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3. Create Output Format record

To manage how and when records are uploaded to WorldCat, you need to create an Output Format record in OLIB.

Output Format record

  1. Go to Data Exchange Reference Data> Output Formats and click New Record.
  2. Search for WorldCat and in the hitlist, check the box to select the WorldCat Update example record (Output Format Number -20).
  3. In Other Actions select Create Close Copy to create a copy of the selected output format record.
  4. Make the following changes to the sheets in the new record and save the details.

Output Format details sheet

Field Description
Description WorldCat data sync
Domain Select Titles from the drop-down
Type Select WorldCat data sync and metadata API from the drop-down
Call Ref.

  OLIB populates automatically, do not edit

Format Text Enter more text for reference (although this is a mandatory field, it is not used for

Export Generation sheet

This sheet includes fields which determine the items to be included in the export and the frequency of updates.

Field Description
Title Set Select the Title Set you created previously.
Exclude Record Source This field should be left blank for WorldCat uploads.
Accession Date Between - And The export process will only export records where the accession date has been populated and falls within the date parameters specified. In order to include records in perpetuity, the “end date” should not be set.
Folder This field should be left blank for WorldCat uploads.
Accessioned in the Past nnn Days This field should be left blank for WorldCat uploads.
Next select how often and when the records are to be exported
Frequency

The upload of new and updated records to WorldCat data sync is done daily in Daystart. So the frequency fields are not relevant for the WorldCat data sync upload process. However, the OLIB-WorldCat Metadata API link will utilise this configuration, so the fields should be completed according to how frequently you want to synchronise holdings, e.g. every 30 minutes or every 2 hours.

Specify the number of minutes or hours the WorldCat Metadata API calls should be made. OCLC recommends a 30 minute setting for updates once everything is in place. (Do not use the days, weeks, months or years options for this purpose.)

Enabled Set this to No while you are configuring the service, and change to Yes when you have completed and tested the OLIB-WorldCat Metadata API Link.
Start On Select a date on which you would like the first upload to be generated.
Last Output On This field is populated automatically with the date of the last upload.
Last WorldCat API Call This field is populated automatically according to the parameters set in the Frequency fields. It can be manually edited as required, for example if you want to change from every 30 minutes to every 2 hours, starting at 14:00 the following day.
Output Next On This field is populated automatically when the process runs in daystart. It can be manually edited as required, for example if you want to skip a few days.
WorldCat Details
Data Sync ID Enter the Data Sync Collection ID that you noted down during the WebEx session with OCLC to create your Data Sync Collection in WorldShare Collection Manager.
Data Sync New Records ID This is only required for a specialised library service.
OCLC Symbol Enter your library’s OCLC Symbol. This symbol will be used for records that have URLs (e.g. eBooks) and for all records that have any copy records to be sent.
Data Sync Password Enter the password used for connecting to scp.oclc.org.
Daily Error Limit This is used in the OLIB-WorldCat Metadata API Link and it defaults to 5 if you leave this field blank. This will mean that, if the API fails to connect and carry out any form of communication with the target service more than 5 times in any 24 hours, the output format will be automatically disabled. This will mean that holdings records and deleted record notifications will no longer be automatically synchronised with WorldCat.
Retry Days This is the number of days after which OLIB will re-send the new and updated records data if there has been no response from WorldCat data sync (if the Output Format is still enabled and due to export). This defaults to 120, but you may want to adjust once the ongoing data upload is automated.
Switch to Data Sync Set to Yes.
Resend Failed Records? Set to Yes if you want the one-off resending, during the next daystart, of records that have previously been rejected.
Supply File Pattern Defaults to /metacoll/in/bib/<COLL>.<SYM>.bibholdings<YYYYMMDD>.<C>.mrc . Do not change.
Cross-Ref File Pattern Defaults to /metacoll/reports/*.xrefrpt*. Do not change.
Exception Report File Pattern Defaults to /metacoll/reports/*bibdetailexcpt*. Do not change.
"Unresolved" File Pattern Defaults to /metacoll/reports/*.xrefrpt*. Do not change.

