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2. Create a reclamation (Fundamentals)

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Learn how to create a reclamation in WorldShare Collection Manager.

 Note: If you are a WMS library or using full WorldShare Collection Manager, please see 2. Create a reclamation.

Create a reclamation if you are new to data sync collections or if it has been a while since your holdings have been consistently maintained.

A reclamation process will

  • Match all of your library's records in WorldCat to set holdings. As your records are matched, the current date is "stamped" on each record.
  • Cancel holdings on records that were set earlier than the time-stamp from the data sync bibliographic collection transaction.

 Note: There is a fee associated with a reclamation.

 Caution: Please contact OCLC Support before creating a collection for a reclamation, or before sending a reclamation through an existing collection.

Review Collection Manager institution level settings

Create a bibliographic collection for a Reclamation process

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager Fundamentals.
  2. Click Create a Collection.
  3. Select Data Sync Collection from the Collection Type drop-down list.
  4. Select Bibliographic from the Data Sync Type drop-down list.
     Note: If you have already created this type of WorldCat data sync collection, the following warning will appear:
    An existing WorldCat Data Synchronization collection of this same type already exists. We recommend editing this existing collection; however, you can create a secondary collection type of the same type.
    Generally, you will configure one collection for each type of data to be sent, making it easier to manage the process and maintain up-to-date holdings in WorldCat. If you choose to configure more than one collection for a specific data type, you will need to select one collection as the default.
  5. Click Create. The accordions for this collection appear.

Complete the Properties accordion

The Properties accordion must be completed before you can save your progress when creating a collection.

  1. Enter a Collection Name for your collection.
  2. Select whether you are part of a Group. Only select Yes if you will be sending data for multiple institutions to be processed under this collection. If you select Yes, be sure to use the OCLC symbol/WorldShare instance for your group when creating a collection. If you do not have an OCLC group symbol, contact OCLC Customer Support for assistance.
     Note: WMS libraries can create bibliographic, bibliographic and local holdings records, and delete WorldCat holdings collections for a group. All other institutions can create bibliographic and delete WorldCat holdings collections for a group.
  3. Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
  4. Select the Original Data Format of your files.
    1. MARC
    2. Non-MARC
       Note: If Non-MARC is selected, specify whether Numeric search keys (NSK) for holdings maintenance only will be sent. OCLC only accepts a .CSV file with OCLC record numbers (with the prefix (OCoLC) ) for NSK processing.
  5. Select whether to Use Record Status for Processing.
    • If Yes, processing will delete holdings if record status is d in a record (Leader byte 05 (Leader/05). Please note that where the institution cannot export or change the record status to d and wants to delete holdings, the institution should complete a Delete Holdings data sync collection.
    • If No, holdings will be set on all records.
  6. (Optional). Enter a Description for the collection. The description field should be used anytime there is an exception or special consideration with your collection (e.g., setting up a collection to use OCLC number matching only). The exception or special condition should also be added as a comment in the Comments accordion.
  7. Click Save.
     Note: The first time you click Save, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your data sync collection that is used

Complete the Bibliographic Record Information accordion

  1. Click Bibliographic Record Information to open the accordion.
  2. For Initial Estimate for Record Count, enter the number of records that will be sent in the first file.

Complete the System tab

 Note: When selecting multiple locations, use the Add button (Add button) to create additional rows. List locations in order of priority.

  1. Enter the Provider.
  2. Enter the System Name.
  3. Enter the Version.
  4. For OCLC Number Location(s), select the location(s) in your records from the drop-down list.
     Note: These locations will be used for matching. It is important to differentiate the location of the OCLC number and the local system number in your institution's records. The default location of the OCLC number is field 035. As a result, OCLC recommends using a different location for your institution's local system number, such as 907, or another specified field. This ensures that the correct local system number is identified and used in the Cross Reference file output and stored here at OCLC for future use.
  5. For Local System Number Location(s), select the location(s) in your records from the drop-down list.
     Note: Your unique local system bibliographic numbers are stored at OCLC for use in creating local bibliographic data.

Complete the Processing tab

  1. Select whether to Limit Added Records to WorldCat Staging.

    WorldCat Staging is a temporary area where unresolved records or original cataloging records are sent.

