Skip to main content
OCLC Support

2. Create a bibliographic and local holdings records collection

Create a bibliographic and local holdings records collection if you want to build LHRs while synchronizing your Bibliographic data.

 Note: If you have separate holdings records (MARC Format for Holding Data), do not use this collection type; create a Local Holdings Records collection.

 Caution: When entering text into text fields (e.g., Comment, Description, etc.):

  • Do not add new lines. All text needs to be in one paragraph.
  • Do not copy and paste text from Microsoft Word, email, a web browser, or other sources. Pasted text can contain hidden formatting codes.

 Note:

Review Collection Manager institution level settings

See Configure settings for bibliographic and local holdings records collections.

Create the collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Click Create a Collection.
  3. Select Data Sync Collection from the Collection Type drop-down list.
  4. Select Bibliographic and Local Holdings Records from the Data Sync Type drop-down list.
     Note: If you have already created this type of WorldCat data sync collection, the following warning will appear:
    An existing WorldCat Data Synchronization collection of this same type already exists. We recommend editing this existing collection; however, you can create a secondary collection type of the same type.
    Generally, you will configure one collection for each type of data to be sent, making it easier to manage the process and maintain up-to-date holdings in WorldCat.
  5. Click Create. The accordions for this collection appear.

Complete the Properties accordion

The Properties accordion must be completed before you can save your progress when creating a collection.

  1. Enter a Collection Name for your collection.
  2. Select whether you are part of a Group. Only select Yes if you will be sending data for multiple institutions to be processed under this collection. If you select Yes, be sure to use the OCLC symbol/WorldShare instance for your group when creating a collection. If you do not have an OCLC group symbol, contact OCLC Customer Support for assistance.
     Note: WMS libraries can create bibliographic, bibliographic and local holdings records, and delete WorldCat holdings collections for a group. All other institutions can create bibliographic and delete WorldCat holdings collections for a group.
  3. Select whether your institution is a WMS Library. WMS libraries have purchased the WorldShare Acquisitions and Circulation modules.
  4. Select the Original Data Format of your files.
    1. MARC
    2. Non-MARC
       Note: If Non-MARC is selected, specify whether Numeric search keys (NSK) for holdings maintenance only will be sent. OCLC only accepts a .CSV file with OCLC record numbers (with the prefix (OCoLC) ) for NSK processing.
  5. The Collection Type drop-down list displays the collection type selected when the collection was created. If you would like to change the collection type, use the drop-down list to change your selection.
  6. (Optional). Enter a Description for the collection. The description field should be used anytime there is an exception or special consideration with your collection (e.g., setting up a collection to use OCLC number matching only). The exception or special condition should also be added as a comment in the Comments accordion.
  7. Click Save.
     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

Complete the Bibliographic Record Information accordion

  1. Click Bibliographic Record Information to open the accordion.
  2. For Initial Estimate of Record Count, enter the number of records that will be sent in the first file in the Initial Estimate of Record field.

Complete the System tab

 Note: When selected multiple locations, use the Add button (Add button) to create additional rows. List locations in order of priority.

  1. Enter the Provider.
  2. Enter the System Name.
  3. Enter the Version.
  4. For OCLC Number Location(s), select the location(s) in your records from the drop-down list.
     Note: These locations will be used for matching. It is important to differentiate the location of the OCLC number and the local system number in your institution's records. The default location of the OCLC number is field 035. As a result, OCLC recommends using a different location for your institution's local system number, such as 907, or another specified field. This ensures that the correct local system number is identified and used in the Cross Reference file output and stored here at OCLC for future use.
  5. For Local System Number Location(s), select the location(s) in your records from the drop-down list.
     Note: Your unique local system bibliographic numbers are stored at OCLC for use in creating local bibliographic data.

Complete the Processing tab

  1. Select whether to Limit Added Records to WorldCat Staging.

    WorldCat Staging is a temporary area where unresolved records or original cataloging records are sent.

    Unresolved records may contain data errors, validation errors, and/or they do not meet OCLC's standards of quality and completeness (sparse records). Due to errors or lack of quality, these records cannot be adequately matched against WorldCat records, and are therefore sent to WorldCat Staging so they can be further reviewed if desired.

    Original cataloging records can also be sent to WorldCat Staging for further review if desired, even if they meet OCLC's standards of quality and completeness. You may opt for this within the Processing tab of the data sync collection (see Available options for original cataloging below).

