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Register shared print retention commitments for individual non-WMS libraries

Learn how to create a collection profile and add retention commitments for an individual non-WMS institution.

Overview

Steps for an individual institution submitting their own data

  1. Create a collection profile.
  2. An OCLC data sync specialist will accept your profile.
  3. Download a shared print file template and enter in your retention data.
  4. You will receive an exception (error) and summary report of your file.
  5. Resubmit any data that was skipped due to errors.
  6. Your commitments will be reflected in WorldCat.

Steps for an individual institution when an agent/group coordinator is processing their data

  1. Create a collection profile.
  2. Indicate who will submit your data in the free form comments field.
  3. Pass your collection profile ID to your group coordinator along with your commitment metadata.
  4. An OCLC data sync specialist will accept your profile and establish authorization of agent processing.
  5. Agent/Group coordinator will submit data into WorldCat through the CSV registration process.
  6. You will receive an exception and summary report in the MyFiles location in Collection Manager.
  7. Work with group coordinator to resubmit any data that was skipped due to errors.
  8. Your commitments will be reflected in WorldCat.

Register shared print retention commitments

Create a collection profile

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

Create collection screen - Image
Create a collection interface
  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.
    Or
    If you would like OCLC to create a collection profile for you, send the required information in the Collection profile template to sharedprint@oclc.org with this request. OCLC will send your collection ID, which is used to search for your collection and as the first element in the file name when sending files to OCLC for processing.
  2. On the Sign in screen, enter your User Name and Password.
  3. Click Sign In.
  4. Navigate to Metadata tab > Collection Manager > Create a Collection.
  5. Select Data Sync Collection from the Collection Type drop-down list.
  6. Select Local Holdings Records from the Data Sync Type drop-down list.
  7. Click Create.

Complete the Properties accordion

Completed Properties accordion - Example
Compeleted Properties accordion for individual library example
  1. Enter a Collection Name (e.g., My Library Shared Print Retentions) for your collection.
  2. (Optional) Enter the Third Party/Consortia Name if an agent/group coordinator is sending data for your library or your library is part of a consortia.
  3. Select Non-MARC for Original Data Format.
  4. Select Yes for Shared Print.
  5. Click Save at the top of the screen.

 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 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
Completed Local Holdings Records Information accordion example
  1. Click Local Holdings Records Information to open the accordion.
  2. For Initial Estimate for Record Count, enter the approximate 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.
Complete the Retention Commitment tab

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

Retain 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
shared-print-lhr-retention-commitment-same-expiration.png
  1. Select Merge field information for Treatment of Existing LHRs.
  2. For Archiving Program Name (583$f), select the name of your archiving program/consortium. You can find a complete list of archiving program names here. If your archiving program/consortium is not listed, please contact sharedprint@oclc.org with your preferred archiving program name.
  3. (Optional) Click the Add row 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 and this text will be reflected in the 583 $d.
  6. (Optional) You can add additional subfields to your 583 note with Optional Information.
    1. Select a subfield type from the drop-down list.
       Note: During processing, subfields $2 and $5 will added automatically to every 583 note.
    2. Enter subfield details in the text box.
    3. (Optional) Click the Add row button (Add button) to add additional subfields.
  7. Click Save at the top of the screen.
Retain material under multiple programs that have different expiration dates
Completed Retention Commitment tab for multiple programs that have different expiration dates - Example
shared-print-lhr-retention-commitment-different-expiration.png
  1. Select Merge field information for Treatment of Existing LHRs.
  2. For Archiving Program Name (583$f), select the name of your archiving program/consortium. You can find a complete list of archiving program names here. If your archiving program/consortium is not listed, please contact sharedprint@oclc.org with your preferred archiving program name.
  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 and this text will be reflected in the 583 $d.
  5. (Optional) You can add additional subfields to your 583 note with Optional Information.
    1. Select a subfield type from the drop-down list.
       Note: During processing, subfields $2 and $5 will added automatically to every 583 note.
    2. Enter subfield details in the text box.
    3. (Optional) Click the Add row button (Add button) to add additional subfields.
  6. Click the Action (583 $a) Add row for action note handling button (Add button) to add an additional program and repeat steps 1 through 5.
  7. Click Save at the top of the screen.
Complete the 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 at the top of the screen.
Complete the 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 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 can use the Full format shared print file template to specify the correct location for each item you submit.

Complete the 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 at the top of the screen.
(Optional) Complete the 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 at the top of the screen.
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

  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 - You will only receive local holdings records created with the 583 retention note.
      • Include a separate file of WorldCat records with my local holdings records - You will receive bibliographic records and local holdings records in separate files. The latest WorldCat bibliographic records will not include the 583 retention note.
      • Interleave local holdings records with my library records - You will receive bibliographic records and local holdings records interleaved in OCLC number order.
  3. Click Save Progress at the top of the screen.

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 enter one contact before submitting your profile. If your data will be submitted by a third party agent/group coordinator, you can enter their information as a second contact.

  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 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 collection profile

Click Submit Collection at the top of the screen. 

  • Your collection profile will not be reviewed by OCLC database specialists until both your collection profile and data file have been received.
  • You cannot delete a collection once it has been saved and/or submitted for review.

