Collection Manager: What it is and how libraries use it 1:31 pm - 3:08 pm Wednesday, April 10, 2024 | (UTC-04:00) Eastern Time (US & Canada) Marcy Strong Judith Carter Kristine Abbey Mindy Tran Kristi Schirrmacher Jeydie W. WEBVTT 1 Mindy Tran 00:28:48.600 --> 00:28:57.520 What I'd like to welcome everyone to world chair collection manager. What it is and how libraries use it. My name is Mindy Tran and I will be leading the session today. 2 Mindy Tran 00:29:00.560 --> 00:29:19.840 This online class is really meant to just introduce you to worldchair collection manager, including the types of collections to help your library manage the metadata for your electronic resources as well as print. After this training, we hope that. 3 Mindy Tran 00:29:19.960 --> 00:29:35.880 You will gain a foundational knowledge of the collection types in collection manager and be able to determine the types of collection to use to manage the metadata for your libraries electronic and print materials. 4 Mindy Tran 00:29:38.600 --> 00:29:49.240 I'll. Our agenda for today is, is really very simple. A quick introduction to World Share collection Manager. We will be spending. 5 Mindy Tran 00:29:50.640 --> 00:29:58.400 Some time just looking at the collection manager interface just to help you orient yourself with collection manager, what it looks like. 6 Mindy Tran 00:30:00.440 --> 00:30:19.160 And then we'll be talking specific mainly spending the majority of our time together talking about the types of collections that are available and what each type of collection does and can help your library in terms of managing e resources or, print materials. 7 Mindy Tran 00:30:20.960 --> 00:30:40.800 And we will touch on how to set up collection manager to receive mark records as well as maintain your work hat holdings for the, your collections depending on the type of collections that you use. And because collection manager has two parts, really. 8 Mindy Tran 00:30:41.240 --> 00:30:57.680 One is the interface to manage the different types of collections, but the other part of collection manager is to set up so that you can receive mark records and maintain your holdings and so we will touch on a little bit on that. 9 Mindy Tran 00:30:59.120 --> 00:31:15.360 Towards the end of the session. And then of course making sure that you are aware of the help and resources support resources that are available to you as you work with collection manager and the various colla types of collection, ok? 10 Mindy Tran 00:31:21.560 --> 00:31:38.040 With world share collection manager, libraries can manage the metadata for their electronic and print materials at the collection level. So what we're talking about is not going in and getting individual people graphic record. We're talking about. 11 Mindy Tran 00:31:39.400 --> 00:31:45.240 A package of say ebooks or a package of e journals or. 12 Mindy Tran 00:31:47.720 --> 00:32:07.360 And we're talking about a cult, the whole a collection rather than individual records, ok? Library, you can also output worldcat records for your electronic and print materials and while you're doing that, you can provide, you can have collection manager customized the type of. 13 Mindy Tran 00:32:07.600 --> 00:32:27.520 Edits to records before they are delivered to your library. Select the delivery frequency that you want to receive these records if you are setting up to receive mark records. Select whether you want to get updated worldcat records, so maybe you get that initial update and. 14 Mindy Tran 00:32:29.960 --> 00:32:44.440 A year later there may have been some updates that have been made to the world Hat Record, you can choose to have collection managers send you an updated world Cup record so that you can. 15 Mindy Tran 00:32:46.840 --> 00:32:48.880 Update the record in your local system. 16 Mindy Tran 00:32:52.000 --> 00:32:58.400 You also have the option to maintain holdings in Worldcad for your electronic and print materials. 17 Mindy Tran 00:33:02.720 --> 00:33:03.280 And if you. 18 Mindy Tran 00:33:04.520 --> 00:33:24.520 You don't have yet have access to collection manager, you can request access to that at the URL seen here. Okay, even if you, it is included as part, let's say you have a full cataloging subscription and it is part of your full catalogging subscription. 19 Mindy Tran 00:33:25.120 --> 00:33:38.080 You won't automatically just have a login to access collection manager. You'll need to request it. But once you do, you should be able to log in with your Worldchair account and. 20 Mindy Tran 00:33:40.240 --> 00:33:53.760 Access collection manager and work with the different types of collections that are there making, customizations and configuration to get mark records or to maintain your holdings in worldcap. 21 Mindy Tran 00:34:00.600 --> 00:34:18.960 Since libraries use collection manager to manage the metadata for their electronic and print materials at the collection level, each collection type is designed to help in different ways. For example, libraries one to assist users to better find their resources. 22 Mindy Tran 00:34:19.440 --> 00:34:26.960 Will use data sync collections to ensure that their library holdings are represented in Worldcat. 23 Mindy Tran 00:34:31.280 --> 00:34:43.360 Libraries that want to improve the quality of their local catalogs may use query collections to get worldcat records based on a set of criterion so that they can. 24 Mindy Tran 00:34:46.080 --> 00:34:58.440 Make sure that those, the records that they have users will be able to find the items or the materials that their library actually owns or have access to. 25 Mindy Tran 00:35:02.120 --> 00:35:18.280 Libraries that want to get new materials in new print materials into circulation faster, use cataloging partner collection to get worldcat records purchased for materials that they purchased from various material vendors. 26 Mindy Tran 00:35:21.760 --> 00:35:28.520 And libraries that want to manage their electronic resources use worldcap knowledge based collections to do so. 27 Mindy Tran 00:35:32.360 --> 00:35:50.920 And libraries that need to have staff to perform other tasks may use Worldcat updates to maintain the metadata for their electronic and print materials so that it frees up that time for their staff to do other, to perform other tasks like maybe original. 28 Mindy Tran 00:35:51.120 --> 00:35:55.400 Cataloging for materials at their institution. 29 Mindy Tran 00:35:58.200 --> 00:36:05.240 We'll take a look, or we'll discuss each of these types of collections in a little bit more detail in just a second here. 30 Mindy Tran 00:36:07.280 --> 00:36:27.360 So when we talk about collection manager, there's a typical workflow, but it doesn't necessarily have to follow the same order every time depends on whether you're doing it the first time or this is a continuing maintenance of your libraries, your, the metadata. 