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.
The brief record “flags” the item as needing special attention from RSA, while simultaneously allowing the item to get into your patrons’ hands immediately for use. The RSA cataloging department works through a system-wide report of brief records based on item created date, oldest to newest. When RSA reaches your item on the brief record report, we will place a copy-level hold on it, upgrade the brief record to an OCLC record with full bibliographic description, and then send the item back to the owning library or another library to fill a hold.
Below are links to documentation which fully describes everything about this process, including step-by-step instructions on how to create a brief record in WorkFlows—with plenty of examples! These documents can also be found within the Cataloging Handbook.
Overview of the New RSA Cataloging Process for Items Without Matching Records
A summary of the whole cataloging process from start to finish.
Do Not Use a Record When…
Remember, every unique item requires its own unique record. A “somewhat matches” record should not be used because it will keep patrons from getting exactly what they want. In addition to looking at core match points (publisher, publication date, title, author, etc.), here’s a list of common tricky situations that might prompt you to create a brief record for your item.
Create a Brief Record
Everything you need to know about creating a brief record for an item without a matching record—or an item you are unsure if there is an existing match.
Brief Record Videos
Are you a visual learner? RSA has several videos covering how to create brief records in WorkFlows.
Procedure When RSA Is Ready to Upgrade Your Brief Item to an OCLC Record
A detailed look at the cataloging process, with a focus on your perspective, when RSA is ready to upgrade your brief record to a full OCLC record.
Questions?
Have you encountered something that doesn’t quite fit the above scenarios, or even want RSA to walk you through creating a brief record, please contact the RSA Help Desk at or 1-866-940-4083.
