WEBVTT 1 "Crystal Rodriguez" (3928283136) 00:00:00.000 --> 00:00:18.869 Okay, well welcome everyone to WorldShare Collection Manager. What is what it is and how libraries use it? My name is Crystal Rodriguez and I am a trainer with OCLC's Member Education team. 2 "Crystal Rodriguez" (3928283136) 00:00:18.869 --> 00:00:34.650 And this session introduces WorldShare Collection Manager and the types of collections that are available to help libraries manage Metadata for electronic and print resources. It also guides libraries in selecting the appropriate collection types. 3 "Crystal Rodriguez" (3928283136) 00:00:34.650 --> 00:00:51.450 For their Metadata management needs. And by the end of the session, you should be able to explain the purpose of WorldShare Collection Manager. What is it, and how do libraries use it? 4 "Crystal Rodriguez" (3928283136) 00:00:51.450 --> 00:01:09.930 Identify the use for different types of collections in Collection Manager, access and log on to the Collection Manager interface, and navigate the Collection Manager interface. So we will start with what is WorldShare? 5 "Crystal Rodriguez" (3928283136) 00:01:09.930 --> 00:01:26.610 WorldShare provides a complete set of library management applications and platform services built on an open cloud-based platform. It provides tools for cataloging, interlibrary loan, acquisitions, circulation, and more. 6 "Crystal Rodriguez" (3928283136) 00:01:26.610 --> 00:01:46.610 All integrated to support collaboration and efficiency. The various tools that a user will see within the WorldShare interface depend on the library's subscriptions, and that user's roles. And WorldShare Collection Manager allows libraries to manage. 7 "Crystal Rodriguez" (3928283136) 00:01:46.610 --> 00:01:51.690 The Metadata for electronic and print resources at the collection level. 8 "Crystal Rodriguez" (3928283136) 00:01:51.690 --> 00:02:11.690 Maintain holdings in WorldCat, and or output WorldCat records. With MARC records enabled, libraries can customize record edits before delivery. Choose the format and delivery frequency, and receive updated WorldCat records for items that the library holds in WorldCat. 9 "Crystal Rodriguez" (3928283136) 00:02:15.480 --> 00:02:32.280 Now libraries use Collection Manager to automate electronic and print workflows, improve the quality of their local catalog as well as highlight and share unique collections. Collection Manager isn't just one tool, it supports multiple workflows. 10 "Crystal Rodriguez" (3928283136) 00:02:32.280 --> 00:02:47.670 In different collection types allow library staff to receive and edit the Metadata that you need, saving time and helping users discover and access resources through the library catalog. And we're gonna look at how that's done. So. 11 "Crystal Rodriguez" (3928283136) 00:02:47.670 --> 00:03:07.670 You can use data sync collections to synchronize local holdings with WorldCat holdings, and this will improve resource discoverability. Enhance the quality of local catalogs by receiving and reviewing WorldCat records based on specific criteria with query with query collection. 12 "Crystal Rodriguez" (3928283136) 00:03:07.670 --> 00:03:27.630 Questions. You can set WorldCat holdings receive MARC records, and or labels for new print materials, which will enable faster circulation with cataloging partner collections or sometimes just called cataloging partner collections or WCP or CPC. 13 "Crystal Rodriguez" (3928283136) 00:03:27.630 --> 00:03:46.920 You may hear all of those? You can manage electronic resources by combining Metadata about your e-resource holdings with linking features through WorldCat knowledge base collections. This ensures that patrons can easily discover and access the resources. 14 "Crystal Rodriguez" (3928283136) 00:03:46.920 --> 00:04:06.600 And save time maintaining the library collection by receiving updated records with WorldCat updates, allowing staff to focus on other tasks. And at this time I'm going to actually add a couple of links into the chat for you. One is a learner guide that is. 15 "Crystal Rodriguez" (3928283136) 00:04:06.600 --> 00:04:26.600 Meant to be a resource for the during and after this course and let me grab that for you here. Bear with me just one moment. Here we are and oh actually what I just added was second thing that I was going to add. 16 "Crystal Rodriguez" (3928283136) 00:04:26.600 --> 00:04:41.669 That is a checklist, and that checklist is going to help you determine which type of collection your library is going to need depending on your workflows. So both that and the link for the learner guide will be useful for you. 17 "Crystal Rodriguez" (3928283136) 00:04:41.669 --> 00:04:59.129 The checklist is also linked on that learner guide. And so to help you decide which workflow works best for your library, you'll want to review that help page on choosing your Collection Manager workflow that is found in the learner guide. 18 "Crystal Rodriguez" (3928283136) 00:04:59.129 --> 00:05:14.189 Now, after obtaining access to WorldShare Collection Manager, the library begins by configuring institution settings, which affect all collections. 19 "Crystal Rodriguez" (3928283136) 00:05:14.189 --> 00:05:30.239 This includes confirming the correct OCLC symbol, enabling MARC record delivery and WorldCat holdings for all applicable collections and signing up to receive reports when records and reports are available. 20 "Crystal Rodriguez" (3928283136) 00:05:30.239 --> 00:05:48.569 After that initial setup, staff select or create knowledge base collections along with maintaining title selections, though, in some cases automated options are available for these processes such as using a KBART file and or automatic holdings feeds. 21 "Crystal Rodriguez" (3928283136) 00:05:48.569 --> 00:06:07.979 We will talk about those in our third session, and staff then configure MARC record and WorldCat holding settings at the collection level if necessary. So there are some of those institution settings that can be overridden at the collection level. 22 "Crystal Rodriguez" (3928283136) 00:06:07.979 --> 00:06:27.979 And then based on these settings Collection Manager automates MARC record delivery, WorldCat holdings, updates, and reporting, which will streamline cataloging and collection management. So now let's talk about how we can access and navigate Collection Manager. 23 "Crystal Rodriguez" (3928283136) 00:06:30.359 --> 00:06:48.839 If your library is new to WorldShare Collection Manager, you will need to complete a request form found on the OCLC help site that is also available in the learner guide to help you obtain an account. Within a few days, our Order Services team will reply with a welcome letter. 24 "Crystal Rodriguez" (3928283136) 00:06:48.839 --> 00:07:05.729 That contains your library's unique WorldShare URL and the credentials that you need along with any additional getting started information. If you have a WorldShare account with Collection Manager access, you'll want to use that account. 