Entering Holdings and Downloading Records from CatExpress

Please follow these instructions carefully.  Failing to fill out the Local Data Screen properly could cause your call number and holdings information to display incorrectly in the MassCat database and could cause problems when downloading records to your local system.

1.         Login to CatExpress and search for the record you wish to catalog.

2.         Click the “Edit Record” button.

3.         You will be presented with a “Catalog” screen.  Do the following:

In the box labeled “OCLC Holding Library Code” located in the top section of the Catalog screen, you should see your four-character code filled in.  If you see something other than 4 characters (either 3 or 5 characters), call the MassCat Manager for assistance.

Section 1:

You do not need to fill in the other boxes in this section.  Instead, skip down to the next section of the screen.

Section 2:

In the second section of the Catalog screen, enter the following information:  (Fields listed as required must be filled in, otherwise the data will not be processed correctly!)

• Location: Required.  Re-enter your 4-character OCLC code just as it appears in the 1^st box..
• Sublocation: Optional.  If you use sublocations, enter the sublocation here.
• Shelving Location: Optional.  If you use shelving locations, enter the shelving location here.
• Class: Required.  Enter your call number here.
• Cutter: Optional.  If you wish to break your call number up, you may enter the Cutter portion of the call number here. 
• Shelving Control #: Optional.  If you use a shelving control number such as “v.1” or “c. 3,” enter that number here. 
• Barcode: Optional.  If you use barcode numbers for your items, enter the barcode information here.
• Public note: Optional.  If you use public notes for some of your items (“In Library Use Only,” “Does Not Circulate”), enter the note here.

Click the “Save to Catalog” button.

You will get the following message:

You will get this message after every record you catalog in CatExpress during each cataloging session.  Once you have finished cataloging all of your work in CatExpress, you will need to download these records to add to your local system.

Downloading Records from CatExpress

When you have finished cataloging in CatExpress, you will need to download your file of records to add to your local system.  Do the following:

·         Go to the Drop Down menu labeled “Other Options.”

·         Click on the arrow and choose “Download Export Records” from the list:

You will then see the following screen:

Click in the box under the word “Select” to the left of the file you wish to download:

After checking off the box, click the gray “Download” button below the file list:

You will get a series of save windows which will differ depending on the type of browser you use.  Please see the sections below for Internet Explorer or FireFox Browsers.

Once you have saved your file, choose the “Logoff” option from the top right side of the CatExpress screen.