   
WorldCat / FTP Information
These fields are relevant when synchronising a subset of catalogue data with WorldCat

Files Sent and Retrieved This is a list of files that have been retrieved from OCLC as part of the WorldCat synchronisation processing, together with the latest file sent if Retain Sent Files? is set to Yes.
Limit 952 Locations? This option will limit the copy information included in the data supplied to the FTP server to copies for those locations that are included in the title set. This requires usage of a MARC21 Configurable Copies Output Format.
Hierarchical Copies Handling This option allows control over which copy information is supplied for multi-volume records. The option most suitable for your chosen discovery system should be used. This requires usage of a MARC21 Configurable Copies Output Format.
Track Status? This option will prevent other libraries who share your OLIB system from being hindered if they attempt to delete titles that have mutual copies. There are other checks to prevent deletion of titles with copies at certain statuses. Setting Track Status? to No will also mean that every time the data is sent, all the titles will be sent.
Retain Sent Files? Set this to Yes to preserve a copy of the latest file(s) sent as an Object attached here.
Uncompressed Local File Size Limit

This, measured in kilobytes, is the largest size of file that will be stored uncompressed as a Sent File or email attachment. If the option to attach the file to the reporting email has been set, this sizing also determines whether the email attachment is compressed.

The system will not attach a file (compressed or otherwise) to an email if the file is more than 2MB. Leaving this field empty will mean that the file will never be compressed. Setting this to zero will mean that the file will always be compressed. When compressed, the file extension will be “.gz” and is not compatible with Windows Compressed Folders.

Uncompressed Target File Size Limit This, measured in kilobytes, is the largest size of file that will be sent uncompressed to the target. Leaving this field empty will mean that the file will never be compressed. Setting this to zero will mean that the file will always be compressed. When compressed, the file extension will be “.gz” and is not compatible with Windows Compressed Folders.
Withdrawn Folder

If a Title is modified such that it is no longer included in the associated title set (for example, all the copies at the included locations have been deleted) and Track Status? is not set to No, then the record will be sent as a Deletion to this target system. This will be done without marking the title itself as a Deleted Title as it may be still required by other locations. When this occurs, the title will be placed into the folder that is specified in this field.

This is the only way to identify such titles without advanced searching and review of the title audit data. The link to the output format is deliberately removed so that, should a copy be re-acquired by one of the included locations, the title will be re-sent automatically to the third-party system as a new record.

Additional Connectivity Requirements
Database SSL Certificate Store As with the link checker, a folder is required on the database server in order to manage the certificates for https connections. Such a connection is used for the WorldCat Metadata API and will be used for any https proxy server residing between the OLIB database and WorldCat data sync.
Proxy Server (and port)

If your implementation requires it, this must be set. Contact your IT for assistance. An http proxy (such as Squid) used for WorldCat data sync would have a URL style value in this field, as in this example:

http://ourproxyserver.local.net:80
Proxy Username and Proxy Password Enter as directed by your IT department.

Email Generation sheet

This information configures the email alert that contains summary results of the processing, when the exchanges with WorldCat have completed.

Field Description
From Address The email address from which OLIB will send the messages, e.g. mailto:mylibrary@myorganisationoclc.org. Must be completed if you want the system to send you a summary email when the WorldCat data sync processing has completed.
Email To The email address to which the report should be sent – probably your own email address. Must be completed if you want the system to send you a summary email when the WorldCat data sync processing has completed.
CC List Optional
BCC List Optional
Subject Line Enter the subject line.
Email Message

Used by the WorldCat Metadata API link. Change as required.

Attach File To Email The files retrieved from WorldCat data sync can be attached to the email by setting this field to Yes.

Initiate the upload process

This action starts the upload process.

  1. Back on the Output Format hitlist, check the box to select this new output format record
  2. From Other Actions choose the(re)Populate Push Title List. OLIB responds e.g.:
Successfully added;updated +14; >>1; -0 records.

This indicates the number of:

new records added to the push list (+14)
push list records updated (>>1)
push list records removed (-0)

OCLC symbols

This process ensures that the correct OCLC Symbols are supplied to data sync when the record is first sent. (Subsequent management of holdings information is done using the WorldCat metadata API).

While still using the Output Formats domain:

  1. Search for e.g. %sample to obtain the Sample MARC21 Configurable Copies output record.
  2. In the hitlist, check the box to select it and from Other Actions choose Create Close Copy.
  3. Change the new record's Description to differentiate it from the original record, set Enabled to Yes on the Export Generation sheet, and save your changes.
  4. Search for marc21, to obtain the MARC21 output format record, select it and use the Clear Output Cache action to refresh the cache for all titles to use the configurable copies output record you just created and enabled.

This completes Output Formats configuration.

 

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