25 "Crystal Rodriguez" (3928283136) 00:07:05.729 --> 00:07:21.779 And if you don't have Collection Manager on an existing account, a library staff member who has WorldShare admin and Collection Manager can add that role to your account. And if you are completely new to WorldShare. 26 "Crystal Rodriguez" (3928283136) 00:07:21.779 --> 00:07:40.649 Another staff member who has that same access, the Collection Manager administrator access can create an account for you and again they can add those roles. And you can see our user administration documentation for details. This is also available in the learner guide. 27 "Crystal Rodriguez" (3928283136) 00:07:40.649 --> 00:07:58.649 And for any assistance with creating or using your accounts, please reach out to OCLC support in your region. And I'm just going to pause to see if there's any questions just on that initial information before I move on. 28 "Crystal Rodriguez" (3928283136) 00:08:05.729 --> 00:08:24.899 Okay, it's looking like there aren't any questions there. I'm going to switch over to my WorldShare, so let me just grab that real quick just give me one moment while I get in there. 29 "Crystal Rodriguez" (3928283136) 00:08:33.629 --> 00:08:49.949 Okay, so I am already signed in, but you would see a sign in page, and you would need to select a library location, even if there's only one location, you would select that and note that I am using an internal. 30 "Crystal Rodriguez" (3928283136) 00:08:49.949 --> 00:09:09.949 URL so I may have access that you don't. So the tabs that are up at the top are dependent on those subscriptions that your library subscribes to. But we're going to be focusing on Metadata. So let's go ahead and start there. So we are in WorldShare. We're going to click on the Metadata tab. Let me. 31 "Crystal Rodriguez" (3928283136) 00:09:09.949 --> 00:09:15.539 Actually see if I can, I think I need to try to enlarge my screen just a little bit for you. 32 "Crystal Rodriguez" (3928283136) 00:09:15.539 --> 00:09:31.109 Hopefully that's helpful. So I'm gonna go ahead and click on Metadata, and we're going to click on Collection Manager to begin. And in the Collection Manager accordion over to the left, we see the search area. 33 "Crystal Rodriguez" (3928283136) 00:09:31.109 --> 00:09:47.729 And this is where we can search by data type, so we can search here we see collection, title, provider, activity, history or we can specifically search for data sync collections. I'm going to go ahead and choose provider. 34 "Crystal Rodriguez" (3928283136) 00:09:47.729 --> 00:10:06.899 And then under scope we have the option of all of my selected collections, all of the collections that are in the knowledge base or not selected collections. I'm going to choose my selected collections, and then we can enter our search term in the box available. 35 "Crystal Rodriguez" (3928283136) 00:10:06.899 --> 00:10:23.849 I'm going to just go ahead and enter Knovel. You can use asterisks before or after as a wild card, so if I were to just enter the word Knovel, I'm going to get anything that just starts with Knovel. If I use Knovel with an asterisk, which I'll go ahead and do. 36 "Crystal Rodriguez" (3928283136) 00:10:23.849 --> 00:10:43.849 It's going to provide all of those Knovel's if it has the word Knovel in it. And when you're doing a provider search, you're going to see the provider with a link out to their information, and you'll see hyperlinks showing which. 37 "Crystal Rodriguez" (3928283136) 00:10:43.849 --> 00:10:51.299 How many collections your library has selected out of the available, whether it's being shared, and you may see the action option. 38 "Crystal Rodriguez" (3928283136) 00:10:51.299 --> 00:11:08.489 I'm going to go ahead and click on this 13 so that I can see the collections that my library has selected, and it's taking a moment to think here, there we go. 39 "Crystal Rodriguez" (3928283136) 00:11:08.489 --> 00:11:28.489 And once we have our list of collections, we do have filter options. Before I show that, I do want to show a newer option here. We have this show columns icon, so if you hover over the icon, it tells you what that does. So if I click on that, I can choose which columns I want to show on my screen. 40 "Crystal Rodriguez" (3928283136) 00:11:28.489 --> 00:11:44.249 So maybe I don't really care about the action columns and I can uncheck that. I'm not going to do that right now. But the first icon that we see is our filters icon. So I'm going to click on that. 41 "Crystal Rodriguez" (3928283136) 00:11:44.249 --> 00:12:04.249 And this is where I can choose different collection types. If I want to, for example, only see open access collections by novel, I can click on open access. Looks like they don't have it. I don't have any selected, so I'm not gonna choose that one. If I want to add additional filters, I'll just click on add filter. 42 "Crystal Rodriguez" (3928283136) 00:12:04.249 --> 00:12:05.669 And then I can actually. 43 "Crystal Rodriguez" (3928283136) 00:12:05.669 --> 00:12:25.669 Filter by, maybe I want to filter by knowledge base collections, and I want to see any that I am getting MARC record delivery, and those filters automatically happen for me. And then I can remove all the filters or just use the minus and plus to or the minus for me. 44 "Crystal Rodriguez" (3928283136) 00:12:25.669 --> 00:12:30.059 Of one. 45 "Crystal Rodriguez" (3928283136) 00:12:30.059 --> 00:12:49.259 Now another option after you have started working in Collection Manager, you can search activity history with for the past 90 days. So I'm going to clear my previous search. And for that I will just choose data type activity history, and I can choose either my institution history or all institutions. 46 "Crystal Rodriguez" (3928283136) 00:12:49.259 --> 00:13:09.259 And I'm going to go ahead and leave the search term blank and so that I can see all results. For most of my searches, if I leave the search term blank, I'm going to get all results. The exception is if I want to see my data sync collections, I will change the data type to data sync collection, and there I will. 47 "Crystal Rodriguez" (3928283136) 00:13:09.259 --> 00:13:13.079 Actually need to enter in an asterisk and click search. 48 "Crystal Rodriguez" (3928283136) 00:13:13.079 --> 00:13:31.619 In order to see any data sync collections that my library has available, which looks like right now we don't have any. And, we'll learn more about this in the next class, but if you choose title, you also have to choose a title index. 49 "Crystal Rodriguez" (3928283136) 00:13:31.619 --> 00:13:47.429 So I can choose from the available keyword title, ISBN, ISSN, and OCLC number when I'm searching for specific titles. If I click on the home button, that's going to take me back to the home screen. 50 "Crystal Rodriguez" (3928283136) 00:13:47.429 --> 00:14:04.499 And here, we will take a look through here. So in the center of our screen, the dashboard displays two tabs that can be useful for libraries that are using knowledge base collections. The first tab is the automatic holdings feed tab. 51 "Crystal Rodriguez" (3928283136) 00:14:04.499 --> 00:14:24.499 This lets you monitor data loads from providers that support automatic collection loading and maintenance, which we will learn more about in a future session. But the short version of that is that we do have providers that will share files with OCLC to let us know what titles in their collections. 