31 Mindy Tran 00:36:27.640 --> 00:36:33.800 For your electronic and print materials. So first off, one of the things that you want to do is set. 32 Mindy Tran 00:36:35.800 --> 00:36:39.320 Do some configuration or set up for all of the collections. 33 Mindy Tran 00:36:41.840 --> 00:37:01.200 Tell collection manager what OCLC symbol, you want to use. Do you want to, get mark records or get Worldcap records, then you'll need to enable mark records and configure the mark records section. Do you want to have collection manager maintain your work ha. 34 Mindy Tran 00:37:01.520 --> 00:37:07.760 Holdings for your electronic resources and print materials? If so, you want to enable. 35 Mindy Tran 00:37:09.880 --> 00:37:11.560 The world cat holding sections. 36 Mindy Tran 00:37:13.000 --> 00:37:30.920 Section accordion in for all collections, and then also at the collection level, there are something that you can decide, maybe this is a collection that I do not want world cat holdings maintain because it is proprietary material and I don't want this to show up in world cap. 37 Mindy Tran 00:37:34.120 --> 00:37:52.680 And as you are going through and setting this up, you want to sign up for reports. That way you will know, you can get a notification that your mark records or a file of your work hat records are available for you to download or what worldcat holdings have been maintained. 38 Mindy Tran 00:37:53.360 --> 00:37:56.640 For your collections in collection manager. 39 Mindy Tran 00:37:59.800 --> 00:38:18.720 The other thing that you want to do is either you, your or your provider depending on the provider that you purchase ebook collections or e journal collections or print materials maintain the collection as needed. you either need to go. 40 Mindy Tran 00:38:18.760 --> 00:38:21.880 Go in and find the collection and select the. 41 Mindy Tran 00:38:23.400 --> 00:38:38.640 Titles that your library purchase or select all of the titles that your library purchase or if it doesn't exist to create the collections and make any setting configurations as specific to that collection. 42 Mindy Tran 00:38:40.520 --> 00:38:53.760 And then as an, once that's done, as an automated process collection manager will, if you have asked collection manager to maintain Worldcat holdings, it will do that behind the scenes. If you've asked. 43 Mindy Tran 00:38:55.720 --> 00:39:15.640 Collection manager to deliver Worldcap records for your collections, it will do that and it will deliver those files of records based on the frequency that you've chosen. However, you've set up the mark records configuration, and then also provide reports so that you know what has. 44 Mindy Tran 00:39:15.880 --> 00:39:18.040 Been done. Okay. 45 Mindy Tran 00:39:26.240 --> 00:39:40.800 Before we go in and take talk in more detail about the types of collections, I'm going to switch my screen over here to my browser. I'm using Firefox here. I'm gonna go ahead and log in. I already have my. 46 Mindy Tran 00:39:45.200 --> 00:40:01.880 Specific URL for collection manager, for world chair. I already have a login, so I'm gonna go ahead and log in here. please excuse, I have this set up to remember my username and password so I don't have to memorize them. I'll go ahead and sign in. 47 Mindy Tran 00:40:03.840 --> 00:40:04.640 So I'm logged into. 48 Mindy Tran 00:40:07.040 --> 00:40:08.200 My world chair. 49 Mindy Tran 00:40:11.560 --> 00:40:12.840 With my worldchair account here. 50 Mindy Tran 00:40:15.880 --> 00:40:34.880 So I'll need to be able to have access to collection manager to be able to manage the metadata for my electronic and print materials. So to do this, when I log in, it depends on your libraries access, what your library has access to in terms of worldchair services. 51 Mindy Tran 00:40:35.160 --> 00:40:54.600 As well as what your specific worldchair account has, access to. So because this is our training account, we have access to pretty much all of the world chair services and my world share accounts specifically have access to all of the services that's on our worldchair platform. 52 Mindy Tran 00:40:56.640 --> 00:41:01.640 But to access collection manager, I would go to the metadata, click on the metadata link. 53 Mindy Tran 00:41:03.360 --> 00:41:19.920 And then on the left hand side, I will see the panel for collection manager and if I click on that, you will see that everything that pretty much everything that you need to do or work with within collection manager can be done under this. 54 Mindy Tran 00:41:21.920 --> 00:41:40.360 Panel here. Okay, so you will find that you can search by collection or you can search by individual titles in the collection by the provider of the collection, history or you can search specifically for data sync collections. 55 Mindy Tran 00:41:41.760 --> 00:42:01.760 And then of course you can filter it by just your, the collections that your library has at least a selected one title or collections that your library have created and or all collections or collections not selected, ok? So. 56 Mindy Tran 00:42:02.200 --> 00:42:09.200 One of the things that you can do is search for existing collections or create a collection. We will come back and. 57 Mindy Tran 00:42:10.880 --> 00:42:12.840 Look at this in a little bit more detail. 58 Mindy Tran 00:42:15.320 --> 00:42:34.520 Institution settings I'm gonna click on that here. This is where you customize collection manager. It affects all collections that's when you make a customization in under institution setting, but some of the settings pertain to specific collection type. So if you don't. 59 Mindy Tran 00:42:34.760 --> 00:42:44.720 Use, for example, calogging partner collection, need to worry about, configuration for calling partner collection. 60 Mindy Tran 00:42:48.640 --> 00:42:57.800 If you or if you don't want to get marked records at all, you don't need to worry about setting up mark records, in the institution settings. 61 Mindy Tran 00:43:00.400 --> 00:43:09.720 Now, one thing I want to show you that's outside of collection manager is under my files. And the reason why I want to show you this is because. 62 Mindy Tran 00:43:15.280 --> 00:43:26.200 If you do decide to get mark records or worldcat records for your collections, this is where you would go to download your files of records when they are ready. 