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OCLC Support

Additional services

Bibliographic collection and post-process scan/delete run

 Caution: OCLC recommends that you do not make changes to existing ILS (local system) records that have been submitted for processing until after the output records are returned and re-loaded into the ILS.

A Bibliographic collection and post-process scan/delete run matches your records in WorldCat to set (add) holdings; time-stamps them; and then cancels (deletes) holdings on records that were set earlier than the time of the data sync transaction. This type of project can bring your holdings up-to-date if you have not consistently maintained them and cannot easily isolate only the records that need to be updated.

 Note: If your holdings are out of sync with WorldCat, you will need to send OCLC your entire database and then request a scan/delete be performed to remove out-of-date holdings before you can begin sending on a regular basis for maintenance.

In a bibliographic collection and post-process scan/delete run:

  • After a bibliographic collection has been processed, OCLC runs a Scan/Delete to remove your holdings from records with a date stamp earlier than the date of the data sync transaction (typically the date when you extracted your records for submittal to OCLC).

 Note: Before performing the scan/delete, a Database Specialist always contacts you to confirm the date on which cancel holdings will be based. You must approve the date before OCLC will run the scan/delete.

  • Holdings set after the date of the scan/delete are retained in WorldCat. Therefore, you can continue online cataloging while your records are processed. OCLC recommends, however, that you stop deleting holdings until the Bibliographic collection and scan/delete are complete.
  • By default, scan/deletes are processed to skip any holding set on a record that has a local holdings record (LHR) attached. The LHR itself will remain, and the holding will remain set on the record, regardless of date stamp. However, you can request to remove the LHR and related holding.

 Note: Before a scan/delete project can start, all of your knowledge base holdings must be reset. In order to do so, your WorldCat Holdings setting (Metadata > Collection Manager > Settings > WorldCat Holdings) will be switched to No for approximately 3 days. Do not change this setting or OCLC will have to start the process over, resulting in a delay in processing your scan/delete project.

WorldCat Holdings Setting - Maintain Holdings

You can also request a Scan/Delete-only project.

Scan/Delete-only project

 Caution: Scan/deletes are permanent processes that cannot be reversed and do not create archive records. 

You do not need to create a collection or send any records to OCLC for a scan/delete-only. The scan/delete is tied to the institution symbol; all records in the database with this symbol will have the holdings removed.

 Note: Scan/Delete project require a temporary change to your WorldCat Holdings setting. See above.

Request a scan/delete-only project

  1. Create an email message request. List your:
    • OCLC institution symbol
    • Institution name
    • Type of service — Scan/Delete Only
    • Reason for the request (e.g. institution closed, merging with another institution, etc.)
    • Instructions
  2. If your library has local holdings records (LHRs) attached to WorldCat records, add a description of how you want to process matched records that have your LHRs attached.
    • Add the following text: For matched records that have my library's LHRs attached,
    • Conclude with one of the following:
      • Delete all occurrences of my library's holdings (remove holding from bibliographic record and remove any attached LHRs).
      • Delete all LHRs (but do not delete holdings).
      • Delete all LHRs and delete the holding set on the associated bibliographic record.
      • Delete all bibliographic holdings except bibliographic holdings with LHRs attached (keep LHR attached).
  3. Send the email to OCLC Batch Services at batchload@oclc.org.

Symbol flip

 Caution: Symbol flips are permanent processes that cannot be reversed.

A symbol flip should be ordered when your holdings are represented in WorldCat by more than one OCLC institution symbol and you want your holdings to be combined under fewer symbols. It is useful for libraries who merge or are combined under one symbol (e.g. a library closes and it's items are combined with another existing library).

With this type of service, OCLC performs one of these scans:

  • Scans WorldCat for an OCLC institution symbol in bibliographic records and replaces all occurrences with another institution symbol
  • Scans for multiple institution symbols and replaces them with a single institution symbol (e.g. to merge collections from multiple libraries or to form a consortium under one symbol)

For a symbol flip, you do not need to create a data sync collection or send records to OCLC. Instead, order a symbol flip by sending a written request in an email to to OCLC Customer Support in your region. OCLC will then perform a scan to find all matched records and then "flip" all occurrences of one institution symbol to another symbol.

Request a symbol flip

  1. Create an email message request. List your:
    • OCLC institution symbol
    • Institution name
    • Type of service — Symbol Flip
    • Reason for the request (e.g. institution closed, merging with another institution, etc.)
    • Instructions
  2. List the OCLC institution symbols to be flipped and the OCLC symbol that should replace the flipped symbols. You can replace a single OCLC symbol or multiple symbols, but you can flip the symbols to only one symbol per request.
  3. Send the email to OCLC Customer Support in your region.