    All records sent to WorldCat Staging, whether unresolved or original cataloging, are not fully indexed in WorldCat. Instead, these records are assigned provisional OCLC record numbers as their only access points for retrieval. These OCLC record numbers are listed in the Unresolved Cross Reference file created after the data is processed.

    Available options for original cataloging:
    • If Yes is selected, original cataloging records are sent to this temporary location (WorldCat Staging) and are assigned provisional OCLC numbers. Use this response if you DO NOT want to add original cataloging records to WorldCat. Consult with your Database Specialist if you have questions about this option.
    • If No is selected, original cataloging records ARE added to WorldCat and are fully indexed; however, these records must meet OCLC's standards of quality and completeness. Original cataloging records that do not meet OCLC's standards of quality and completeness will be sent to WorldCat Staging.
  2. Select whether to Replace Records in WorldCat.
    • If Yes, your own records can be replaced if they meet certain conditions (e.g., no other institution has made modifications or added holdings to the record).
  3. Select whether to Use Language of Cataloging (040 $b) Field from Records.
    • If Yes, the language of cataloging indicated by the three-character language code in the 040 $b of your records is retained for use. When no value is found, then English (eng) is assumed.
    • If your records do not contain a value in the 040 $b and/or your records are cataloged in a language other than English, select No and select the language of cataloging from the Default Language of Cataloging Code drop-down list.
  4. If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
     Note: When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging. When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
  5. Click Save.

Complete the Groups tab (Group collections only)

  1. Select the symbol that will be used to build the 040 $a and $c when bibliographic records are added to WorldCat.
    • Symbol (default) - Your OCLC group symbol is automatically populated, but this field can be edited with any valid OCLC symbol.
    • Institution Unique Identifier - The first institution identifier (OCLC symbol) found in a record is used to build the 040 $a and $c when bibliographic records are added to WorldCat.
  2. For Institution Unique Identifier Location, enter a Tag and Subfield. This field and subfield are used in combination with your translation table to set or cancel holdings and to indicate where the internal identifiers specified for the shared local system are in your group records.
  3. Click Save.

Complete the Local Bibliographic Data Information accordion

Local bibliographic data (LBD) allows you to add fields that are unique to your institution and records. Data sync processing also creates LBD with your local system number (LSN) so that records can be output via Collection Manager.

Local bibliographic data fields supported
2XX 5XX 6XX 7XX
240 500 600 700
  501 610 710
  590 611 711
  591 630 730
  592 650 790
  593 651 791
  594 655 792
  595 690 793
  596 691 796
  597 695 797
  598 696 798
  599 697 799
    698  
    699  
  1. Click Local Bibliographic Data Information to open the accordion.
  2. Identify which LBD fields need to be retained and the corresponding source locations on your system in the Retained LBD Fields expandable tables. If you have any questions about identifying LBD fields to retain, contact OCLC Support.
  3. Click Save.

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
      • Include a separate file of WorldCat records with my local holdings records
        • For Unresolved Record Delivery, select the Deliver unresolved WorldCat records check box to include unresolved records in your MARC delivery. This allows you to review any unresolved records for further action.
           Note:
          • This option is only available for WorldCat record delivery.
          • To stop delivery of unresolved records after you have submitted your collection, leave a comment for your database specialist in the Comments accordion.
      • Interleave local holdings records with my library records
  3. Click Save.

Complete the Comments accordion

The comments accordion allows you to communicate with the database specialist assigned to your data sync collection. It appears after you save your collection for the first time. Database specialists can also communicate with you about your collection.

 Note: You would only complete the Comments accordion while creating a collection if you have a question or need to convey information not addressed in the collection.

Click Comments to open the accordion.

Add a comment to the list

  1. Click Add Comment. The Add Comment window opens.
  2. Enter a Topic for your comment.
  3. Enter a Comment about your collection.
  4. Click Add Comment to save your comment to the list.
     Note: Once you have added your comment to the list, it cannot be edited or deleted.

View a comment in the list

  1. Click the Topic of the comment you wish to view.
  2. Click Cancel to return to the comment list.

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. It is recommended that you add a contact before saving a collection.

  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 Email Address.
  6. Click Save.
     Note: When adding multiple contacts, use the Add button (Add button) to create additional rows. List contacts in order of priority.

Submit your collection

  1. Select Submit Collection to OCLC from the Collection Actions drop-down menu.
     Note: You cannot delete a collection once it has been saved and/or submitted.