63 Mindy Tran 00:43:29.800 --> 00:43:44.440 Your library to download so that you can load them into your local catalog or send them elsewhere, ok? And you can download the files as often as you need within ninety days after ninety, it will be here. 64 Mindy Tran 00:43:48.080 --> 00:44:02.160 My files for, for ninety days, ok? And files that you've downloaded once will be automatically hidden. You can always uncheck to see everything that is available to download within those ninety days. 65 Mindy Tran 00:44:07.360 --> 00:44:26.320 Now, to help you find more information on the collection type that you want, you can use the help feature that's built into world chair, into world, into the world Chair platform here for your service. so if let's say you've already logged in. 66 Mindy Tran 00:44:26.840 --> 00:44:31.320 And you don't remember the help, the online help site for. 67 Mindy Tran 00:44:33.240 --> 00:44:52.440 OCLC products and services, you can just go ahead to the top right here under the need help. Click on the dropdown and click general help. It will take you out to the online help here, OCLC support, for collection manager. You want to click on Metadata Services. 68 Mindy Tran 00:44:56.880 --> 00:44:58.960 Select world share collection Manager. 69 Mindy Tran 00:45:02.720 --> 00:45:16.680 And you'll notice that here is the documentation as well as if you scroll down towards the bottom here, you will be able to see the World Share Collection manager training and be able to find other training for. 70 Mindy Tran 00:45:20.040 --> 00:45:32.360 For worldchair collection manager. But if you are unsure of where to start or not sure of the workflow, you can click here to choose your collection manager workflow. 71 Mindy Tran 00:45:34.080 --> 00:45:36.560 And it tells you that. 72 Mindy Tran 00:45:37.840 --> 00:45:48.080 If are you working with knowledge based collection, a brief description of what the different types of collections are, and then a little bit further down is just something to help you. 73 Mindy Tran 00:45:50.600 --> 00:46:06.960 Is there, are you unsure about something? Do you, you may have an idea of what you want to do, but you're not quite there yet? So maybe this may help you narrow down specifically to what you are looking for. Okay. 74 Mindy Tran 00:46:14.960 --> 00:46:15.560 Questions about this? 75 Mindy Tran 00:46:22.240 --> 00:46:29.720 And of course when you're done, you can just close it out and be back in collection manager here in world Chair platform. 76 Mindy Tran 00:46:34.360 --> 00:46:44.360 That's. So let's talk about the type of collections and how each can be used to manage your electronic and or print materials. 77 Mindy Tran 00:46:48.400 --> 00:47:08.600 Cap data sync collections allow libraries to maintain their holdings in worldcap, including local bible graphic data and local holdings records. It also allows libraries to match their brief records that is from their local catalog to current world. 78 Mindy Tran 00:47:09.080 --> 00:47:09.280 Records. 79 Mindy Tran 00:47:12.080 --> 00:47:23.920 How libraries use data sync collection varies, it could be that the library is new to OCLC and needs to add all of its holdings to worldcap. And. 80 Mindy Tran 00:47:26.040 --> 00:47:33.440 It's better to create a data sync collection to do that than try to do it one at a time or small batches at a time. 81 Mindy Tran 00:47:35.680 --> 00:47:47.760 Maybe the library's holdings Inhat are out of date. For example, holdings haven't been consistently added or deleted when life, when the library was weeding materials from their. 82 Mindy Tran 00:47:49.080 --> 00:47:58.160 Collection and their local catalog, and it's not the holdings information wasn't consistently added or deleted from Worldcat. 83 Mindy Tran 00:47:59.880 --> 00:48:08.400 Or the libraries needs to add holdings to worldcap for bible graphic records that the library obtained from other sources. 84 Mindy Tran 00:48:13.480 --> 00:48:22.480 Maybe the library need an efficient way to delete holdings on a regular basis as part of an ongoing reading project, rather than having. 85 Mindy Tran 00:48:24.520 --> 00:48:29.400 Staff go in and search for the record one at a time and remove walkat holdings. 86 Mindy Tran 00:48:32.120 --> 00:48:41.480 Or maybe you want to update your local holdings records in worldcat. Again, in a large batch or in a consistent way rather than one at a time. 87 Mindy Tran 00:48:44.440 --> 00:49:00.680 The other thing that you can use wallcat data sync for is if your library or your group needs to register a shared print retention commitments. you can do that through a Worldcat data sync collection. 88 Mindy Tran 00:49:04.880 --> 00:49:10.720 So how this works is that the library creates a data sync collection. 89 Mindy Tran 00:49:12.960 --> 00:49:21.080 Then the library gather data from the locals, from the library's local system and submits that data to OCLC. 90 Mindy Tran 00:49:23.840 --> 00:49:29.080 Initially, OCLC will review the data sync collection and the submitted data. 91 Mindy Tran 00:49:31.000 --> 00:49:51.240 Approve the collection, and process the data. For ongoing projects, subsequent data submission will be processed automatically, ok? Once data is processed, review the output files and the report, and then as needed repeat the process by sub. 92 Mindy Tran 00:49:51.240 --> 00:49:53.680 Submitting new data to OCLC. 93 Mindy Tran 00:50:00.240 --> 00:50:09.160 So what I'm gonna do is I'm gonna switch over to my collection manager here. So to create a data sync collection. 94 Mindy Tran 00:50:11.240 --> 00:50:30.880 Very briefly walk you through this, under collection manager, we're gonna go ahead and click to create a collection. We are going to create a data sync collection. So under collection type right now, it's set to knowledge based collection, but I can click on the dropdown and select data sync collection. 95 Mindy Tran 00:50:33.480 --> 00:50:44.360 And then you also when you select data sync collection, you need to select a data sync data sync type. It can either be bip the graphic local holdings records, whether it's. 96 Mindy Tran 00:50:46.320 --> 00:51:05.840 Delete holdings or delete local holdings records. So data sync collections are determined by the data to be sent such as is the data you're sending bipographic data only, is the data you're sending local holdings records or is it bipographic plus local holdings records. 97 Mindy Tran 00:51:06.240 --> 00:51:20.440 And then of course there's two projects, which you see here is to just delete worldca your libraries worldcap holdings or just to delete local holdings records, ok? 98 Mindy Tran 00:51:22.320 --> 00:51:27.040 Maybe we'll just select people graphic record, ok? And it describes for you. 99 Mindy Tran 00:51:32.000 --> 00:51:35.840 Data sync collection is. And when you click create. 100 Mindy Tran 00:51:39.000 --> 00:51:54.520 This is what it looks like, so you have the properties accordion where you fill out the required fields are marked with an asterisk collection name, institution, and symbol and registry ID. It's automatically taken from. 101 Mindy Tran 00:51:56.240 --> 00:52:01.800 Your registry, and from your libraries from your world share account. 