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Register shared print retention commitments

Create the collection

Create collection screen - Image
Create the collection interface

 Find instructions on how to create a Collection Manager account if you do not already have one.

  1. In your browser, enter the WorldShare URL for your library. Your library's WorldShare URL will have the following format: https://yourlibrary.share.worldcat.org/wms. Replace yourlibrary with your library's identifier.
  2. On the Sign in screen, enter your User Name and Password.
  3. Click Sign In.
  4. Navigate to Metadata tab > Collection Manager.
  5. Click Create a Collection.
  6. Select Data Sync Collection from the Collection Type drop-down list.
  7. Select Local Holdings Records from the Data Sync Type drop-down list.
  8. Click Create.

Complete the Properties accordion

Completed Properties accordion - Example
Example of completed Properties accordion
  1. For Collection Name, enter a name (e.g., My Library Shared Print Retentions) for your collection.
  2. Select whether your library is a WMS Library. WMS libraries have purchased WorldShare Acquisitions and Circulation modules.
  3. Select Non-MARC for the Original Data Format.
  4. Select Yes for Shared Print.
  5. Click Save Progress at the top of the screen.
     Note: The first time you click Save Progress, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your data sync collection that is used
    • To search for a saved collection
    • As the first element in the file name when sending files to OCLC for processing

Complete the Local Holdings Records Information accordion

Completed Local Holdings Records Information accordion - Example
Example of completed Local Holdings Records Information accordion
  1. Click Local Holdings Records Information to open the accordion.
  2. For Initial Estimate for Record Count, enter the number of retention commitments you are registering.
  3. Complete the Retention Commitment, ILL Policies, Location, Linkage Information, and Ownership History tabs to specify what data you want in the local holdings records (LHRs) that will be created for each of the OCLC numbers in your data file.

For each tab, you will select a value for Treatment of Existing LHRs.
 Note: In most cases, you should select Merge field information.

  • Select Merge field information
    • If you are a WMS library and your shared print registration input file includes data in the Barcode column in order to have retention commitment data added to existing LHRs.
    • If you want your LHR field to merge into a record match.
    • If you want the information you provide to be added to record matches and new record adds.
  • Select Do not update
    • If you do not want your LHR field to merge into a record match.
    • If you only want the information you provide to be used for new record adds.

Complete the Retention Commitment tab

The Retention Commitment tab allows you to create the 583 "committed to retain" action note.

If you are retaining material under one program or under multiple programs that have the same expiration date

Completed Retention Commitment tab for one or multiple programs that have the same expiration date - Example
Example of completed Retention Commitment tab for one or multiple programs that have the same expiration date
  1. Select a value for Treatment of Existing LHRs.
  2. For Archiving Program Name (583$f), enter the name of your archiving program/consortium.
  3. (Optional) Click the Add button (Add button) to add additional archiving program names.
  4. For Action Date (583 $c), enter the start date (format: YYYYMMDD) of your retention commitments.
  5. For Retention Commitment Expiration Date (583 $d), enter the expiration date (format: YYYYMMDD) of your retention commitments.
     Note: If you do not have an expiration date, check Retention period not specified.
  6. (Optional) You can add additional subfields to your 583 note with Optional Information.
    1. Select a subfield type from the drop-down list.
      • j - Site of Action
      • u - URL to Documentation for Archiving Program
      • z - Public Note
      • 5 - Archiving Institution
    2. Enter subfield details in the text box.
    3. (Optional) Click the Add button (Add button) to add additional subfields.
  7. Click Save Progress at the top of the screen.

If you are retaining material under multiple programs that have different expiration dates

Completed Retention Commitment tab for multiple programs that have different expiration dates - Example
Example of completed Retention Commitment tab for multiple programs that have different expiration dates
  1. Select a value for Treatment of Existing LHRs.
  2. For Archiving Program Name (583$f), enter the name of your archiving program/consortium.
  3. For Action Date (583 $c), enter the start date (format: YYYYMMDD) of your retention commitments.
  4. For Retention Commitment Expiration Date (583 $d), enter the expiration date (format: YYYYMMDD) of your retention commitments.
     Note: If you do not have an expiration date, check Retention period not specified.
  5. (Optional) You can add additional subfields to your 583 note with Optional Information.
    1. Select a subfield type from the drop-down list.
      • j - Site of Action
      • u - URL to Documentation for Archiving Program
      • z - Public Note
      • 5 - Archiving Institution
    2. Enter subfield details in the text box.
    3. (Optional) Click the Add button (Add button) to add additional subfields.
  6. Click the Action (583 $a) Add button (Add button) to add an additional program and repeat steps 1 through 5.
  7. Click Save Progress at the top of the screen.

