Guide to Using the ESTC Database

Page Contents

Logging In

Searching the Database

Displaying Your Search Results

Adding Your Library's Holdings to ESTC Records

Searching by Holdings Records

Adding a Cataloger's Note

Downloading Records

ESTC Staff please note: ESTC staff is not required to log in using the procedure described below, nor is staff restricted to adding and editing the holdings for a specific library. All other procedures should function the same.

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Logging In

To begin matching your list of holdings to the ESTC database, you must first enter your user name and password at the following web address:  http://estc.ucr.edu/EstcPassword.html

After entering your information and clicking the OK button, the ESTC search page will be brought up in your browser, as shown.

ESTC search page
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Searching the Database

Keyword Search

The main search field for this screen is the "Keyword" field.  The database will search all titles and authors for every word entered in the "Keyword" field.  If you wish to limit your search to either author or title, click the radio button below the "Keyword" field accordingly:

Keyword search box

All words entered are treated as if they are connected by the boolean "AND" expression. In other words, if you enter "England France" the database will search for all records containing both words.

If you want to use the boolean "OR" function, use a backslash between the words.  For example, "England \ France" will search for all records containing "England" and it will also search for all records containing "France", but will not specifically look for records containing both.

If you are familiar with the STAR database program, you can check the "Expert search:" checkbox and enter an advanced search using STAR commands (for more information, see Expert search and ESTC available search indexes).

If you have trouble finding records matching your search, you can use the "Title index" function to bring up an alphabetical listing of all records in the ESTC database, which you can then search and browse.

Combining Searches

You can combine several fields to narrow your search. For example, you can enter "1750" into the date field and "England France" in the keyword field, and your search will look for all records with both England and France in the author or title, within all books published in 1750. The other search fields can be used in this manner as well.

Date Search

Searching by publication date is very useful, especially for narrowing down a search on a widely published book. You can search for a specific year, or set a year range.  For example, if you wanted to limit your search to records printed only in 1750, your search would look like this:

Date search boxes

However, if you wished to include all works between 1750 and 1760 in your search, your search would look like this:

Date search boxes

Other Searches

If you know the exact ESTC identification number, that can make your search very quick. Just enter the number in the "ESTC IDs" field:

ESTC ID search box

If you know the Wing number, STC number, or another bibliographic reference, you can search the database using the "Bib. Ref." field:

Reference sources search box

You can also search by library code, shelfmark, or information in the general notes, if you know them:

Notes, Library and shelfmark search boxes

The "Ellipsis" Button

The button after the search fields with an ellipsis on it can be used to bring up an alpha-numeric index that allows browsing of the data in that field. It is best to enter data into the search box before clicking the button to give the function a place to start.

This process can take a long time, however. If you find that it is taking too long and want to stop it, hit the "Stop" button on your browser, exit your session in the ESTC search page using the exit button, then restart a new session.

Hitting the ellipsis button will bring up a screen similar to this:

Index display

You will notice that the search engine brought up records near the number entered in the "ESTC ID" field. If you wish to see numbered records before what is displayed, hit the "Up" button on this screen. If you wish to see numbers after what is shown, hit the "Down" button. You can also enter another number in the "Near" field and click on the "Show Near" button to begin a new search of the list. Once you find the number you are searching for, click the check box next to it and click the "Paste" button.  This will take the selected number and add it to the search field on the main search screen.

Retrieving Records

After typing in your search, click the Search button. The number of hits is indicated beside the "Records retrieved:" in red. When your search has been narrowed to a reasonable number of records, click the "Display Records" button to review a list of the hits to your search. To begin a new search, click on the "Clear" button, as this will reset all the fields so that you can begin your new search fresh.

Search page buttons

Maximum Number of Records to Display

In the upper right-hand corner of the search screen is "Maximum Display..." and a box with a choice of numbers ranging from 50 to 1,000. This box sets the maximum number of records from your search that will display. The default is 50 records. If you wish to display more than 50 records, reset the box to a number higher than the number of records retrieved by your search. Then click "Display Records."

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Displaying Your Search Results

Multiple Record Displays

Once you have conducted your search and clicked on the "Display Records" button, you will see a list of records in the default Multiple Records Display format:  Brief Records (Table Report). Included in this display are the author, title, and imprint.  Note the control buttons for this screen:

If you wish to view these records in a different format, there are three other options:

If you see at once the record you are searching for, click the "full" button to the right of the record, which will bring up a MARC format display of that record in the Single Record Display (see below). You can then edit or add holdings.

Displaying Selected Records

If you wish to select only a couple of brief records for fuller display, click the check box to the right of each record you wish to see, then click the "Display Selections" button, shown in the top row of the figure above. This will bring up a full display of each of the selected records.

If you only wish to view one record, it is not necessary to check the select box, just click the "full" button.

Please note: the selections do not automatically clear when you begin another search, but will remain selected until you clear them using the "Clear Selections" button,  shown in the top row of the figure above in Multiple Record Displays.  This allows you to select many records over multiple searches to display together.

Single Record Displays

At this point, if you have identified a single record and clicked the "Full" button on the right-hand side, your screen would look something like this:

If you have difficulty reading or understanding MARC format, click on the button "Full Report" for a  more readable display.
If you wish to see which libraries hold that particular item, click on the button "Holdings Display."