102 Mindy Tran 00:52:03.800 --> 00:52:04.960 And you can set this up. 103 Mindy Tran 00:52:07.160 --> 00:52:09.640 Bit of the graphic record information, what. 104 Mindy Tran 00:52:13.400 --> 00:52:27.440 Local date biprographic information if you are including that mark record output information, whether you want mark records returned to you, and then contact information. Who to contact at your institution. 105 Mindy Tran 00:52:28.720 --> 00:52:32.320 With regards to this data sync collection. Okay. 106 Mindy Tran 00:52:34.720 --> 00:52:54.120 And then once you've filled in that information, you can save it and, you can always save it and come back to it if you still need additional, add additional information to this new data sync collection. Generally, your institution can configure one collection. 107 Mindy Tran 00:52:54.360 --> 00:52:56.520 For each type of data to be sent. 108 Mindy Tran 00:52:58.320 --> 00:53:09.480 Making it easier to manage the process and maintain up to date holdings and worldcap. In some cases, you may need more than one data sync collection for a data type. 109 Mindy Tran 00:53:12.000 --> 00:53:30.960 If there are specific processing requirements such as multiple graphic collections, one for, say, adding, and replacing original records for special collections materials and another one for ongoing regular biblographic data for matching and just setting holdings for. 110 Mindy Tran 00:53:31.400 --> 00:53:35.760 Your general, you know, for other materials in your collection. 111 Mindy Tran 00:53:38.120 --> 00:53:48.480 If you are ready, let's say you have everything complete, then under collection actions, you would submit the collection to OCLC, ok? 112 Mindy Tran 00:53:53.640 --> 00:54:01.920 So that is the data sync collection. Again, very high level, no details, just to show you where it is in collection manager. 113 Mindy Tran 00:54:03.400 --> 00:54:23.720 There are training content as well as documented documentation that will walk you through each of the accordion and the type of information that you would put in there or, where you can find that information, that data sync collections need to, process your. 114 Mindy Tran 00:54:35.160 --> 00:54:46.720 Libraries Use query collections to get sets of worldcap records to improve the quality of their local catalogs and to maintain group catalogs if you. 115 Mindy Tran 00:54:49.720 --> 00:54:51.280 If you are part of a, a group. 116 Mindy Tran 00:54:54.760 --> 00:55:12.720 World cap query collections include a customized set of Worldcap records, which library libraries can download on demand or on a scheduled basis? Libraries use a query collection, say to get records, for, for titles from a. 117 Mindy Tran 00:55:13.240 --> 00:55:16.160 Specific provider or on a specific subject. 118 Mindy Tran 00:55:17.960 --> 00:55:25.160 Maybe you have a special project going on at the library that you want to, get. 119 Mindy Tran 00:55:26.800 --> 00:55:34.360 Records for those titles for a specific subject. records for all of your libraries print serials. 120 Mindy Tran 00:55:37.320 --> 00:55:41.360 Could be that you want to take that, use another. 121 Mindy Tran 00:55:43.560 --> 00:56:01.160 Software converted into a keyboard file, for instance, so that you can import those print serials into the knowledge base, for instance, to have your print journals appear, say, alongside your e journals in an A to Z list. 122 Mindy Tran 00:56:03.920 --> 00:56:07.960 Records for new titles that add are that are added to Open Access collections. 123 Mindy Tran 00:56:10.240 --> 00:56:25.640 Maybe you want a query collection so that you can get records across multiple OCLC symbol. You maybe the group administrator and instead of having individual libraries send you files of records, you may go in and. 124 Mindy Tran 00:56:27.920 --> 00:56:44.600 Create a query collection to grab the records across multiple OCLC symbols for libraries within your group. Or maybe you just want records for all of your libraries old holdings in Worldcap currently, ok? 125 Mindy Tran 00:56:46.040 --> 00:56:50.760 So there maybe other reasons that I haven't listed that you would want to create a query collection for. 126 Mindy Tran 00:56:53.280 --> 00:56:56.240 Either way, how this works is that. 127 Mindy Tran 00:56:58.840 --> 00:57:07.080 Your library creates a query collection and define your selection criteria using Walkat search indexes. 128 Mindy Tran 00:57:09.880 --> 00:57:17.040 Collection manager then searches Worldcad to find and retrieve records based on your selection criteria. 129 Mindy Tran 00:57:19.280 --> 00:57:34.600 Delivers these records to you, and then you, your library retrieves the records and load these records into your local catalog or load it into your shared catalog or send it off to someone to load it into a shared catalog. 130 Mindy Tran 00:57:42.280 --> 00:57:51.640 So in collection manager, same place, so you would need to create a collection, and this time we are creating a query collection. 131 Mindy Tran 00:57:53.880 --> 00:57:59.120 It's really just to compile a list of titles. You want to click Create. 132 Mindy Tran 00:58:01.200 --> 00:58:18.480 Collection name collection ID, it's automatically you can provide a description, but here under Worldcat selection criteria, this is where you need to define what is the criteria to compile this list of titles for this query collection. Maybe. 133 Mindy Tran 00:58:20.680 --> 00:58:21.320 You want. 134 Mindy Tran 00:58:23.320 --> 00:58:30.280 All of the titles from your library. I'm gonna just say TSE. I'm making this up, and oops. 135 Mindy Tran 00:58:35.520 --> 00:58:38.480 From publisher Blackwell, ok? 136 Mindy Tran 00:58:43.920 --> 00:58:56.560 And maybe you want it specifically for the year and I'm just twenty twenty, ok? So you need to make sure that it is using the worldcat search index, which is Li is library. 137 Mindy Tran 00:58:58.560 --> 00:59:15.080 And then the OCLC symbol for your library, you want it to combine it so the Boolean in worldchair has to be capitalized if you're using Boolean operators. PB publisher Blackwell, year twenty twenty, ok? Just making something up. 138 Mindy Tran 00:59:17.360 --> 00:59:20.960 If you have questions about that, if you hover your mouse over. 139 Mindy Tran 00:59:24.320 --> 00:59:33.200 You will, here's an example of how you can set that up, a worldcat selection criteria. Okay, and of course. 140 Mindy Tran 00:59:36.200 --> 00:59:39.160 The Worldcat search index is a good way to. 141 Mindy Tran 00:59:40.720 --> 00:59:45.480 Find out the different index labels that can be used here in collection manager. 