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Learner guide: Introduction to Editing WorldCat Bibliographic Records

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Course overview

This course introduces working with WorldShare Record Manager, including basic navigation of User Preferences and how to complete copy cataloging tasks such as searching, editing, and exporting bibliographic records, as well as setting holdings in WorldCat.

 Note: This learner guide is designed to accompany the WorldShare Record Manager: Introduction to Editing WorldCat Bibliographic Records course. 

If you attended the WorldShare Record Manager: Introduction to Editing WorldCat Bibliographic Records course or listened to the recording, please complete our brief survey. Your feedback is very important! Thank you!

Getting Started with WorldShare Record Manager

Access Record Manager

Sign in to Record Manager and navigate to Metadata > Record Manager.

RM sign home page.png

Set User Preferences

User Preferences are applied to each individual user account. It is recommended to align your user preferences with your institution’s preferred settings.

Click User Preferences in the left navigation to view and edit preferences for working with records, searching, and exporting bibliographic records. Click Save after making changes or click Discard Page Changes to revert to the previous settings.

Working with Records-Bibliographic Records tab

Choose default settings for: 

  • Editor:  MARC 21 view or Text view
  • Record Format: RDA or AACR2
  • Holding library code
  • Classification scheme
  • Holding audience level (WorldShare Management Services (WMS) libraries only)
Searching-Basic
  • Data Type options and the order they display for searching
  • Option to enable One Search Result Only
  • Search Results format: Enhanced Search Results or Condensed Search Results 
  • Customize which Search scopes appear and the order they display for searching
Searching-Advanced
  • Option to enable One Search Result Only
  • Set preferred Language(s) of Cataloging to apply for default limiters in Advanced searching
  • Select default Source of Cataloging: DLC or Any
  • Customize which Search scopes appear and the order they display for Advanced searching
Exporting-Bibliographic Records
  • Set export format
  • Set any fields or subfields to exclude in exports (optional)
  • Configure how Latin and non-Latin characters will display in exports from the International tab
  • Set up TCP/IP connection to export records directly to your local system (primarily used for non-WMS libraries)
  • Configure settings for Uniform Resource Identifiers (URIs)

Edit WorldCat Bibliographic Records

Copy cataloging

Copy cataloging is the process of finding a matching bibliographic record for an item, editing the record (as necessary), setting library holdings in WorldCat, and then optionally exporting the record for use in your local system. 

Copy catalog process 

  • Find a matching record: Search using Basic Search,  Advanced Search, or Expert Search
  • Edit record (optional): Add or delete fields and enter local information
  • Set holdings and/or export record: Maintain updated holdings and export records to your local system

 Note: Alma users can utilize a data synchronization process to update their holdings in WorldCat. Contact OCLC Support for additional information. 

Record field matching

Compare information in these fields against the item you want to catalog.

Field Description Contains
245 Title Statement

‡a Title Proper             

‡b Remainder of Title 

‡c Statement of Responsibility  
250 Edition Statement ‡a Edition Statement 
260 or 264 Publication, Production, Distribution, etc. 

‡a Place of Publication 

‡b Publisher 

‡c Date of Publication 

300

 Physical Description

‡a Extent 

‡b Other Physical Details 

‡c Dimensions 
040 $b Language of Cataloging ǂb Language of cataloging

Edit bibliographic records

Variable fields
  • Use green + or – buttons to add or delete fields
  • Reorder fields with arrow controls
  • Copy fields
  • Add local call numbers, notes, or additional information as needed for your library
Fixed fields
  • Appear at the top of a record and contain the Leader (LDR)
  • Arrow expansion indicates the field is a guided entry field
MARC 21 Field Help
AI Metadata Enrichment
  • Suggests LC and Dewey call numbers and LC subject headings
  • Available with Cataloging_AI role
Reformat
  • Sorts variable fields into proper MARC 21 order per Bibliographic Formats and Standards
Validate

Checks the following:

  • Tags, indicators, subfields
  • Required fields
  • Non‑repeatable fields
  • Structure and relationships (e.g., 020 fields)

 Note: Validate does not check spelling

Set and delete holdings

When a holding is set on a bibliographic record, it will add your OCLC institution symbol to the bibliographic record. This indicates that your library owns an item associated with the bibliographic record.

Why Maintain holdings?

  • Accurately reflects your holdings to users in WorldCat Discovery, FirstSearch, etc. 
  • Ensure ILL staff will not get requests for items you no longer own
  • Accurately identify gaps in your collection and your unique holdings

Set Holdings

Set Holdings to add your OCLC institution symbol to a bibliographic record.

  • WMS libraries: Select Record > Set Holding audience level, then choose your audience level.
  • Non-WMS libraries: Select Record > Set WorldCat Holding

 Note: For libraries using WMS, holdings are set on WorldCat records automatically when you add local holdings records in Record Manager, Acquisitions, or Circulation.

Delete Holdings

Delete Holdings to remove your institution's OCLC symbol from the record when your library no longer owns any copies of the title.

  • Select Record > Delete WorldCat Holding

Export records

Export bibliographic records will send records to your local system or local computer. Primarily used by non-WMS libraries.

TCP/IP
  • Send records directly to your local system
  • Export multiple records via TCP/IP from an Export list
Export lists

Test your knowledge

  1. If you edit a WorldCat bibliographic record in Record Manager, the changes you make are automatically reflected on the WorldCat record for others to view.

a. True

b. False

  1. Which function sorts fields into the correct MARC 21 order?

a. Reformat

b. Validate

c. Compare

  1. Setting a WorldCat holding adds what to the record?

a.  A local note 

b. A subject heading

c. Your library's OCLC institution symbol

Answer key
  1. b. False
  2. a. Reformat
  3. c. Your library's OCLC institution symbol

 

Additional information