Note: If you are a WMS library or using full WorldShare Collection Manager, see Map titles from an alternate knowledge base supplier.
If you want to import all of your holdings from an Alternate knowledge base supplier, use the instructions on this page. Institutions may use services from multiple providers to provide access to their content and may want to maintain two knowledge bases, one through OCLC's knowledge base (Collection Manager Fundamentals) and one through another service provider. Collection Manager Fundamentals enables libraries to map their titles from other services like EBSCO, Serial Solutions, or SFX with their OCLC knowledge base. To map titles from an Alternate knowledge base supplier holdings file, the institution will need to export their knowledge base data from the other service and then import it using Collection Manager Fundamentals or via FTP.
Note: If instead, you want to:
For more information, see Upload and download locations in Collection Manager Fundamentals.
Mapping Alternate knowledge base supplier files is one option for building your WorldCat knowledge base. Depending on your institution's collections, it might or might not save you time over adding the collections and the titles contained therein without using an Alternate knowledge base supplier file.
Overview:
The first step is to export a holdings file from your Alternate knowledge base supplier service. Before you export your data from an Alternate knowledge base supplier service, note the format requirements for uploading your file in WorldShare Collection Manager Fundamentals. The requirements might influence the options you choose in your Alternate knowledge base supplier administrative interface when you export your data.
The second step is to upload your file to your WorldCat knowledge base (Collection Manager Fundamentals).
Once you upload a file, contact OCLC Support to alert us. After the file is processed, a report will be available in Collection Manager Fundamentals, in the Activity History. The Alternate Knowledge Base Supplier Holdings report details which collections and titles within the collection from your Alternate knowledge base supplier were matched to your WorldCat knowledge base and other details.
You have the option to refresh your mapping as needed. We recommend that you allow two weeks from the time the file is submitted to allow for processing maintenance of your holdings in WorldCat. There is rarely a one-to-one parallel between providers. Therefore, mapping is an iterative and imperfect process. OCLC will map, review the results, identify new indexes to improve the results, and then map again.
Examine the two options below and choose the option best suited for your institution:
Titles that have changed will be added and updated via the default process to map Alternate knowledge base supplier files. However, titles selected in your WorldCat knowledge base collections that are not present in the file will not be removed or deselected.
Note: The process will not change titles in collections that are selected in full.
To use this process, simply continue the path outlined on this page.
Libraries that choose replace processing typically plan to upload a file on a regular basis in order to keep their knowledge base data up-to-date and in parallel with their provider's data. Each time a holdings file is submitted, the system will add, update, and remove titles or data that has changed. Titles will be removed if they are no longer in your holdings.
Note: If a title exists within a collection you have selected in full, the title will not be removed even if they are no longer in your holdings.
This option is only available for members who want to map holdings from one alternate service provider (Alma, EBSCO Full Text Finder, Serials Solutions, SFX, etc.). Replace processing cannot be configured if you want to map from two providers.
To initiate the process, send a request to OCLC Support. When you update the file in the future, you can do so without contacting us first.
Use one of the following sets of instructions to export your holdings from your Alternate knowledge base supplier. Make sure to download the file in the format specified in the instructions so you are able to upload your file.
To publish electronic holdings to OCLC:
After you have downloaded and prepared a file from your existing knowledge base, you have two options to map the file:
Note: Export the file and place the file manually on OCLC's SFTP server.
Alma Profile Details for OCLC Electronic Holdings
Parameter | Description | |
---|---|---|
Profile name | A unique profile name. | |
Profile description | Use the description to further identify the publishing profile for OCLC electronic holdings. | |
Publishing Parameters | Status | Select Active. |
Scheduling | Select the schedule. | |
Email Notification | Specify which users and email addresses will receive email notifications when the publishing profile has been completed. | |
Content | Set name | Select the set that you created for electronic publishing in Step 1. |
Publish on | Select Bibliographic level. | |
Output format | Select MARC 21 Bibliographic | |
Publishing Protocol | FTP, OAI, or Z39.50 | Select the SFTP check box. |
FTP configuration |
|
|
Include all titles each time file is published | Select the Include all titles each time file is published check box. | |
Disable file compression | Select the Disable file compression check box. | |
Physical format | Select XML. | |
Number of records in file | Select One File. | |
Use default file name | Select No. | |
File name | Specify Alma_HOLDINGS_<registry_id>.xml where <registry_id> is your WorldCat Registry ID (also known as your OCLC Institution ID) for your library. If you have questions regarding your WorldCat Registry ID, contact OCLC Support. |
Data Enrichment for OCLC Electronic Holdings
Note:
This is required.
Parameter | Description |
---|---|
Add Electronic Portfolio Information | Select this. |
Repeatable field | 866 |
Access URL subfield | u |
Link Resolver Base URL |
Enter your link resolver base URL. Enter the base URL for the Primo service page redirect to the Alma Link Resolver using the following format and inserting your institution’s information where indicated: http://<primo server host:port>/openurl/<primo institution_code>/<primo view_code>? |
Collection Name subfield | x |
Coverage Statement subfield | a |
CZ Collection Identifier subfield | t |
OCLC Electronic Publishing Profile- Data Enrichment | Select Save. |
EBSCO Full Text Finder was previously known as EBSCO A-to-Z.