142 Mindy Tran 00:59:52.600 --> 01:00:12.200 Not only do you fill out the properties, but you can also set up marked delivery filters, ok? I'm not gonna go into a lot of detail here, but just to show you, you can filter out those records. Maybe you only want records delivered if it was processed by a, something very specific. 143 Mindy Tran 01:00:12.760 --> 01:00:22.320 Like I only want records, sent to me if it was processed by collection manager knowledge base, for instance or I want. 144 Mindy Tran 01:00:24.080 --> 01:00:28.600 Filter by date only within a certain range or records created by. 145 Mindy Tran 01:00:30.000 --> 01:00:46.080 A certain within a certain date or records that have been updated within certain dates, so you can set up marked delivery filters so that you can filter out those records be a little bit more granular in the list of titles that you get from this query collection. 146 Mindy Tran 01:00:49.880 --> 01:00:53.360 And then of course this is at the institution level for Mark records. 147 Mindy Tran 01:00:55.080 --> 01:01:09.640 And you just get to see the collection history once you've created. And so once you've set this up, set your marked delivery filter set collection level, mark records, you can then click create to create the collection. 148 Mindy Tran 01:01:23.240 --> 01:01:34.080 World cap cataloging partners. libraries use this type of collection to get their print materials into circulation faster. It is a partnership between. 149 Mindy Tran 01:01:36.520 --> 01:01:55.080 Your libraries between your library OCLC and your material vendor to help your library improve cataloging efficiency and get new physical items ordered through participating material providers to libraries users faster. 150 Mindy Tran 01:01:58.400 --> 01:02:07.000 To help libraries make new items visible on the web, sooner by having their libraries holdings automatically added to Worldcat. 151 Mindy Tran 01:02:11.080 --> 01:02:20.400 It also helps to save staff time to allocate to tasks that only library staff can perform such as original cataloging so that staff doesn't spend the time to do. 152 Mindy Tran 01:02:22.080 --> 01:02:31.560 Maybe, you know, just copy cataloging which cataloging partner can do if you order from, you know, providers that work with OCLC to offer. 153 Mindy Tran 01:02:38.600 --> 01:02:51.280 So how worldcat cataloging partner works in collection manager, the process starts when the library order materials or sets up an approval plan with the material vendor. 154 Mindy Tran 01:02:53.360 --> 01:02:57.720 The material vendor sends an electronic list of titles to OCLC. 155 Mindy Tran 01:02:59.920 --> 01:03:19.840 Using collection Manager, it finds Ocelsi finds matching records in Worldcat sets library holdings on these records, and customized as needed to include additional data such as invoice date, net price, barcodes, et cetera, as well as other local data. 156 Mindy Tran 01:03:20.240 --> 01:03:33.360 To these records. And then collection manager delivers the customer customized records and a report to the library while the vendor delivers some materials to the library. 157 Mindy Tran 01:03:36.280 --> 01:03:47.760 Collection manager can also get print ready spine and pocket label files with your preferred classification call numbers if you choose to do so and have set it up in your. 158 Mindy Tran 01:03:49.760 --> 01:03:52.000 Profile or in your collection, ok? 159 Mindy Tran 01:03:55.000 --> 01:04:05.000 The labels can go directly to material providers for shelf ready processing if that's what you want collect OCLC to do on your behalf. 160 Mindy Tran 01:04:12.560 --> 01:04:23.680 So within collection manager, what you want to do is again, you want to create a collection. This time you want to create a catalogging partner collection. 161 Mindy Tran 01:04:26.920 --> 01:04:43.520 And when I click create here, you'll notice, same thing, there's a properties accordion. You provide the collection name, you need to tell us collection manager what provider it is that you're ordering from. I'm gonna make one up. I'm gonna say. 162 Mindy Tran 01:04:46.000 --> 01:04:55.880 Let's see Baker and Taylor. And then you need to provide in here the collection ID account number and this information will need to be. 163 Mindy Tran 01:04:57.560 --> 01:05:01.920 Coming from Baker and Taylor because Baker and Taylor need to tell you what account. 164 Mindy Tran 01:05:03.880 --> 01:05:21.600 To use to put here for to work with to set up your Calorgan partner collection, and then which collection ID also this information comes from the provider, it's assigned to you by the provider. And that's the two piece of information that you'll need from the provider to put here. 165 Mindy Tran 01:05:25.120 --> 01:05:37.840 And then of course set up worldcat holdings you want to maintain holdings for the titles ordered via this collection. If you do, you can also, do you want it done immediately as. 166 Mindy Tran 01:05:39.200 --> 01:05:59.400 Finds a matching record or do you want to delay by a certain number of days? So some libraries want to delay it for maybe ten days, twenty days, thirty days up to a hundred and eighty days if you want, I believe. It's up to a hundred and eighty days. Yes. but some libraries may want to delay it for, say, thirty. 167 Mindy Tran 01:05:59.720 --> 01:06:05.040 Days to give the libraries a chance to get the materials from the provider. 168 Mindy Tran 01:06:06.960 --> 01:06:10.400 And then set their holdings in Worldcat. 169 Mindy Tran 01:06:11.800 --> 01:06:13.280 For those titles, ok? 170 Mindy Tran 01:06:15.560 --> 01:06:23.160 Set up mark records at the collection level here, in terms of, information like. 171 Mindy Tran 01:06:26.800 --> 01:06:34.160 If you want to copy the call number mark custom text, that sort of thing. And then there's labels if you want. 172 Mindy Tran 01:06:35.480 --> 01:06:40.800 Collection manager to send labels either to your library or to the materials provider. 173 Mindy Tran 01:06:44.920 --> 01:06:57.160 Do we call number if your library uses do we call number, you can set up the category for the do we call number like in terms of is it, you know, different categories for. 174 Mindy Tran 01:06:59.120 --> 01:07:03.680 The do we call numbers? And then just click to create the collection. 175 Mindy Tran 01:07:15.480 --> 01:07:16.680 Questions about these so far? 176 Mindy Tran 01:07:18.960 --> 01:07:21.400 Just a quick reminder, send them via chat. 177 Mindy Tran 01:07:33.840 --> 01:07:42.080 Worldcat knowledge based collections. Libraries use these type of, this type of collection to allow other OCLC services. 178 Mindy Tran 01:07:44.120 --> 01:07:48.160 That would enable your library to say provide access. 179 Mindy Tran 01:07:49.640 --> 01:07:55.160 To electronic resources in search results in world cap discovery, for instance. 180 Mindy Tran 01:07:56.680 --> 01:07:58.040 To quickly and easily share. 