52 "Crystal Rodriguez" (3928283136) 00:14:24.499 --> 00:14:42.059 You subscribe to and we, and Collection Manager will automatically maintain those titles for you if you have set up automatic holdings feeds. So this is where you can add a feed or you can pause, remove, et cetera. 53 "Crystal Rodriguez" (3928283136) 00:14:42.059 --> 00:15:01.439 The other tab is the KB sync tab. This allows libraries to sync their knowledge base from another service with the WorldCat knowledge base. This can also be referred to as an alternate knowledge base suppliers hold holdings. And again, we won't go over these sections in detail today. 54 "Crystal Rodriguez" (3928283136) 00:15:01.439 --> 00:15:17.219 But you can find more details on them within the learner guide or on our help site. And then just below that dashboard, we see links to Collection Manager recordings, news information. 55 "Crystal Rodriguez" (3928283136) 00:15:17.219 --> 00:15:35.909 And release notes. Now note that these links are going to direct you away from WorldShare. So you might want to right click and choose to open that in a new tab or new window. The create a collection button is going to do exactly that. It's going to allow you to create new collections. 56 "Crystal Rodriguez" (3928283136) 00:15:35.909 --> 00:15:55.909 And there are four types of collections, which we'll talk more about here shortly. And once you select a type, you'll click create. I'm going to go ahead and cancel that for now. You'll use the title work list button to deselect or select titles within collections. 57 "Crystal Rodriguez" (3928283136) 00:15:55.909 --> 00:16:01.979 In bulk and you can do this for one collection or multiple collections at a time. 58 "Crystal Rodriguez" (3928283136) 00:16:01.979 --> 00:16:20.969 And the institution settings button is used to customize Collection Manager. And note again that these settings will affect all collections. However, there are some setting options that are for specific collection types and there are some setting options that can be overridden. 59 "Crystal Rodriguez" (3928283136) 00:16:20.969 --> 00:16:40.619 Within a collection using collection level settings. And then lastly, we see the my files button. This is what you're going to click on to retrieve your records and reports. So I, to retrieve reports, we're gonna click on downloads, and then we'll see any records that have been delivered and reports available to us. 60 "Crystal Rodriguez" (3928283136) 00:16:40.619 --> 00:16:56.159 Uploads is what you would use if you are sending us files for data sync collections. Okay, so that's our quick overview of what we see when we first go to Collection Manager. 61 "Crystal Rodriguez" (3928283136) 00:16:56.159 --> 00:17:12.389 And I'm going to click over here. While you're working in WorldShare, you can access several support resources. 62 "Crystal Rodriguez" (3928283136) 00:17:12.389 --> 00:17:29.099 Through the help menu, and you see that up in the corner, the right corner, and you can choose general help, contact support or Community Center. So general help is going to allow you to browse documentation and training on the OCLC support site. 63 "Crystal Rodriguez" (3928283136) 00:17:29.099 --> 00:17:49.099 The contact support link is going to email the OCLC support team directly from the help menu. And the Community Center link is going to allow you to access the Community Center to connect with peers, share workflow and feedback, submit idea requests, find information on events. 64 "Crystal Rodriguez" (3928283136) 00:17:49.099 --> 00:18:00.839 And trainings, product news and additional resources. And the direct link for that is community.oclc.org. 65 "Crystal Rodriguez" (3928283136) 00:18:00.839 --> 00:18:18.659 And once you click on the Community Center link, you then will choose the product, and it's kind of this is a little bit of a GIF here that's going through, so I'll let it run through a couple of times, but you'll click Community Center and you'll click product and then you'll select Collection Manager, and then that is where you will see. 66 "Crystal Rodriguez" (3928283136) 00:18:18.659 --> 00:18:38.659 The options for the different, discussions and things like that and before I actually go over onto types of collections, I will go ahead and go into my Collection Manager and just show you quickly those help options. 67 "Crystal Rodriguez" (3928283136) 00:18:38.659 --> 00:18:42.599 Questions. So again, that's up in the right corner, under help. 68 "Crystal Rodriguez" (3928283136) 00:18:42.599 --> 00:19:00.569 And I want to go to general help because I do want to show you where you can find specific documentation for a Collection Manager. So when I do that, a new tab or window is going to open. I do see a question. I'll get to that here in just a moment. 69 "Crystal Rodriguez" (3928283136) 00:19:00.569 --> 00:19:19.289 Actually let me look at that. Would WMS libraries ever get record delivery or is that for libraries pulling WorldCat records for into other systems? That's a very good question. In general, WMS libraries do not need to receive MARC records because you are going cause we are your ILS essentially. 70 "Crystal Rodriguez" (3928283136) 00:19:19.289 --> 00:19:37.319 I do say in general cause I I have seen instances where maybe a WMS library might want a query collection just for numbers, reasons, things like that. But yeah, generally, you're not gonna need to pull anything in. 71 "Crystal Rodriguez" (3928283136) 00:19:37.319 --> 00:19:54.599 So now we're at the help site and I'm going to click on Metadata services, and then I will click on WorldShare Collection Manager. And I want to go under the Get started section, and here is that Choose your Collection Manager workflow. 72 "Crystal Rodriguez" (3928283136) 00:19:54.599 --> 00:20:14.599 That I mentioned earlier, this is a bit of a checklist for you, so here you can see documentation for all of the different query co or different collection options and notes about maybe which, what type of workflow you might be working with and you can be taken directly to the documentation for that specific. 73 "Crystal Rodriguez" (3928283136) 00:20:16.829 --> 00:20:36.829 And the direct link for this should be available in that learner guide, but I'm going to go ahead and add it into the chat just in case. And you can also use these breadcrumbs up at the top to go back or you can just use your back arrow, and our documentation, our help sites going to have information on the different types of collections for you. You can. 74 "Crystal Rodriguez" (3928283136) 00:20:36.829 --> 00:20:42.539 Also find release notes and training information here. 75 "Crystal Rodriguez" (3928283136) 00:20:42.539 --> 00:21:02.539 I am going to now jump back over to my PowerPoint, and we'll go ahead and review the types of collections and how each of them can be used to manage your libraries electronic and print resources. And in today's session is going to just be an overview of each of these collection types. 