If you plan to have an agent/group coordinator submit data on your behalf, skip the steps below and provide your data directly to the agent/group coordinator.

Submit your data file

Prepare your data file

  • Download a shared print file template.
     Caution: The order and format of the columns in the template should not be changed. If you do not need to use a column, do not remove it from the CSV file. Instead, leave the data rows empty.
    • Abbreviated format shared print file template - Use this template for submitting monograph data that matches all of the default values in your profile. It contains 3 required columns (OCLC Number, LSN, and Barcode).
    • Full format shared print file template - Use this template for submitting monograph, multi-part monographs, or serials data that differs from the default values in your profile. This file template should also be used for group/agent processors.

      It contains 14 columns, four of which are required (OCLC_Number, LSN, Barcode, and ActionNote_583$a). The remaining columns can be used to override default values defined in your profile. 
  • You can use Excel or another spreadsheet editor while preparing your data file, but it must be saved as a CSV file (File > Save As > Save as type > CSV (Comma delimited). You cannot submit a .CSV file encoded as UTF-8.
Shared print data file columns
Column name Column description Required Example
OCLC_Number The OCLC number of the record supplied. x 987654321
LSN Local System Number: A unique ID provided for user identification of reporting errors. x 123456
Barcode WMS-library-supplied barcode used for matching and merging existing LHR information. x
(WMS libraries only)
123456
InstitutionSymbol_852$a Institution symbol you are registering on behalf of. x
(Group processing only)
OSU
HoldingLibrary_852$b Holding Library Code: Used for matching/merging on LHR.

 Note: 4 characters only.

  MAIN
CollectionID A unique 7-digit number assigned to your data sync collection after you first click the Save button. x
(Group processing only)
1234567
ActionNote_583$a Action Note: Used to create an additional 583 note. x
  • committed to retain
  • completeness reviewed
  • condition reviewed
ActionDate_583$c Action/retention date: Date must be provided in YYYYMMDD format.   20190125
ExpirationDate_583$d Expiration date: Date must be provided in YYYYMMDD format unless Retention period not specified is selected, in which case Retention period not specified should be populated in the file.   23010231
MethodofAction_583$i Method of Action is only used in rows where $a =
  • condition reviewed
    Or
  • completeness reviewed

To apply mutiple methods of action in one statement, separate with "$i".

 
  • volume-level
  • issue-level
  • page-level
Status_583$l Status values come from a controlled list, which is part of the Detailed Metadata Guidelines.

Available values for Status depend on whether 583 $a = 
  • condition reviewed
    Or
  • completeness reveiwed

To apply multiple statuses in one statement, separate with "$l".

   
PublicNote_583$z Public Note

To apply multiple notes in one statement, separate with "$z".
  Archived copy damaged
ProgramName_583$f Archiving Program Name

This columns acts as an override to the program name in your profile. To apply multiple programs in one record, include the program name from your profile and separate any additional programs with "$f".
  SCELC Shared Print$fWEST
MaterialsSpecified_583$3 Holdings summary   v.1(2000)-v.76(2019)

 

If you had a GreenGlass analysis performed by Sustainable Collection Services (SCS), the following columns from your allocation export file can be used to populate the first three columns of your datafile. The column headers must be renamed as follows:

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 Data sync LHR for File Type.
  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 in Collection Manager 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 data file you submit will match the collection information you created in Collection Manager.

If you need to upload more than one data 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
Local holdings record creation and merging

Once the file is submitted, retention statements for each record will be included in a local holdings record (LHR) which will be created or added to depending on if an LHR already exists for that record. The internal process is described below:

  • If no LHR exists, one is added.
  • If one LHR exists, the shared print (583) information is merged into it.
  • If more than one LHR exists but none are designated as shared print, a new shared print LHR is added.
  • If more than one LHR exists and one LHR already is designated as shared print, a new shared print LHR is added.

If you intend to update existing shared print LHRs, OCLC recommends using submission via MARC format.

Next steps

An OCLC database specialist will review your shared print collection profile and data file once both have been submitted. 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".

You will know that your data file has been processed when you see a summary report (and possibly other reports) in My Files/Downloads. Reports are typically delivered in 2-3 working days.

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 computer.

Available reports

Summary report

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

Example file name: metacoll.ESTPP.datasync.1034620_1584290348241.D20200316.T123403000.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.ESTPP.datasync.1034620_1584290348241.D20200316.T123403000.spexception.1.mrc.csv

The Exception Detail report displays record identifiers of Local Holdings records that OCLC was unable to process. 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
  • Barcodes not found in WorldCat (WMS libraries only)
  • Missing information in required template columns

If your initial Shared Print upload file contains errors, you will need to correct any errors in your data file (e.g., add or correct OCLC numbers and/or barcodes, remove Multi-Part Monograph and/or Serial data). You can email sharedprint@oclc.org for assistance with this.

(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

View your retention commitments in WorldCat

See View Shared Print retention commitments to learn how to view your Shared Print retention commitments in Connexion, FirstSearch, WorldCat Discovery, WorldShare Collection Manager, WorldShare Record Manager, and via the WorldCat Metadata API.

Watch a video

Shared print registration for individual libraries (18:24)

This video walks through the steps for an individual library to create a collection profile and add its shared print retention commitments.