Complete the ILL Policies tab

Completed ILL Policies tab - Example
Example of completed ILL Policies tab

The ILL Policies tab allows you to set positions 20-21 in the 008 field.

  1. Click the ILL Policies tab.
  2. Select a Lending Policy (008/20) from the drop-down list.
    • a - Will lend
    • b - Will not lend
    • c - Will lend hard-copy only
    • l - Limited lending policy
    • u - Unknown
  3. Select a value for Treatment of Existing LHRs.
  4. Select a Reproduction Policy (008/21) from the drop-down list.
    • a - Will reproduce
    • b - Will not reproduce
    • u - Unknown
  5. Select a value for Treatment of Existing LHRs.
  6. Click Save Progress at the top of the screen.

Complete the Location tab

Completed Location tab - Example
Example of completed Location tab

The Location tab allows you to create the required 852 field.

  1. Click the Location tab.
  2. For Holdings Library Code of Current Location (852 $b), select a holding library code from the drop-down list.
     Note: If you do not know what the correct 4-letter holding library code is, you should find out from your cataloger, otherwise LHRs will be created with inaccurate location information. If your library does not use 4-letter holding library codes, then use the default. Every symbol has a default holding library code, which should be displayed in the drop-down list.
  3. Click Save Progress at the top of the screen.

 Note: If you have items for retention stored in different locations (e.g., a MAIN branch and an off-site facility), you will need to create and submit separate SP collections for each location where those items are stored.

Complete the Linkage Information tab

Completed Linkage Information tab - Example
Example of completed Linkage Information tab

The Linkage Information tab allows you to create the required 014 field.

  1. Click the Linkage Information tab.
  2. Select a value for Treatment of Existing LHRs.
  3. Enter your MARC Organization Code (014 $b).
     Note: If you do not know your MARC Organization Code, click MARC Code List for Organizations to search for it in a new tab.
  4. Click Save Progress at the top of the screen.

(Optional) Complete the Ownership History tab

Completed Ownership History tab - Example
Example of completed Ownership History tab

The Ownership History tab allows you to create the 561 field.

  1. Click the Ownership History tab.
  2. For Include Ownership and Custodial History Note, select Yes.
  3. Select a value for Treatment of Existing LHRs.
  4. Enter the OCLC Symbol of Previous Owner or Location (561 $a).
  5. Enter the MARC Organization Code of Previous Owner or Location (561 $5).
     Note: If you do not know the previous owner or location's MARC Organization Code, click MARC Code List for Organizations to search for it in a new tab.
  6. Click Save Progress at the top of the screen.

Preview LHR field information

Preview LHR field - Image
Preview LHR Field Information

If you would like to preview the retention commitment information you just entered, click Preview LHR Field Information. To correct an error, select the appropriate tab and update the information you entered originally.

Complete the MARC Record Output Information accordion

Completed MARC Record Output Information accordion - Example
Example of completed MARC Record Output Information accordion
  1. Click MARC Record Output Information to open the accordion.
  2. Select whether to Enable MARC Record Delivery.
    • If Yes, select what type of records to return in the Records Returned drop-down list.
      • Deliver my local holdings records only
      • Include a separate file of WorldCat records with my local holdings records
        • For Unresolved Record Delivery, select the Deliver unresolved WorldCat records check box to include unresolved records in your MARC delivery. This allows you to review any unresolved records for further action.
           Note:
          • This option is only available for WorldCat record delivery.
          • To stop delivery of unresolved records after you have submitted your collection, leave a comment for your database specialist in the Comments accordion.
      • Interleave local holdings records with my library records
  3. Click Save Progress at the top of the screen.

Complete the Contact Information accordion

Completed Contact Information accordion - Example
Example of completed Contact Information accordion

The information entered in the Contact Information accordion is required so that OCLC staff can contact you with questions about your collection. It is recommended that you add a contact before saving a collection.

  1. Click Contact Information to open the accordion.
  2. Enter the contact's Last Name.
  3. Enter the contact's First Name.
  4. Enter the contact's Title.
  5. Enter the contact's Email Address.
  6. Click Save Progress at the top of the screen.
     Note: When adding multiple contacts, use the Add button (Add button) to create additional rows. List contacts in order of priority.

Submit your shared print collection

  1. Click Submit Collection at the top of the screen.
     Note: You cannot delete a collection once it has been saved and/or submitted for review.

Next steps

An OCLC database specialist will check your shared print collection profile. If they have any questions, they will contact you. Once your profile has been approved and any questions have been answered, the database specialist will change your collection's status from "In Progress" to "Accepted".