76 "Crystal Rodriguez" (3928283136) 00:21:02.539 --> 00:21:20.339 Types for more in-depth training materials on each of the collection types, please see the links in that learner guide and or our help site. And for knowledge base, we do have two more classes coming up on the that topic as well. 77 "Crystal Rodriguez" (3928283136) 00:21:20.339 --> 00:21:36.539 So we'll start with data sync collections. These allow you to synchronize records and holdings data from a library's local catalog with WorldCat. The process automatically compares local records with WorldCat records. 78 "Crystal Rodriguez" (3928283136) 00:21:36.539 --> 00:21:51.899 To ensure the library's collection is accurately represented. And these collections help libraries maintain WorldCat holdings including local holdings records or LHRs and local bibliographic data. 79 "Crystal Rodriguez" (3928283136) 00:21:51.899 --> 00:22:11.219 LBD. They also support matching brief records from the library's local system, or their ILS to full WorldCat records. A data sync collection allows libraries to align local holdings with WorldCat holdings. 80 "Crystal Rodriguez" (3928283136) 00:22:11.219 --> 00:22:28.889 You can update records that are outdated, add new holdings, delete holdings for titles that you no longer hold, and keep your local records in sync with WorldCat. Registration of shared retention commitments is also managed using a data sync collection. 81 "Crystal Rodriguez" (3928283136) 00:22:28.889 --> 00:22:47.009 And on our next slide, we're going to see how the data sync collection process works. So first the library is going to create a data sync collection. The library then gathers record data from its local system and submits the data to OCLC. 82 "Crystal Rodriguez" (3928283136) 00:22:47.009 --> 00:23:07.009 In that data sync collection, and then subsequently the OCLC team will review all records that are sent into the collection and approve the collection. This part of the process may take several weeks and then OCLC will process the submitted records and prepare the files for download. 83 "Crystal Rodriguez" (3928283136) 00:23:07.009 --> 00:23:25.799 For ongoing projects, subsequent data submissions will be processed automatically so you don't have that few week timeframe that I just mentioned for a second load in ongoing. And then once the data is processed, the library will receive and review. 84 "Crystal Rodriguez" (3928283136) 00:23:25.799 --> 00:23:44.669 The outputted files and reports and OCLC makes those files and reports available on the WorldShare platform, and you will need to download those files, analyze them, and fix any errors as needed, the library repeats the process by submitting new data to OCLC. 85 "Crystal Rodriguez" (3928283136) 00:23:44.669 --> 00:24:02.849 The type of data sync collection is determined by the data that's being sent. There are four data sync collection types that can be created, and these are bibliographic, which allows you to set holdings on your MARC records. 86 "Crystal Rodriguez" (3928283136) 00:24:02.849 --> 00:24:21.029 Local holdings records, which is for maintaining your LHR information for your institution. And then you have the option to delete WorldCat holdings or delete local holdings and have those maintained as well. So those are your four types. 87 "Crystal Rodriguez" (3928283136) 00:24:21.029 --> 00:24:36.299 Now, keep in mind that typically your institution should only configure one collection per data type to simplify management and ensure WorldCat holdings stay current. However, in some cases multiple data sync collections maybe needed. 88 "Crystal Rodriguez" (3928283136) 00:24:36.299 --> 00:24:56.299 For a single data type, especially when there are distinct processing needs. For example, you may have a situation where one bibliographic collection is used for original records like a special collection and another you might have an ongoing bibliographic data that's used for matching and. 89 "Crystal Rodriguez" (3928283136) 00:24:56.299 --> 00:25:15.059 Updating holdings in WorldCat. I'm going to go ahead and go over into my Collection Manager and we'll look at data sync there. So again, I'm going to go to Metadata and then Collection Manager. And I want to. 90 "Crystal Rodriguez" (3928283136) 00:25:15.059 --> 00:25:32.639 Create a data sync collection. So I will click on create a collection, and I'll choose the collection type of data sync collection, and this is where I will choose the data sync type. So let's say I want to do a bibliographic, I will select that, and then I will click create. 91 "Crystal Rodriguez" (3928283136) 00:25:32.639 --> 00:25:49.859 Now my library already has bibliographic data sync collections, which is why I see this little announcement saying you might wanna use that one. So you most likely won't see that, but in my case I'm just going to go ahead and click create again. 92 "Crystal Rodriguez" (3928283136) 00:25:49.859 --> 00:26:09.859 And then I would fill in all of the pertinent information, and then once I was done I would either save or submit the collection. I'm not going to do that for this, session, but as I mentioned, there are links in the learner guide for, that includes videos on each of. 93 "Crystal Rodriguez" (3928283136) 00:26:09.859 --> 00:26:29.639 These steps, there's a video that talks about what all you need to fill in and one on, the reports and what those mean etc. So if you're going to use data sync collections I would recommend looking at that training. Right. 94 "Crystal Rodriguez" (3928283136) 00:26:32.039 --> 00:26:50.549 Let me jump back over here to talk about our next type of collection. Libraries use WorldCat query collections to retrieve WorldCat records that enhance the quality of their local catalogs or support group catalog maintenance. 95 "Crystal Rodriguez" (3928283136) 00:26:50.549 --> 00:27:07.919 Query collections contain a set of WorldCat records based on each, on a search criteria which libraries can then download either as a one time file or on an ongoing basis. So here we're going to see the process for how WorldCat queries work. 96 "Crystal Rodriguez" (3928283136) 00:27:07.919 --> 00:27:26.039 So first the library is going to define the selection criteria, then you OCLC will search for WorldCat records that match that criteria. For example, you may search for all of your library holdings. 97 "Crystal Rodriguez" (3928283136) 00:27:26.039 --> 00:27:43.529 And then we will deliver those WorldCat records to Collection Manager, and the library will retrieve the files either in the My Files area of Collection Manager or you can use a secure file transfer protocol or sFTP. 98 "Crystal Rodriguez" (3928283136) 00:27:43.529 --> 00:28:03.529 And then the library does have the option to load these records into its local system or a shared catalog. Of course, at times query collections are used simply for reporting needs, in which case there would be no need to load the records into a local system. Or going back to the collection about WMS, you. 99 "Crystal Rodriguez" (3928283136) 00:28:03.529 --> 00:28:21.929 Wouldn't need to necessarily load those in anywhere. That's just an option for you. And here we're going to see some commonly used query collections. Libraries typically will use them to res to obtain records for all of the libraries current holdings in WorldCat. 