. The meetings are recorded and uploaded to the RSA YouTube for those unable to attend live.
Please watch the RSA listserv and Library Learning for announcements of upcoming Database Committee meetings.
Cataloging Maintenance Center (CMC)
Visit the Cataloging Maintenance Center web site.
According to the CMC web site:
“The mission of the Cataloging Maintenance Center (CMC) is to provide cataloging support to Illinois library system members.
Since 2001, the CMC has been upgrading bibliographic records for Local Library System Automation Programs (LLSAPs) and individual libraries throughout the state of Illinois. The CMC is also a source for other cataloging assistance including:
- Database cleanup
- Original or copy cataloging of eligible collections
- Cataloging training
- Assistance with general cataloging questions, including questions on Resource Description and Access (RDA)
- Metadata consultation
Supported in part by a grant from the Illinois State Library, the CMC is currently operated by, and is a division of, Illinois Heartland Library System. The CMC is located at the Champaign and Edwardsville IHLS locations.”
RSA loads into WorkFlows OCLC bibliographic records created by the CMC on behalf of the submitting RSA library. RSA contacts the library once its record(s) have been loaded into WorkFlows.
Need Help Cataloging Your Item?
The item in your hand does not have a matching record in WorkFlows or OCLC (if your library uses Connexion Client or Record Manager). What should you do to catalog your item in WorkFlows? What if you are unsure of a record and want RSA’s help determining if it is actually a good match for your item?
If you are unable to find a matching record, or you are unsure if the existing record is a match, please create a brief record in WorkFlows.
Visit this page for more information.
RAILS Cataloging Services
Visit the RAILS Cataloging Training & Resources page.
According to the RAILS web site:
“Free cataloging training courses are available to staff from all RAILS member libraries. Training formats include in-person classes, presentations, and webinars.
Training opportunities include:
- Quarterly basic training on cataloging and classification. These courses are offered as a two-day in-person session, and provide the practical, hands-on training needed to succeed in cataloging and classification of print monographs.
- Supplementary single sessions on various cataloging related topics through webinars.
- Advanced courses are coming soon – if you have any requests, please get in touch
The classes will be listed in L2 as they are scheduled. For a list of training currently scheduled, or to register for a workshop, visit Library Learning (L2).
RAILS is always looking to expand the cataloging training opportunities that we provide to our members. Is there a cataloging topic you are interested in that is not currently covered? Send an email to and let us know.”
Visit the RAILS World Language Cataloging page.
According to the RAILS Web site:
“The World Language Cataloging Services Program is a statewide cataloging support program for Illinois library system members. This service provides supplementary cataloging, particularly when original cataloging or world language cataloging is needed for system members as an outsourcing option. Both RAILS and IHLS members are eligible to participate. This service is made possible by a grant from the Illinois State Library and there is no charge for system member libraries to use the service. This service covers all languages that are considered part of the library’s regular collection, as opposed to being a special collection.”
RSA loads into WorkFlows OCLC bibliographic records created by the RAILS World Language Cataloging Program on behalf of the submitting RSA library. RSA contacts the library once its record(s) have been loaded into WorkFlows.
