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WorldCat data sync collections: Process records in WorldCat Staging

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Find an overview of WorldCat Staging and learn how to fix unresolved records in WorldShare Record Manager Fundamentals.

 Note: If you are a WMS library or using full WorldShare Collection Manager, please see WorldCat data sync collections: Process records in WorldCat Staging.

When you create bibliographic or bibliographic and local holdings records data sync collections, you can choose to have original cataloging records sent to WorldCat Staging. WorldCat Staging is an area of WorldCat where unresolved records are placed for your review after going through data sync processing in Collection Manager. 

Data sync collection Processing tab

To limit added records to WorldCat Staging:

  1. On the Bibliographic Record Information accordion, click the Processing tab.
  2. Select the Yes radio button for Limit Added Records to WorldCat Staging.
     Note: Yes should only be selected if you do not want new records added to WorldCat.

If you select Yes, original cataloging records are sent to this temporary location and assigned provisional OCLC numbers. Use Yes if you do not want to add original cataloging records to WorldCat.

If you select No, original cataloging records are added to WorldCat and fully indexed. These records must meet OCLC's standards of quality and completeness.

Unresolved records are sent to WorldCat Staging regardless of how this question is answered. These records may contain data or validation errors or they do not meet OCLC's standards of quality and completeness (sparse records). These records cannot be adequately matched or added to WorldCat so they are sent to this temporary location for further review.

Records in WorldCat Staging are assigned provisional OCLC numbers but they are not fully indexed. The Unresolved Cross Reference file lists the local system numbers and these provisional OCLC numbers. These records cannot be found by other institutions without these OCLC numbers.

These records are identified by an asterisk (*) that appears after the OCLC number in WorldShare Record Manager Fundamentals. This document explains how to process unresolved records in WorldShare Record Manager Fundamentals.

 Note: If you do not have access to Record Manager Fundamentals, you can use your local system numbers from the Unresolved Cross Reference file. Obtain the Unresolved Cross Reference file.

  1. Search for the records in your local library catalog.
  2. Review and correct the records.
  3. Once corrected, resubmit the records for processing.

Fix unresolved records through WorldShare Record Manager Fundamentals

Fix unresolved records with an existing record

  1. Search WorldCat by OCLC number found in the Unresolved Cross Reference file.
  2. Click the title to display the record.  Note:The asterisk after the OCLC number which indicates the record is in WorldCat Staging.
    OCLC number
  3. From the Save drop-down list, select Save In-Progress Record.
  4. (Optional). Select a Workflow Status and enter My Status (free text).
  5. Click Save. The record is system-assigned a sequential Save File Number.
  6. Identify search keys from the record (author, title, year, etc.).
  7. Search WorldCat by identified search keys.
  8. If a record is found, click the title or Edit Record to open the MARC 21 Edit Record window.
    Record Manager edit record
  9. Review the existing record to determine whether it matches your item. If it does, edit the record if needed and add your holdings to this existing record.
    1. From the Record drop-down list, select Set from the WorldCat Holding fly-out menu. The system adds your OCLC symbol to the record.
      data-sync-worldcat-staging-19.jpg
  10. Locate and display the unresolved record from the Save In-Progress file:
    1. Delete holdings and the record will be removed automatically.
    2. Do nothing and the record will be removed after 180 days.

Fix unresolved records by correcting the unresolved record

  1. Search WorldCat by other search keys. If no record is found, open the record from the Save file.
  2. From the Record drop-down list, select Validate.
    Record Manager validate
  3. Edit the record to correct errors. Validate the record again to confirm all errors are resolved.
  4. From the Save drop-down list, select Replace WorldCat Record. The record will be fully indexed in WorldCat.