100 "Crystal Rodriguez" (3928283136) 00:28:21.929 --> 00:28:39.389 Or maybe records for titles from a specific provider or subject area, records for all of their print serials in the library's collection. Perhaps a query collection might be used to obtain records for newly added titles in open access collections. 101 "Crystal Rodriguez" (3928283136) 00:28:39.389 --> 00:28:59.389 Or often in the case of groups, you may need to obtain records across multiple OCLC symbol holdings. And for help with understanding the search indexes, we do have a great document available. It's called searching WorldCat 102 "Crystal Rodriguez" (3928283136) 00:28:59.389 --> 00:29:03.959 This is found in your learner guide and that's going to provide you with. 103 "Crystal Rodriguez" (3928283136) 00:29:03.959 --> 00:29:23.009 The indexes that you would use, e.g., what index do I need to, put in my search criteria to get specific provider information? And let's go ahead over into WorldShare and take a look at that. 104 "Crystal Rodriguez" (3928283136) 00:29:23.009 --> 00:29:40.859 So again, I will click on the create a collection button. This time I'll change my collection type to query collection, and I will click on create and I'll fill in the information provided. This WorldCat search selection. WorldCat selection criteria, that's where I'm going to enter in. 105 "Crystal Rodriguez" (3928283136) 00:29:40.859 --> 00:29:57.539 What I want the records to retrieve, so for an example, if I wanted all of my holdings, I would use the li colon and put in my OCLC symbol. You're going there anytime you see an asterisk, that means it's required. 106 "Crystal Rodriguez" (3928283136) 00:29:57.539 --> 00:30:13.109 And you'll indicate whether this is a one time delivery or ongoing delivery, and then you will indicate whether you want to include local data in your search, but that is included by default. I'm going to uncheck that. 107 "Crystal Rodriguez" (3928283136) 00:30:13.109 --> 00:30:33.109 You do have options for delivery filters, and the big thing I want to show here is that for query collections, you need to make sure that you have enabled MARC records delivery under MARC records. So you'll want to click on use institution setting and make sure that this does say MARC records are enabled. 108 "Crystal Rodriguez" (3928283136) 00:30:33.109 --> 00:30:41.219 If it does not, you will click on that link and that will take you back to institution settings so that you can configure that. 109 "Crystal Rodriguez" (3928283136) 00:30:41.219 --> 00:31:00.479 And just note too that if you use any MARC filters, you may get a different number back than you anticipated. And then once you've filled in everything, you'll click on create and you get a number back. If all you need is the number that matches that criteria, you can stop here. 110 "Crystal Rodriguez" (3928283136) 00:31:00.479 --> 00:31:17.879 If you actually want the MARC records, then you'll want to click continue, and generally within 24 to 48 hours, those are going to be delivered to you in the My Files area. And again, there is a very good training video that goes over query collections. 111 "Crystal Rodriguez" (3928283136) 00:31:17.879 --> 00:31:35.969 In more detail, and that is linked in that learner guide. Okay, let me jump back over here. 112 "Crystal Rodriguez" (3928283136) 00:31:35.969 --> 00:31:51.149 The next type of collection that I want to discuss is WorldCat cataloging partner collections or WCP. These collections work where libraries partner with OCLC and material providers or vendors. 113 "Crystal Rodriguez" (3928283136) 00:31:51.149 --> 00:32:08.159 To streamline the catalog, the cataloging of print materials and get them into circulation faster, and these collections are designed to improve cataloging efficiency and speed up access to new physical items ordered through participating providers. 114 "Crystal Rodriguez" (3928283136) 00:32:08.159 --> 00:32:27.269 To automatically add library holdings to WorldCat, making new items visible on the web sooner, and to save staff time for tasks that require specialized expertise such as original cataloging. And just to note here that with these collections, you also do have the option of receiving labels. 115 "Crystal Rodriguez" (3928283136) 00:32:27.269 --> 00:32:44.309 For those materials as well. So again, we have a little bit of a chart that's going to show us how WorldCat cataloging partner collections work in Collection Manager. First, your library will order materials or set up an approval plan. 116 "Crystal Rodriguez" (3928283136) 00:32:44.309 --> 00:33:04.259 With a participating material provider, and the list of participating material providers is available on our help site. The vendor then sends an electronic list of titles to OCLC, and OCLC finds matching records in WorldCat and sets the library's holdings. 117 "Crystal Rodriguez" (3928283136) 00:33:04.259 --> 00:33:23.309 Based on your preferences in institution settings and in the collection settings. And then OCLC is going to create a file of these records and deliver it to WorldShare Collection Manager, where the library can then download and import it into their local system. 118 "Crystal Rodriguez" (3928283136) 00:33:23.309 --> 00:33:41.669 And additionally reports are provided based on your lib your profile settings. And then the vendor is going to deliver the materials to you, and then you optionally have the ability to have labels delivered either to your library or to the vendor. 119 "Crystal Rodriguez" (3928283136) 00:33:41.669 --> 00:33:59.939 If you receive shelf ready materials from that vendor, and let's go ahead over into Collection Manager and take a look at that. So pattern here, we're gonna click on create a collection and we'll choose cataloging partner collection. 120 "Crystal Rodriguez" (3928283136) 00:33:59.939 --> 00:34:15.059 We'll click on create, and it's taking a moment to think not sure what's going on here. Let me refresh real quick. Sometimes if you, because I left Collection Manager sitting for a minute. 121 "Crystal Rodriguez" (3928283136) 00:34:15.059 --> 00:34:32.609 It just needs a bit of a refresh. So let's go ahead and try that again. I'll click on create a collection. Do I have a link to the list of cataloging partner vendors? Yes, I can get that for you. It should be in the learner guide, but I'll grab that specifically for you here in just a moment. 