    Unresolved records may contain data errors, validation errors, and/or they do not meet OCLC's standards of quality and completeness (sparse records). Due to errors or lack of quality, these records cannot be adequately matched against WorldCat records, and are therefore sent to WorldCat Staging so they can be further reviewed if desired.

    Original cataloging records can also be sent to WorldCat Staging for further review if desired, even if they meet OCLC's standards of quality and completeness. You may opt for this within the Processing tab of the data sync collection (see Available options for original cataloging below).

    All records sent to WorldCat Staging, whether unresolved or original cataloging, are not fully indexed in WorldCat. Instead, these records are assigned provisional OCLC record numbers as their only access points for retrieval. These OCLC record numbers are listed in the Unresolved Cross Reference file created after the data is processed.

    Available options for original cataloging:
    • If Yes is selected, original cataloging records are sent to this temporary location (WorldCat Staging) and are assigned provisional OCLC numbers. Use this response if you DO NOT want to add original cataloging records to WorldCat. Consult with your Database Specialist if you have questions about this option.
    • If No is selected, original cataloging records ARE added to WorldCat and are fully indexed; however, these records must meet OCLC's standards of quality and completeness. Original cataloging records that do not meet OCLC's standards of quality and completeness will be sent to WorldCat Staging.
  2. Select whether to Use Language of Cataloging (040 $b) Field from Records.
    • If Yes, the language of cataloging indicated by the three-character language code in the 040 $b of your records is retained for use. When no value is found, then English (eng) is assumed.
    • If your records do not contain a value in the 040 $b and/or your records are cataloged in a language other than English, select No and select the language of cataloging from the Default Language of Cataloging Code drop-down list.
  3. If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
     Note:
    • When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging.
    • When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
  4. Click Save.

Complete the Groups tab (Group collections only)

  1. Select the symbol that will be used to build the 040 $a and $c when bibliographic records are added to WorldCat.
    • Symbol (default) - Your OCLC group symbol is automatically populated, but this field can be edited with any valid OCLC symbol.
    • Institution Unique Identifier - The first institution identifier (OCLC symbol) found in a record is used to build the 040 $a and $c when bibliographic records are added to WorldCat.
  2. For Institution Unique Identifier Location, enter a Tag and Subfield. This field and subfield are used in combination with your translation table to set or cancel holdings and to indicate where the internal identifiers specified for the shared local system are in your group records.
  3. The Group Bibliographic Translation Table Status indicates what workflow process the translation table is in. The status is set by OCLC staff and is not editable. Options are:
    • None (default)
    • Save in Progess - Database specialists are creating the translation table.
    • Submitted - OCLC has sent you the translation table for review.
    • Being Reviewed - You have reviewed the translation table and sent it back to OCLC; a database specialist is performing a last review of the table.
    • Accepted - The translation table is ready to process.
  4. Click Save.
 

Complete the Local Bibliographic Data Information accordion

  1. Click Bibliographic Record Information to open the accordion.
  2. For Initial Estimate for Record Count, enter the number of records that will be sent in the first file.

Complete the System tab

 Note: When selecting multiple locations, use the Add button (Add button) to create additional rows. List locations in order of priority.

  1. Enter the Provider.
  2. Enter the System Name.
  3. Enter the Version.
  4. For OCLC Number Location(s), select the location(s) in your records from the drop-down list.
     Note: These locations will be used for matching. It is important to differentiate the location of the OCLC number and the local system number in your institution's records. The default location of the OCLC number is field 035. As a result, OCLC recommends using a different location for your institution's local system number, such as 907, or another specified field. This ensures that the correct local system number is identified and used in the Cross Reference file output and stored here at OCLC for future use.
  5. For Local System Number Location(s), select the location(s) in your records from the drop-down list.
     Note: Your unique local system bibliographic numbers are stored at OCLC for use in creating local bibliographic data.

Complete the Processing tab

  1. Select whether to Limit Added Records to WorldCat Staging.

    WorldCat Staging is a temporary area where unresolved records or original cataloging records are sent.

    Unresolved records may contain data errors, validation errors, and/or they do not meet OCLC's standards of quality and completeness (sparse records). Due to errors or lack of quality, these records cannot be adequately matched against WorldCat records, and are therefore sent to WorldCat Staging so they can be further reviewed if desired.

