Record output and timing (Fundamentals)
Note: If you are a WMS library or using full WorldShare Collection Manager, see Record output and timing.
About record output
Note: Record delivery is only available for OCLC Cataloged collections.
You must enable record delivery in the institution settings and in each collection for records to be output.
The actual time a file is output varies based on the number of libraries,number of records output, and the type of collection outputting records.
To download files, navigate to WorldShare interface > Metadata > My Files > Downloads. See the instructions to Download files in My Files.
System alerts
OCLC will post a notification on the OCLC System Status Dashboard if Collection Manager Fundamentals does not output a file for a specific day. The data will be combined with the files output in the following daily run.
A number of factors influence the timing of record output including whether or not you will get a file of records one time for a collection or on an ongoing basis.
Output schedule for files of records
| Frequency | Output schedule | Notes |
|---|---|---|
| Daily (default) | Monday–Sunday before midnight* | Daily files are output 7 days a week. The weekday following the weekday you enabled record delivery in a collection is the soonest you could receive your file. |
| Weekly | Saturday* | - |
| Monthly | Last Saturday of the month* | - |
| Quarterly | First Saturday of the quarter (January, April, July, October)* | - |
*Days are based on Eastern Time in the United States of America. Technically, weekly, monthly, and quarterly runs begin on Friday. Generally, they are output on Saturday or early Sunday.
Timing by collection type
Collections that output records one-time will follow the Daily output schedule. Daily files are output 7 days a week. See the table above for more information.
Collections that output records on an ongoing basis have customizable delivery frequencies including options for Daily (Default), Weekly, Monthly, or Quarterly record output. Customize delivery frequency across your collections in Institution Settings > MARC Records > Record Delivery and/or within a specific collection in each collection’s settings.
Note: The initial file of MARC records will be available within 24-48 hours after MARC record delivery is enabled for the collection. After the initial file of records, the collection delivery will follow the selected frequency.
|
Collection type |
One-time or ongoing delivery |
Output schedule |
Notes |
Timing influenced by a third-party or by additional processing? |
|---|---|---|---|---|
|
Data sync collections |
One-time |
Daily |
Find information About data sync collections in Collection Manager Fundamentals. See Understand data processing for information on how records from data sync collections are processed. Contact OCLC Support if you have questions about timing. |
Yes; OCLC staff must review, process, and release collections |
|
Knowledge base collections |
Ongoing |
Daily (Default), Weekly, Monthly, and Quarterly |
The first time Collection Manager Fundamentals delivers record for a title/OCLC number, it will be in a “new” file. It will be in an “updated” or “delete” file thereafter. See Criteria for new, updated and delete records for more information. |
Yes; See below for information on Provider-supplied holding data |
Provider-supplied holding data
If your provider sends holding data or electronic order information to OCLC on your behalf, then the timing of when records are delivered depends partially on when your provider sends your data to OCLC.
Knowledge base collections and provider-supplied holding data
Providers send library-specific holdings for specific knowledge base collections in Collection Manager Fundamentals. The timing of when records are delivered depends on when your provider sends your data and on when OCLC loads your data.
Example scenario of an initial load (time-span of 1.5 weeks):
- A library would like a feed from their provider to populate a knowledge base collection in Collection Manager Fundamentals and they want records for the titles in the collection.
- The library follows the instructions to request collection loading and makes a request on Wednesday asking that the provider send library-specific holding feeds.
- The provider adds the library’s holdings to the feed to OCLC.
- The provider’s system sends all library-specific customer holdings to OCLC weekly on Mondays. Thus, the library’s holdings are included in the next weekly feed on Monday.
- OCLC begins to load the file from that provider. The processing that populates the library’s collection in Collection Manager is complete by Thursday.
- The library signs in to Collection Manager Fundamentals, navigates to Activity History, and sees that their collection has loaded. The library enables record delivery with the default daily frequency at the institution level and within the collection on Friday.
- Collection Manager Fundamentals outputs files of records seven days a week. A file of records is available on Saturday and the library downloads the file from the WorldShare interface > Metadata > My Files > Downloads.
Data sync collections and provider-supplied holding data
Some types of data sync collections are impacted by provider holding feeds. For additional information, see About data sync collections in Collection Manager Fundamentals.