122 "Crystal Rodriguez" (3928283136) 00:34:32.609 --> 00:34:48.809 I'll go ahead and click on create. Oh, great. Got an ok. So as you just saw, I did get a server error and occasionally that does happen. Again, if I time out hopefully this is not a. 123 "Crystal Rodriguez" (3928283136) 00:34:48.809 --> 00:35:08.809 Ongoing problem here, let's click create a collection again and we'll choose cataloging partner collection and click create. I think that happened because I wasn't patient. While I wait for that, I will go ahead and show you how to find that list. Actually here right here earlier I showed you the. 124 "Crystal Rodriguez" (3928283136) 00:35:08.809 --> 00:35:28.499 Website with where you went to Metadata services and chose Collection Manager. Right under cataloging partner collections. If I go to that section, I see the link for material providers, and that has the list and if I click on each of those and on an individual material provider. 125 "Crystal Rodriguez" (3928283136) 00:35:28.499 --> 00:35:48.499 It's going to give me information that I need to get that set up for that material provider. So for example, Ingram, if I click on that, then I get some information about some details that I need to gather from the provider and or add to the collection. And I will actually use this opportunity to show you. We have a new training that was just. 126 "Crystal Rodriguez" (3928283136) 00:35:48.499 --> 00:35:53.699 Added for this. And actually this is also linked in the learner guide. 127 "Crystal Rodriguez" (3928283136) 00:35:53.699 --> 00:36:11.879 But if I go down to WorldShare Collection Manager training, and I, if I use my, well, ok, I'm gonna scroll down to providers, and here I actually have a self-paced course that you can take. 128 "Crystal Rodriguez" (3928283136) 00:36:11.879 --> 00:36:28.649 That walks you through all of the processes for WorldCat cataloging partner collections. And I apologize, I'm still getting that error. It may just be that I need to refresh. So, there really wasn't much I was going to show you there that you haven't seen already. 129 "Crystal Rodriguez" (3928283136) 00:36:28.649 --> 00:36:48.649 When you click on create a collection, again, the properties is going to open and you're going to fill in the necessary data and you'll fill in all of the pertinent tabs, accordions there, we call those accordions, on that collection, and again that is outlined in that training. 130 "Crystal Rodriguez" (3928283136) 00:36:48.649 --> 00:37:06.869 Thing that I just showed you. I am going to try to actually sign out of my WorldShare and sign back in real quick to see if that refreshes anything for me. Alright, I'm going to go ahead back over to my PowerPoint though and move on to our next topic. 131 "Crystal Rodriguez" (3928283136) 00:37:06.869 --> 00:37:26.039 Alright, so the WorldCat knowledge base collection is going to combine data about your library's electronic resources to make your collections easier to find, share, manage, and use. 132 "Crystal Rodriguez" (3928283136) 00:37:26.039 --> 00:37:43.319 These collections enable libraries to provide easy access to electronic resources in WorldCat Discovery search results, share electronic resources efficiently with other libraries via WorldShare ILL. 133 "Crystal Rodriguez" (3928283136) 00:37:43.319 --> 00:38:03.319 Manage budgeting, ordering and acquisition through WorldShare Acquisitions, control access rights and link resolution using License Manager. And oops, I got ahead of myself, and develop, custom select solutions by integrating with the WorldCat knowledge base API. 134 "Crystal Rodriguez" (3928283136) 00:38:03.319 --> 00:38:20.370 And I will note that each of those depend heavily on your library subscriptions. If you are a full WMS library, you do have access to acquisitions, e.g., in circulation and IL. If you are purchasing different. 135 "Crystal Rodriguez" (3928283136) 00:38:20.370 --> 00:38:38.070 Services individually, you may have access to Collection Manager, Record Manager, and ILL, but you may not have Acquisitions. So just keep that in mind. And WorldCat knowledge base collections contain. 136 "Crystal Rodriguez" (3928283136) 00:38:38.070 --> 00:38:53.310 Or sorry, the WorldCat knowledge base itself contains providers which are vendors like EBSCO, Elsevier, ProQuest etc. It also includes a URL to the provider's homepage which we saw earlier, and. 137 "Crystal Rodriguez" (3928283136) 00:38:53.310 --> 00:39:12.630 Includes collections, which contain titles that are gonna make up that collection. And under the collections you will also see the provider ID and any linking information. In the titles area, you will see information for each of those titles that are within the collection. 138 "Crystal Rodriguez" (3928283136) 00:39:12.630 --> 00:39:27.810 And that will include title information like identifiers, coverage, and item level URLs. And now let's take a review of the general knowledge workflow of knowledge base collections. 139 "Crystal Rodriguez" (3928283136) 00:39:27.810 --> 00:39:47.130 So first the library selects or creates knowledge base collections to represent its electronic resources, and this selection can be manual in bulk using KBART files or title work list and or automated through automated automatic holdings feeds or KB sync. 140 "Crystal Rodriguez" (3928283136) 00:39:48.480 --> 00:40:08.480 And then Collection Manager is going to maintain WorldCat holdings for titles in these collections and delivers MARC records based on your settings, which the library can then load into its local catalog if needed. And the knowledge base data can also be used in other applications. 141 "Crystal Rodriguez" (3928283136) 00:40:08.480 --> 00:40:16.590 Such as WorldCat Discovery, Google Scholar, Interlibrary Loan, or for custom-built solutions through APIs. 142 "Crystal Rodriguez" (3928283136) 00:40:16.590 --> 00:40:36.590 Now let's see if my refresh worked. If not, we may just skip that part again. So let's go ahead and try that. I'll click on Metadata, Collection Manager, and I'm going to click on create a collection, and I'll select knowledge base collection and click on create. Yay, it worked. So. 143 "Crystal Rodriguez" (3928283136) 00:40:36.590 --> 00:40:48.660 So again I'm opened to properties where I will fill in the asterisk information. A note here that the collection ID is automatically added for me, but this last section can be edited. 144 "Crystal Rodriguez" (3928283136) 00:40:48.660 --> 00:41:08.660 And you'll see other accordions, so linking is where I can set up any type of link scheme if I need, if I have it. Holdings and MARC records. This is where I can configure some of those collection-level overrides with holdings and records. And anytime you've started using a collection. 145 "Crystal Rodriguez" (3928283136) 00:41:08.660 --> 00:41:13.050 Section there will be collection history for the last 90 days. 146 "Crystal Rodriguez" (3928283136) 00:41:13.050 --> 00:41:30.420 And for Collection Manager or sorry, for knowledge base collections, there will also be a title history once you start using that collection. And I'm going to go ahead and clear out of this, the knowledge base also does have a large category. 