Once your profile status changes to "Accepted", any data files uploaded to My Files that are associated with the collection ID will be processed.

You will know that your data file has been processed when you see a summary report (and possibly other reports) in My Files/Downloads.

Prepare your data file

Your data file requires two items of information for each retention commitment to be registered.

  • OCLC Number
  • Local System Number

 Note: If you are an OCLC WorldShare Management Services (WMS) library, you will also need to include the barcode of each retained item.

If you had a GreenGlass analysis performed by Sustainable Collection Services (SCS), the following columns from your allocation export file are required and need to be renamed:

Allocation Export File column Rename to...
WorldCat OCLC Number OCLC_Number
Bib Record Number LSN
Barcode Barcode

Upload your data file

 Note: You must save your data file as a standard Comma Separated Values (.csv) file, not as an Excel spreadsheet (.xls) or a .CSV UTF-8 encoded file. 

  1. In the WorldShare interface, navigate to Metadata > My Files > Uploads.
  2. Click Choose File to locate the file you wish to upload. See File naming conventions for more information.
  3. Select your file and click Open. The file name replaces "No file chosen" in the Upload File field.
  4. Select the File Type.
    • Data sync bibliographic
    • Data sync LHR

       Note: When submitting files for the shared print registration service, always select Data sync LHR.

  5. Click Upload. A confirmation message appears when the file has successfully uploaded. If a file was unable to upload, an error message will appear.

File naming conventions

Each file name must be unique and must adhere to the following naming convention:

<collectionID>.<OCLCsymbol>.sharedprint_<optionaltext>_<YYYYMMDD>.<optionalfile#>.csv

The "collectionID" is generated after you click Save Progress for the first time. You can find the unique 7-digit Collection ID in the Properties accordion. Record this number as you will need it to rename your data file to the required naming convention. This will ensure that the file you submit will match the collection information you created in Collection Manager.

If you need to upload more than one file on the same day for the same profile (Collection ID), the file names must be made unique. One option is to utilize the <optionaltext> of the required naming convention.
Example

  • 1028071.ndclv.shareprint_first_20170731.csv
  • 1028071.ndclv.shareprint_second_20170731.csv

Another option is to differentiate files with file numbers in the <optionalfile#> portion of the required naming convention.
Example

  • 1028071.ndclv.shareprint_first_20170731.1.csv
  • 1028071.ndclv.shareprint_first_20170731.2.csv

Download your reports

  1. In the WorldShare interface, navigate to Metadata > My Files > Downloads.
  2. Locate the report you want to download.
    • Reports will include a .csv or .txt extension.
  3. In the Action column, click Download. The report will automatically download to your workstation.

Available reports

Summary report

Format of file name:
 metacoll.[symbol].datasync.[collectionID].[DYYYYMMDD].[THHMMSSSSS].spsummary.[file#].mrc.csv

Example file name: metacoll.NDT7P.datasync.1027081.D20170615.T163716000.spsummary.1.mrc.csv

Exception Detail report

Format of file name:
 metacoll.[symbol].datasync.[collectionID].[DYYYYMMDD].[THHMMSSSSS].spexception.[file#].mrc.csv

Example file name: metacoll.NDT7P.datasync.1027081.D20170712.T220000000.lhrdetailexcpt.1.mrc.csv

The Exception Detail report displays record identifiers of Local Holdings records that OCLC was unable to load. The Data Sync Exception Description column describes any errors found within the records which were added to WorldCat as a result of processing (e.g., "Failed due to processing error, please resubmit record", "No matching barcode in WorldCat"). Exceptions may occur due to:

  • System processing errors
  • Missing OCLC numbers in the original data file
  • Incorrect record type (e.g., Multi-Part Monograph, Serials)
  • Missing or incorrect barcodes (WMS libraries only)

If your initial Shared Print upload file contains errors, you will need to:

  • Correct any non-processing errors in your data file (e.g., add or correct OCLC numbers and/or barcodes, remove Multi-Part Monograph and/or Serial data).
  • Create a second Shared Print collection.

(Optional) Download your MARC records

If your collection profile included outputting MARC records, they will appear in My Files > Downloads.

  1. In the WorldShare interface, navigate to Metadata > My Files > Downloads.
  2. Locate the file you want to download.
    • Files will include a .mrc extension (e.g., metacoll.[symbol].datasync.sharedprintlhr.[collectionID].[DYYYYMMDD].[THHMMSSSSS].[file#].mrc).
  3. In the Action column, click Download. The report will automatically download to your workstation.

 

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