    Original cataloging records can also be sent to WorldCat Staging for further review if desired, even if they meet OCLC's standards of quality and completeness. You may opt for this within the Processing tab of the data sync collection (see Available options for original cataloging below).

    All records sent to WorldCat Staging, whether unresolved or original cataloging, are not fully indexed in WorldCat. Instead, these records are assigned provisional OCLC record numbers as their only access points for retrieval. These OCLC record numbers are listed in the Unresolved Cross Reference file created after the data is processed.

    Available options for original cataloging:
    • If Yes is selected, original cataloging records are sent to this temporary location (WorldCat Staging) and are assigned provisional OCLC numbers. Use this response if you DO NOT want to add original cataloging records to WorldCat. Consult with your Database Specialist if you have questions about this option.
    • If No is selected, original cataloging records ARE added to WorldCat and are fully indexed; however, these records must meet OCLC's standards of quality and completeness. Original cataloging records that do not meet OCLC's standards of quality and completeness will be sent to WorldCat Staging.
  2. Select whether to Use Language of Cataloging (040 $b) Field from Records.
    • If Yes, the language of cataloging indicated by the three-character language code in the 040 $b of your records is retained for use. When no value is found, then English (eng) is assumed.
    • If your records do not contain a value in the 040 $b and/or your records are cataloged in a language other than English, select No and select the language of cataloging from the Default Language of Cataloging Code drop-down list.
  3. If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
     Note:
    • When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging.
    • When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
  4. Click Save.

Complete the Groups tab (Group collections only)

  1. Select the symbol that will be used to build the 040 $a and $c when bibliographic records are added to WorldCat.
    • Symbol (default) - Your OCLC group symbol is automatically populated, but this field can be edited with any valid OCLC symbol.
    • Institution Unique Identifier - The first institution identifier (OCLC symbol) found in a record is used to build the 040 $a and $c when bibliographic records are added to WorldCat.
  2. For Institution Unique Identifier Location, enter a Tag and Subfield. This field and subfield are used in combination with your translation table to set or cancel holdings and to indicate where the internal identifiers specified for the shared local system are in your group records.
  3. The Group Bibliographic Translation Table Status indicates what workflow process the translation table is in. The status is set by OCLC staff and is not editable. Options are:
    • None (default)
    • Save in Progess - Database specialists are creating the translation table.
    • Submitted - OCLC has sent you the translation table for review.
    • Being Reviewed - You have reviewed the translation table and sent it back to OCLC; a database specialist is performing a last review of the table.
    • Accepted - The translation table is ready to process.
  4. Click Save.
 

Complete the MARC Record Output Information accordion

 Caution: Deliver my library records only is not available for XML data sent for data sync processing. If you send XML data for data sync processing, select Deliver WorldCat records only when enabling MARC record delivery.

  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 library records only - Returns your submitted records if matched or added with the OCLC Control Number inserted in the 035 $a with a prefix (OCoLC).
    • Click Save.
 

Complete the Comments accordion

The comments accordion allows you to communicate with the database specialist assigned to your data sync collection. It appears after you save your collection for the first time. Database specialists can also communicate with you about your collection.

 Note: Please ensure that you add the following comment: This collection is for a Reclamation.

Click Comments to open the accordion.

Add a comment to the list

  1. Click Add Comment. The Add Comment window opens.
  2. Enter a Topic for your comment.
  3. Enter a Comment about your collection.
  4. Click Add Comment to save your comment to the list. An OCLC staff member will respond to your comment in the Comments accordion, using the same Topic. Check the Comments accordion after 24-48 hours, as you will not receive an email when a staff member responds.
     Note: Once you have added your comment to the list, it cannot be edited or deleted.

View a comment in the list

  1. Click the Topic of the comment you wish to view.
  2. Click Cancel to return to the comment list.

Complete the 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. You must add a contact before your collection can be submitted.

  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 Telephone number and Email Address.
  6. Click Save.
     Note: When adding multiple contacts, use the Add button (Add button) to create additional rows. List contacts in order of priority.

Submit your collection

  1. Select Submit Collection to OCLC from the Collection Actions drop-down menu.
     Note: You cannot delete a collection once it has been saved and/or submitted.