181 Mindy Tran 01:07:59.920 --> 01:08:04.440 Your electronic resources with other libraries, say with Worldchair LL. 182 Mindy Tran 01:08:06.360 --> 01:08:15.280 Maybe you want to manage budgeting, ordering and acquisition of your electronic resources. you can do that with worldchair acquisitions. 183 Mindy Tran 01:08:16.640 --> 01:08:34.480 If your library have purchased or is using world chair acquisitions. Maybe you want to control access rights and link resolution to your electronic resources and you can do that with license Manager. Or if you don't use any of the services that I just mentioned. 184 Mindy Tran 01:08:35.799 --> 01:08:43.960 You can develop custom solutions that would embed your knowledge base collections using the Worldcat knowledge base API. 185 Mindy Tran 01:08:48.359 --> 01:08:50.480 So how this works is that. 186 Mindy Tran 01:08:53.960 --> 01:09:09.040 Search and select the existing Wildcat knowledge base collection to represent your e resources or create new collections to represent your e resources if they don't exist in the global knowledge base. 187 Mindy Tran 01:09:11.240 --> 01:09:11.600 And then. 188 Mindy Tran 01:09:14.759 --> 01:09:33.200 With using collection manager, OCLC can set holdings in Worldcap for the titles in your knowledge base collections, and if you choose can also deliver Worldcat records for the titles in your knowledge base collections, and then that you can then retrieve. 189 Mindy Tran 01:09:33.400 --> 01:09:39.880 And load into your local ILS. If you don't want to get Worldcat records. 190 Mindy Tran 01:09:41.759 --> 01:10:02.120 With these knowledge base collections, you can also enable it or turn it on so that the, when your users do a search in Worldcap discovery, for instance, the, it will show up in Worldcap discovery in the search results. Or you can have your knowledge base coll. 191 Mindy Tran 01:10:08.000 --> 01:10:27.080 Sent to Google Scholar so that if your users begin his or herse search, your users, their search in Google, it will then redirect them, show, to your library to show that your library is providing access to these e resources titles. 192 Mindy Tran 01:10:28.640 --> 01:10:32.880 Or you may enable the collection for inter library loan if your. 193 Mindy Tran 01:10:34.200 --> 01:10:53.160 Ah, subscription or purchase of that titles in that collection allows for inter library alone, ok? Or if you don't use any of these services, you can always, like I, you can always, create. 194 Mindy Tran 01:10:56.200 --> 01:10:59.840 Develop your own custom solution using the knowledge base API. 195 Mindy Tran 01:11:08.360 --> 01:11:09.720 So in collection Manager. 196 Mindy Tran 01:11:13.480 --> 01:11:21.320 You can first search for, say, a collection that your library subscribed to. I'm just going to. 197 Mindy Tran 01:11:22.960 --> 01:11:23.600 Just do a quick. 198 Mindy Tran 01:11:25.520 --> 01:11:45.000 Let's say, usually probably you would search for a brand new collection that your library hasn't subscribed to yet, but that's the one thing that you can do is search for a collection to see if it exists in the look global knowledge base. To see if it represents the co and then you can select it to represent. 199 Mindy Tran 01:11:50.600 --> 01:12:00.640 What you've purchased from this provider. If it doesn't exist in the global knowledge base, then you can always create a local collection. 200 Mindy Tran 01:12:02.840 --> 01:12:08.520 Local knowledge base collection so that you can add these titles to the. 201 Mindy Tran 01:12:10.160 --> 01:12:25.480 Your local knowledge base so that your users can have access to the titles and the collection. If you want to just add your databases only, no titles whatsoever, you can do so and it will just show up in the A to Z list. 202 Mindy Tran 01:12:27.480 --> 01:12:47.120 As a database access, access to the database. There will not be individual titles. It's just a link and you can click out or your users can click out to access the database. Okay, or you create a knowledge base collection that would then include titles, so you need to include pro. 203 Mindy Tran 01:12:47.280 --> 01:12:59.160 Properties, under properties collection name, collection ID, provider, and whether it's an open access, the titles that you are including here are open access or not. If, if that's the attribute. 204 Mindy Tran 01:13:01.240 --> 01:13:13.560 You fill in any linking information, any holdings information, and then you create. Once you create the collection, then it will allow you to add individual titles to this collection. 205 Mindy Tran 01:13:21.640 --> 01:13:22.200 Questions about that? 206 Mindy Tran 01:13:34.640 --> 01:13:49.960 Does a knowledge base collection feed into a query collection? For example, if my consortia has a query collection for all our holdings and a campus is using KB collections, will the holdings add to the query collection? 207 Mindy Tran 01:13:53.960 --> 01:14:12.320 That depends. It's not the, it will not pick up the KB collection. The query collection is, compiling a list of titles that's in the worldcap biprographic database. So if a title that exists in a KB collection. 208 Mindy Tran 01:14:13.840 --> 01:14:32.480 Has holdings added to a bipographic record in Worldcat, then it will show up in your query collection. But if the title in the KB collection does not have holdings added to the, to a bookographic record, then no, that title will not show up in the query. 209 Mindy Tran 01:14:33.520 --> 01:14:36.480 In, in the query collection that you have. 210 Mindy Tran 01:14:38.280 --> 01:14:38.480 Created. 211 Mindy Tran 01:14:40.400 --> 01:14:41.160 Does that make sense? 212 Mindy Tran 01:14:57.240 --> 01:14:57.280 Great. 213 Mindy Tran 01:14:59.640 --> 01:15:07.640 Let's one last type of collection. It's not so much a collection, but it is a service in and of itself that. 214 Mindy Tran 01:15:09.440 --> 01:15:13.200 Libraries use world cat updates and it's part of the mark records. 215 Mindy Tran 01:15:15.240 --> 01:15:18.640 Setup configuration or setup is to. 216 Mindy Tran 01:15:21.000 --> 01:15:27.920 Maintain electronic and print materials to ensure that their users can find and access their content. 217 Mindy Tran 01:15:29.440 --> 01:15:49.600 For example, let's say that your library has profiled cataloging partner collections to deliver less than full level records Worldcap records. You can use worldcap updates to deliver upgraded full level records when they become available in worldcat. 218 Mindy Tran 01:15:51.200 --> 01:16:09.520 So that you won't delay saying, oh, the record is not good enough. Maybe you still get that world cat record, but then once the record has been upgraded to a full level with a lot more metadata, a lot more detail, then you can work that updates using collection manager can send you. 219 Mindy Tran 01:16:10.200 --> 01:16:30.520 They've the more updated or or upgraded or more full bible graphic records so that you can replace the one that's in your local catalog. Or maybe your library has added or selected knowledge based collections, and now these collections have changed. Grokat. 