OCLC is able to map your library’s EBSCO Full Text Finder ebook holdings to titles and collections in the WorldCat knowledge base (access is via WorldShare Collection Manager Fundamentals). After you export a file from your Alternate knowledge base supplier, OCLC will iteratively match the file of your holdings to corresponding collections and titles that exist in the knowledge base.
After you have downloaded and prepared a file from your existing knowledge base, you have two options to map the file:
Please contact OCLC Support if you need assistance.
See the Alternate Knowledge Base Supplier Holdings report when mapping completes to view details of how the collections and titles were mapped from the holdings file to your OCLC knowledge base.
Export your EBSCO Full Text Finder list holdings is done via the EBSCO site. To export:
OCLC is able to map your library’s Serials Solutions holdings file to collections and titles in the WorldCat knowledge base (access is via WorldShare Collection Manager Fundamentals). After you export a file from your Alternate knowledge base supplier, OCLC will iteratively match the file of your holdings to corresponding collections and titles that exist in the knowledge base.
After you have downloaded and prepared a file from your existing knowledge base, you have two options to map the file:
See the Alternate Knowledge Base Supplier Holdings report when mapping completes to view details of how the collections and titles were mapped from the holdings file to your OCLC knowledge base.
To export your Serials Solutions holdings file you will need to access the Serials Solutions site. To export:
Use Excel to convert your Comma Separated file (CSV) to a Tab Delimited file (txt). After downloading the CSV file from the SerSol platform:
See the Microsoft Office documentation on the Text Import Wizard for help.
Open it with a text editor (Notepad on Windows or Text Edit on Mac). Make sure that quotations and commas no longer exist to separate and qualify the text. Only tabs should be separating the text.
OCLC is able to map your library’s SFX file to collections and titles in the WorldCat knowledge base (access is via WorldShare Collection Manager Fundamentals). After you export a file from your Alternate knowledge base supplier, OCLC will iteratively match the file of your holdings to corresponding collections and titles that exist in the knowledge base.
After you have downloaded and prepared a file from your existing knowledge base, you have two options to map the file:
Since mapping can be a complex process, we recommend that users considering mapping an alternate knowledge base supplier holding file file to the WorldCat knowledge base contact OCLC Support to discuss mapping options before beginning the process.
See the Alternate Knowledge Base Supplier Holdings report when mapping completes to view details of how the collections and titles were mapped from the holdings file to your OCLC knowledge base.
To get started, export a holdings file from your SFX service.
After you have exported a file from your provider in the recommended file format, follow the instructions to upload your file (via the WorldShare interface or via FTP/SFTP):
Use the following file name for your holdings file. Include the word HOLDINGS in all capital letters and then type an underscore, your institution's registry ID number, a dot, and the file extension:
[Supplier]_HOLDINGS_[registry_id].[extension]
Using the file name above, replace [registry-id] with your library's Registry ID or OCLC Institution ID.
To locate the Registry ID for your library,
Using the file name above, replace [extension] with the appropriate extension for your Alternate knowledge base supplier and upload method.
Serials Solutions and EBSCO files need to be in .txt format for upload via the WorldShare interface and via FTP:
[Supplier]_HOLDINGS_[registry_id].txt
SFX and Alma files for upload via FTP must be in the .xml format:
[Supplier]_HOLDINGS_[registry_id].xml
Note that you should not attempt to change the file format/extension. Rather, it is important that the files were formatted correctly at the time of download from your Alternate knowledge base supplier.
Use one of the options below.
Important note: After you upload your file, you need to contact OCLC Support to alert us that a file is available for our review. Please include your institution name and Registry ID or file name.
From the WorldShare Collection Manager Fundamentals interface:
Gather your credentials
To upload your file via FTP, use your assigned FTP account to transfer your holdings file to OCLC. If your library does not have FTP credentials or cannot find them, please contact OCLC Support for assistance.
All libraries in regions outside of the United States must use Secure File Transfer Protocol (Secure FTP or SFTP) on port 22. Libraries in the U.S. can use SFTP on port 22 or use FTP on port 21. The data center associated with a library's account depends on the region in which they are located. Use the hostname for your region as shown in the table below:
all data centers | regional hostnames | port |
---|---|---|
United States Data Center | filex-m1.oclc.org | 22 |
European Data Center | filex-r1.oclc.org | 22 |
Australian Data Center | filex-r2.oclc.org | 22 |
Canadian Data Center | filex-r3.oclc.org | 22 |
Upload your file
To access the server, you may use an FTP client of your choice or command line.
FTP client
If you use an FTP client, adapt the information below as needed. See Exchange files with OCLC for an example of an FTP client.
For WorldCat knowledge base collections, upload to the /xfer/wckb/in/data file exchange directory location.
Command line
For more information, see Exchange files with OCLC.
Contact OCLC Support to let us know you have uploaded your first file so we can work with the file for the best results. You do not need to contact support for subsequent file uploads.
In your message, please include:
See Collection Manager Fundamentals Activity History for instructions on how to access your institution's activity history