Once you decide that your copy  matches this record, make sure that you are in the MARC display, then check the 852 lines at the bottom of the record to see if your library is already listed.

If you currently do not have a holding matched to the record, there will be an 852 with "No holdings available."  At this point you would click the "Add Holding" button to add a new holding to the record.

Remember, the MARC display will only show you your own holdings.

If your library is already matched, verify that the shelfmark, copy notes, etc. are correct.  If all your information is correct, then you do not need to enter anything for this record and you can begin another new search by clicking the "Back to Search" button.

If you need to correct something in the existing holding, simply click on the holding to edit it.

An Existing Holding Link

If you have a different copy from the one previously matched, click the "Add Holding" button at the top of the screen to add a new holding for the item you have in hand.

To delete an existing item, click on the holding as if you were going to edit it.

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Adding Your Library's Holdings to ESTC Records

Adding a new holding or Editing an existing holding

Once you have clicked the "Add Holding" button or clicked on an existing holding directly, an editing form like the one pictured below should appear on top of your MARC display screen.  Your library's information will be automatically entered for you and is not editable by you.  Enter or edit the appropriate fields and click the "Update" button at the top of the form.

Don't forget to update the status from "WEB match" to "Verifed" by clicking the radio button.

Holdings editing form

Deleting an existing holding

To delete an existing holding, once in the editing form, simply click the "DeleteRecord" button at the top of the form.

Closing the form

If you make a mistake and do not want to actually add a new holding or make changes and you have not clicked "Update", just click the "Close" button at the top of the form and then the "X" in the upper right-hand corner (not shown in figure above).

After you have clicked "Update" or "DeleteRecord" you can now close the editing form.  Click the "Close" button at the top of the form and then the "X" in the upper right-hand corner (not shown in the figure above).

Once you have closed the form, you should be back at the Single Record MARC display.  To see your changes, click your browser's Reload/Refresh button.

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Searching by Holdings Records

Library holdings for ESTC records are held in a separate database from the bibliographic records. The Holdings Search Interface has been designed for explicitly searching for information entered in these holdings records and not in the bibliographic record.

On the ESTC search page (the ESTC Search Interface), there is now a button labelled "Holdings." Clicking on this will take you to the Holdings Search Interface.

Holdings Search Interface

The Holdings Search Interface has the same basic set-up as the ESTC Search Interface. The navigation buttons are all labelled according to their function. Clicking on the button labelled "Catalog" will take you back to the ESTC Search Interface.

Searching Holdings Records

Search by:

Just as you would do in the ESTC Search Interface, after you have chosen your search term(s), click "Search." If your search results in more than 50 records, click the box next to Maximum Display to increase the number of records that will display. The highest number of records you can display is 10,000. Click "Display" to see your records.

Displaying Holdings Records

There are two ways to display holdings records:

Editing Holdings Records

To edit a particular holdings record:

In the Table Display click the "More" button for the holding you wish to edit. In the display that opens up, click on the Record number link. This takes you to the Single Record Full Display of the bibliographical record to which the holdings record belongs. Here you can edit your holding as described above in Adding Your Library's Holdings to ESTC Records.

In the Full display, click the ESTC ID number next to the Item number. This takes you to the Single Record Full Display of the bibliographical record to which the holdings record belongs. Here you can edit your holding as described above in Adding Your Library's Holdings to ESTC Records.

After you have edited the holding, clicking the Back button of the browser will take you back to the display of the Holdings record.

Exporting Holdings as Text

Once you have searched and displayed your holdings, you can then create a text file of your search results.

In either the Table Display or the Full Display of your search results, click the button at the top labelled "Export to text format."

When you click on the button, the computer creates the file and gives you a download link (see image below in Downloading Records.)

To see the contents of the file, click the link.

To save the file to your desktop, right-click the link and choose "Save link as..." from the contextual menu.

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Adding a Cataloger's Note

In the single record MARC display or full display (the same displays where you edit or add holdings) click on the "Annotate Record" link.

This will open a window with the editing form shown below. Enter your ESTC library code, the date and your query. When you have entered your information, click the "Update" button.

If there is already an existing note or if you need to add more than one note, click the "Add Occurrence" button.

To edit your existing note(s), simply make your changes and then click the "Update" button.

If the ESTC needs more information from you about the item in question, your library will be contacted, probably by email. Conversely, if there is a question about an item or procedure or a question that  needs a more immediate response from the ESTC, e-mail estc-catalog@cbsr.ucr.edu.

Just as with the holdings editing form, if you click the "Close" button before you click the "Update" button, your changes will not be saved.

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Downloading Records

In the Single Record Display mode, there are two more buttons at the top of the page: Export MARC Records and Export Text Records (See figure above in Single Records Display).

  • Export MARC Records: Creates an .mrc file in MARC format.
  • Export Text Records: Creates a text file.
  • With either choice, when you click on the button, the computer creates the file and gives you a download link as seen above.

    To see the contents of the file, click the link.

    To save the file to your desktop, right-click the link and choose "Save link as..." from the contextual menu.

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