220 Mindy Tran 01:16:30.760 --> 01:16:50.800 Updates can deliver records when titles have changed, have been added or have been removed from your library selected knowledge base collections. Okay, so that you can, if titles have been removed, you can get a list of those records and then you can man remove them from your local catalog or if. 221 Mindy Tran 01:16:52.640 --> 01:17:04.520 Titles that have been added to the the knowledge base collection and you are getting marked records worldcat records for them, you'll get a file of those new records that you can then load into your local catalog. 222 Mindy Tran 01:17:13.640 --> 01:17:32.000 So how this works is that library set Worldcat updates criteria in collection manager. For instance, you choose whether to only get records based on changes for knowledge base and query collections or based on changes for knowledge base query collections. 223 Mindy Tran 01:17:32.120 --> 01:17:34.640 And anything that has your work hat holdings on it. 224 Mindy Tran 01:17:36.600 --> 01:17:46.280 Or you can choose not to get work update. It's an option. it's an additional option for you. You can choose not to get updated worldcat records. 225 Mindy Tran 01:17:48.080 --> 01:18:01.360 As changes to the Worldcat records meet your library's WorldCat updates criteria in collection Manager. The system delivers updated mark records. 226 Mindy Tran 01:18:03.520 --> 01:18:06.560 And apply mark record customizations that you've. 227 Mindy Tran 01:18:08.080 --> 01:18:28.160 Have in the mark, record accordion to these records and then your library can download retrieve and download these files of records to load into your local catalog to overlay or replace the existing records, if they're upgraded records or if they're new. 228 Mindy Tran 01:18:28.440 --> 01:18:33.320 Records to, add to your, those records to your local catalog. 229 Mindy Tran 01:18:39.680 --> 01:18:48.120 We'll take a look at where you set this up, in a little bit when we look at the mark records accordion, ok? 230 Mindy Tran 01:18:50.760 --> 01:18:51.160 Questions so far. 231 Mindy Tran 01:19:02.920 --> 01:19:20.360 As I mentioned, at the beginning of the session, collection manager enables you to get mark records also for collections that you create or selected in the knowledge base or other collections that you've created in collection manager. 232 Mindy Tran 01:19:22.960 --> 01:19:42.320 As well as have your holdings maintained for these collections in Worldcat. However, depending on the types of collection that you have created, you will want to take into consideration how mark record settings may or may not affect the records that you received, ok? So. 233 Mindy Tran 01:19:43.440 --> 01:19:52.360 For world cat holdings, collection manager allows libraries to set holdings in worldcap based on titles in their. 234 Mindy Tran 01:19:54.480 --> 01:20:06.760 Collection manager instance. A collection manager will automatically maintain holdings in Worldcat as titles in collections are added, deleted or updated, ok? 235 Mindy Tran 01:20:09.560 --> 01:20:28.680 You do this and it applies to all knowledge base collections and all catalogging partner collection type titles for all knowledge based collections and cataloging partner collections. And then at the individual collection level, you can de. 236 Mindy Tran 01:20:28.680 --> 01:20:39.960 Decide it to say that for a particular collection, you do not want holdings maintained for titles in that collection. Okay. 237 Mindy Tran 01:20:48.160 --> 01:21:04.840 For mark records, so in this instance, you want to, the mark record customization is under institution mark records, and it applies to all collections that your library creates or select in collection manager. 238 Mindy Tran 01:21:07.160 --> 01:21:23.080 And then at the collection level, there is limited mark record customization that you can do that's specific just for titles in that collection. Very minimal, but there are some mark records that you, customizations that you can do at the collection level. 239 Mindy Tran 01:21:29.480 --> 01:21:32.040 We do have a video that walks you through. 240 Mindy Tran 01:21:34.640 --> 01:21:39.800 An explanation of the different settings that you see once you've enabled Mark records. 241 Mindy Tran 01:21:43.800 --> 01:21:54.440 So let's go out and quickly just take a quick look. I'm gonna go ahead and close out all the tabs here. So, under institution settings. 242 Mindy Tran 01:21:57.280 --> 01:22:04.320 So if I want to enable mark records across all of my libraries collection in collection Manager, I would. 243 Mindy Tran 01:22:06.760 --> 01:22:19.800 First off, let's talk about worldcat holdings. If I want to have Worldcat maintain holdings for my titles and my knowledge base and catalogging partner titles, it's under the Worldcat accordion. You only have to enable this once. 244 Mindy Tran 01:22:22.360 --> 01:22:41.440 Okay, and once it's done, you don't have to worry about that again. And then you can either turn off the whole, workout holdings maintenance on a per collection basis, but you turn it on for all co titles for knowledge base and cataloging partner just once here. 245 Mindy Tran 01:22:42.240 --> 01:22:43.520 Under institution settings. 246 Mindy Tran 01:22:46.320 --> 01:23:05.160 For Mark records, if you expand the mark records accordion, you would need to enable this once again only but you can customize or make these changes as often as you need. So once you enable mark record delivery, you need to customize the record. So. 247 Mindy Tran 01:23:05.680 --> 01:23:25.600 What fields you want collection manager to remove from the records or sub fields before you add fields to the records before they're delivered to you, ok? And then if you scroll down, you will see that there are specific sections that pertain to the types of collection. So. 248 Mindy Tran 01:23:26.080 --> 01:23:35.720 If you put something in here, this only pertains to titles that are coming from the Worldcat knowledge base collection. It doesn't apply to the other collections. 249 Mindy Tran 01:23:48.440 --> 01:24:06.280 Does maintain holdings also set holdings for open access collections? Would we need to go back to each OA collection to manually remove the option to maintain holdings? Yes, so if you have maintained worldcat holdings, worldcat holdings here enabled. 