147 "Crystal Rodriguez" (3928283136) 00:41:30.420 --> 00:41:49.650 Catalog of existing global knowledge base collections that you can select from. So this is where earlier I mentioned that you can search by collection, provider or title. If I search by collection, and let's say I wanna search for any collection that has the word EBSCO in it. 148 "Crystal Rodriguez" (3928283136) 00:41:49.650 --> 00:42:07.170 I want to change the scope to all collections, and I'm going to use asterisk, EBSCO asterisk that will give me if the word EBSCO is anywhere in the title of the collection. So I'm going to go ahead and click search. 149 "Crystal Rodriguez" (3928283136) 00:42:07.170 --> 00:42:24.990 And in a moment, I will get a list of all collections that have EBSCO in the name of it. It's taking a moment because it's probably quite a bit. And once that comes up, I then have options for selecting and deselecting either the whole collection. 150 "Crystal Rodriguez" (3928283136) 00:42:24.990 --> 00:42:40.980 Or subsets of titles, and our next session is going to go into more detail on how you can edit and create knowledge base collections. So it'll show more of how you can select those titles, edit those. 151 "Crystal Rodriguez" (3928283136) 00:42:40.980 --> 00:43:00.630 Manually, and then our third session goes into how you can do that using a KBART file, which is a spreadsheet that can be loaded. So here we see these are the, we see options of what I already have selected, but then we do have options to select or deselect. And that option here. 152 "Crystal Rodriguez" (3928283136) 00:43:00.630 --> 00:43:19.950 On the collection screen, that is going to select the or deselect the whole collection. If I just want specific titles, I can open up a collection by clicking on the name, and then that's where I can work with specific subsets of titles. And again, we'll go into more detail on this in our next session. 153 "Crystal Rodriguez" (3928283136) 00:43:22.290 --> 00:43:42.290 Alright, I'm gonna go back over. We have one more type. It's not really a collection, but it's another an option that's available in knowledge base. That's a really great option. So libraries can use WorldCat updates to save time maintaining Metadata for electronic and print materials. By. 154 "Crystal Rodriguez" (3928283136) 00:43:42.290 --> 00:43:48.750 Keeping MARC records up to date and to ensure that users can easily find and access content. 155 "Crystal Rodriguez" (3928283136) 00:43:48.750 --> 00:44:08.750 And this option is useful as records that the library holds may change over time. So for an example, if a library uses cataloging partner collections to receive less than full records, WorldCat updates can automatically deliver a full level record when that becomes available or 156 "Crystal Rodriguez" (3928283136) 00:44:08.750 --> 00:44:28.380 Perhaps a library has selected or created knowledge base collections, and when the titles are added, changed or removed, configuring WorldCat updates can allow for an updated record to be delivered that reflects that change. And we'll see how that works. 157 "Crystal Rodriguez" (3928283136) 00:44:28.380 --> 00:44:46.260 So first the library is going to set the WorldCat updates criteria in Collection Manager. For example, it can choose to receive updates only for specific collection types or you can select none to opt out of receiving any updated records. 158 "Crystal Rodriguez" (3928283136) 00:44:46.260 --> 00:45:05.460 And then when the WorldCat record changes, and it meets the library's update criteria, the system will deliver the updated records and applies any configured customizations, and the library then downloads the updated record files and has the option to load them into its local system. 159 "Crystal Rodriguez" (3928283136) 00:45:07.590 --> 00:45:27.590 And let's go over into Collection Manager and see where this is configured. So this is actually different. This is not a create a collection. We're gonna go ahead and go to home. This is actually configured in institution settings. So I will click on institution settings and I will go to MARC records. And once I have. 160 "Crystal Rodriguez" (3928283136) 00:45:27.590 --> 00:45:31.740 Goes into enable MARC records, I will see various tabs that appear. 161 "Crystal Rodriguez" (3928283136) 00:45:31.740 --> 00:45:48.270 One of those is WorldCat updates, and this is where you will choose your update option, and you'll choose whether you want to receive an update for all changes to the WorldCat record or do you want to set specific criteria? 162 "Crystal Rodriguez" (3928283136) 00:45:48.270 --> 00:46:06.960 As to when to include or exclude that updated record. And again, there is a training video that covers this process and that's linked in the documentation that learner guide for you. 163 "Crystal Rodriguez" (3928283136) 00:46:06.960 --> 00:46:24.900 And let's see. So as we mentioned earlier, Collection Manager enables libraries to receive MARC records for selected or created collections and to maintain their holdings in WorldCat. However depending on the types of collections that are involved. 164 "Crystal Rodriguez" (3928283136) 00:46:24.900 --> 00:46:41.820 Libraries should consider how that MARC record settings may affect the records that they receive and keep in mind that some settings can be overridden at the collection level. Within institution settings. 165 "Crystal Rodriguez" (3928283136) 00:46:41.820 --> 00:46:58.860 And then WorldCat holdings libraries with cataloging or WorldShare Management Services or WMS subscriptions can configure Collection Manager to set and maintain WorldCat holdings for titles in their knowledge base and or cataloging partner collections. 166 "Crystal Rodriguez" (3928283136) 00:46:58.860 --> 00:47:18.860 As titles are added, updated or removed from these collections, Collection Manager automatically updates the corresponding holdings in WorldCat if this is enabled. And note that if you are a library that subscribes to WorldShare Management Services or WMS, you will see the option to. 167 "Crystal Rodriguez" (3928283136) 00:47:18.860 --> 00:47:38.730 To set a WorldCat holdings audience level in knowledge base collections, data sync collections, and WorldCat cataloging partner collections. This is going to allow you to control visibility of specific titles or item copies, and we do see that here on our screen. If you are not a WMS user, you most likely will not see that option. 168 "Crystal Rodriguez" (3928283136) 00:47:38.730 --> 00:47:57.030 And if you do assign an audience level to a holding, you can suppress that from the public view if needed. For additional information on that, please refer to the WorldCat holdings audience levels documentation on our help site. 169 "Crystal Rodriguez" (3928283136) 00:47:57.030 --> 00:48:16.200 And then you can find MARC record settings under institution settings and MARC records, and this applies to all collections that your library creates or selects in Collection Manager. To enable MARC records across all of your libraries collections and Collection Manager, you're going to first select yes. 170 "Crystal Rodriguez" (3928283136) 00:48:16.200 --> 00:48:33.510 And when you do that, then the tabs to customized settings across all of your collections is going to appear, and we can take a quick look at those. So first you'll see the customized records. This is where you're going to configure record settings. 171 "Crystal Rodriguez" (3928283136) 00:48:33.510 --> 00:48:53.510 Across all of your collections and some of these options are available to configure within each collection as a override. But this is where let's say that you want to make sure that all of your records have a local note. You can actually customize that here. Or if you do not want to have. 172 "Crystal Rodriguez" (3928283136) 00:48:53.510 --> 00:49:10.680 A specific field in your delivered records. You can customize and have that removed before delivery. So that's the customized record tab. We already discussed the WorldCat updates tab. The record delivery tab, this is where you can configure your record delivery options. 173 "Crystal Rodriguez" (3928283136) 00:49:10.680 --> 00:49:30.060 For example, how frequently do you want those records? Do you want those delivered in separate files from each other? And note again that there are some of these options can be configured at the collection level. So just because you set it here, there maybe options for specific collections that you can. 174 "Crystal Rodriguez" (3928283136) 00:49:30.060 --> 00:49:47.010 Override those. And then the cataloging partner options, this is where you're going to configure additional settings for your cataloging partner collections only. So for an example, here you might say, I want you to delay adding my holdings. 175 "Crystal Rodriguez" (3928283136) 00:49:47.010 --> 00:50:03.660 Until for a few days because I want to get the materials first. In the TSV settings, this is a newer option. It was added I think back in March. If you select TSV as your file output format in the record delivery area. 176 "Crystal Rodriguez" (3928283136) 00:50:03.660 --> 00:50:20.580 You can configure which MARC fields will be included in the TSV file here. So this is a newer feature as I mentioned, and this is useful for lots of different reasons, but I know a lot of libraries like this for query collections because it allows you to get your. 177 "Crystal Rodriguez" (3928283136) 00:50:20.580 --> 00:50:38.610 MARC data in a TSV file, and so again on that TSV area, you can configure which fields will be included in that file. And then note again that many of the WorldCat holdings and MARC record settings can be overridden at the collection level. 178 "Crystal Rodriguez" (3928283136) 00:50:38.610 --> 00:50:54.570 And we do have a self-paced interactive training course entitled Enable MARC Records for All collections. That is available in the learner guide and on that help site that I showed earlier. I think I still have that up. Let me go ahead and check. 179 "Crystal Rodriguez" (3928283136) 00:50:54.570 --> 00:51:14.570 Yes, so that if you are on the WorldShare Collection Manager training page, if you scroll down, you'll see MARC records. And here you see the self-paced course that does include this video for downloading your records, but if you want just that, that's a 3 min video that walks you through. 180 "Crystal Rodriguez" (3928283136) 00:51:14.570 --> 00:51:18.090 Through how to download your records using my files. 181 "Crystal Rodriguez" (3928283136) 00:51:18.090 --> 00:51:35.490 Alright, before we move on, are there any questions on what we've covered? I think I got them as they come came in, but please feel free to add anything if, if they've come up. 182 "Crystal Rodriguez" (3928283136) 00:51:35.490 --> 00:51:50.880 In the meantime, while we're while I'm waiting to see if you there aren't, as I've mentioned a few times, for additional assistance, you can. 183 "Crystal Rodriguez" (3928283136) 00:51:50.880 --> 00:52:07.920 Use the general help link, go to the help and then general help to be taken to documentation or you can find that directly at help.oclc.org, and there you would click on Metadata services and then WorldShare Collection Manager. If you need. 184 "Crystal Rodriguez" (3928283136) 00:52:07.920 --> 00:52:24.300 Even more help, you can contact our support team. You can use the link at the top for contact OCLC support or here is a short URL, oc.lc/support. I will put that in the chat. 185 "Crystal Rodriguez" (3928283136) 00:52:24.300 --> 00:52:40.260 For you, and that's where you can submit a support ticket to support in your region to get some assistance there too. Alright, I am not seeing any questions, so I'm going to go ahead and move on, but we do still have some time, so. 186 "Crystal Rodriguez" (3928283136) 00:52:40.260 --> 00:53:00.260 Feel free to add those if needed. But I will say thank you for your time today and as I mentioned, additional WorldShare Collection Manager training videos and content can be found at the OCLC support site. And if you haven't registered for the upcoming WorldShare Collection 187 "Crystal Rodriguez" (3928283136) 00:53:00.260 --> 00:53:19.350 Manager training sessions, you can still do that at the OCLC support site or through the Community Center. And the next session is editing knowledge base collections and the third session is using KBART to edit your collections and create collections as well. 188 "Crystal Rodriguez" (3928283136) 00:53:19.350 --> 00:53:36.690 On both of those, you'll learn a little about creating collections as well. If you haven't registered or sorry, if you registered for this course through the Community Center events page, you are automatically read going to receive a training badge after this session. It may take a little. 189 "Crystal Rodriguez" (3928283136) 00:53:36.690 --> 00:53:53.850 While to get that, but you will get it. If you did not register through the Community Center and you would like a training badge, you can go to the site here and I'll add that to the chat as well. oc.lc/training-badge-request. 190 "Crystal Rodriguez" (3928283136) 00:53:53.850 --> 00:54:13.850 and that's going to allow you to request a training badge for this course. And then after the session, if you do have any specific training questions, you can reach us at training@oclc.org. And at the end of the session, you will be redirected to a survey, and I would appreciate you taking a couple minutes. 191 "Crystal Rodriguez" (3928283136) 00:54:13.850 --> 00:54:30.690 Is to complete that, we read through those very religiously and apply any feedback as appropriate there. And with that, I will pause to see if there's any last minute questions. If not, I will give you all a few minutes back in your day. 192 "Crystal Rodriguez" (3928283136) 00:54:34.440 --> 00:54:53.040 Great. I'm glad this was helpful. I I do know this was a very high level overview. The in my opinion, the benefit of this is just really helping you determine what of which types of collections or options your library might need. Thank you. Yeah. And I look forward to seeing. 193 "Crystal Rodriguez" (3928283136) 00:54:53.040 --> 00:55:01.184 Many of you in our next sessions, I'm going to go ahead and stop the recording since it looks like there's no questions, and I will hang out for a moment.