250 Mindy Tran 01:24:07.240 --> 01:24:16.800 When you create a new collection and add your open access collections, one of the things that you probably might have seen is under the holdings and. 251 Mindy Tran 01:24:18.520 --> 01:24:38.640 Mark records, it will say in institution setting, that means that whatever the institution setting is, it will follow. If you don't want collection manager to maintain worldcat holdings for the titles in that collection, then yes, you will need to go to that individual open access collection. Each one. 252 Mindy Tran 01:24:39.560 --> 01:24:48.560 And change the maintain under, under holdings and mark records, go to the maintain holding section and. 253 Mindy Tran 01:24:49.880 --> 01:24:53.720 I'm gonna go ahead and and do that here as I'm answering this question. So. 254 Mindy Tran 01:25:00.040 --> 01:25:01.320 Ah, I shouldn't have done that. 255 Mindy Tran 01:25:14.240 --> 01:25:31.760 So for, I don't see that I have any of these titles. So I wouldn't have to go to, let's say this is an open access collection. So I would need to go to holdings and mark records here and notice where it says maintain Worldcat holding. 256 Mindy Tran 01:25:34.440 --> 01:25:42.040 It's probably disabled for this collection because I haven't selected this collection yet. But you want to go back and check. 257 Mindy Tran 01:25:43.720 --> 01:25:58.960 And it may, once you select the titles in this collection, it may have default to use institution setting. You want to change it to disable for this collection. That's the way to prevent collection manager from. 258 Mindy Tran 01:26:00.840 --> 01:26:06.400 Maintaining holdings for titles in this collection, in a, in this specific collection. Okay. 259 Mindy Tran 01:26:11.840 --> 01:26:30.880 I'm gonna go back to institution settings for Mark records. So you can customize records, you can Worldcap updates. This is what we talked about. You have the option to not use this at all. You can say none. I don't want to get updated records or you only want to get updated records for your knowledge base and your. 260 Mindy Tran 01:26:31.000 --> 01:26:39.040 Query collection. Or you want to get it for anything that also has your work at holdings on it too. Okay, that's up to you. 261 Mindy Tran 01:26:40.720 --> 01:26:46.280 Then you can specify whether you want to just get. 262 Mindy Tran 01:26:48.280 --> 01:27:04.160 It for everything, whatever change, any change to worldcat records or only very specific changes, then you can be a little bit more granular when you say selected criteria, you can say, what it includes and what to exclude. Okay. 263 Mindy Tran 01:27:06.480 --> 01:27:24.600 So this is if you decide that you want updated worldcat records. Record delivery, this is where you tell collection manager how often to deliver world cap records in what format, how often daily, weekly, monthly or quarterly. 264 Mindy Tran 01:27:26.720 --> 01:27:37.480 And whether you want the files to output, you know, your serials file to be separate from everything else or you want records for Worldcat updates to be separate from everything else. 265 Mindy Tran 01:27:40.240 --> 01:27:46.040 Or you want both serial to be separate, work hat holdings to be separate and then everything else in a file? 266 Mindy Tran 01:27:48.520 --> 01:27:49.520 You can overwrite. 267 Mindy Tran 01:27:51.000 --> 01:27:52.240 The delivery frequency. 268 Mindy Tran 01:27:53.520 --> 01:28:07.840 On a collection by collection basis, so maybe everything is being delivered daily, but for that one open access collection, let's say, you may just want that delivered on a quarterly basis, ok? 269 Mindy Tran 01:28:13.520 --> 01:28:22.880 Oops, and then the last thing here catalogging partner options. If you're not using catalogging partner collections, you don't need to worry about this. Okay. 270 Mindy Tran 01:28:29.040 --> 01:28:47.840 Just a quick overview, no details. There are training content as well as documentation that can walk you through setting up mark records, creating collect, cataloging partner collections, creating data sync collections, creating a q. 271 Mindy Tran 01:28:47.880 --> 01:29:06.400 Query collection or, to work with the Worldcat knowledge base. We have a training content, online classes that are available I believe two additional two classes are coming up in May to work more in depth with the Worldcap knowledge base. 272 Mindy Tran 01:29:12.480 --> 01:29:30.560 I've already shown you how to get to the metadata, to the online, to the OCELC support for collection manager. Another place is if you want to contact support, send an email to support while you're in collection manager. You can do that from here. Or if you want to access the. 273 Mindy Tran 01:29:30.760 --> 01:29:32.040 The community center. 274 Mindy Tran 01:29:34.360 --> 01:29:39.760 And this is where, you can, if you click on that since you already signed in. 275 Mindy Tran 01:29:41.320 --> 01:29:44.800 It should take you into the community center with your world share account. 276 Mindy Tran 01:29:47.480 --> 01:30:06.400 And once you are here for world share community for worldchair collection Manager under products communities, you can select to go to World Share collection manager. And here you can access or post any discussion or questions of your peer or OCLC staff. 277 Mindy Tran 01:30:06.800 --> 01:30:26.360 Any news, events that are upcoming, recordings of past events. if you have ideas or have feedback or have, suggestions, you can access that here. roadmap of what's upcoming for collection manager and you can find that here under. 278 Mindy Tran 01:30:27.080 --> 01:30:31.360 The OCLC, the community center for worldchair collection manager. 279 Mindy Tran 01:30:44.040 --> 01:30:50.920 I'm gonna pause here and ask if you have any questions for me. Any other questions that. 280 Mindy Tran 01:30:56.160 --> 01:31:13.800 It's ok if you don't, if not, when you do have questions, don't hesitate to visit this site and support and contact support in your region or if you're in US or in Canada, you can call this toll free number to talk to one of our. 281 Mindy Tran 01:31:14.440 --> 01:31:15.600 Customer support team member. 282 Mindy Tran 01:31:21.080 --> 01:31:24.720 I want to thank you for spending the time with me today. I hope that. 283 Mindy Tran 01:31:25.960 --> 01:31:36.560 This class has given you some information on what World Share collection Manager is and can do to help you manage your libraries collection. 284 Mindy Tran 01:31:38.280 --> 01:31:58.440 I will be online for a few more minutes, if you have other questions for me, if not, please feel free to exit out of the session and once you do, you will be directed to an evaluation for this class. I'd like to ask for just a minute of your time to, help us with the evaluation for this class. 285 Mindy Tran 01:31:58.600 --> 01:32:04.360 We'd very much appreciate it. Thank you, and I hope to see you in future OCLC training sessions.