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1b. Create a non-MARC local holdings records collection

Learn how to create a non-MARC local holdings records collection in WorldShare Collection Manager.

 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:

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 Local Holdings Records from the Data Sync Type drop-down list.
     Note: If you have already created a WorldCat Data Synchronization collection with the secondary collection type, the following warning appears: 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 and Contact Information accordions

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

Complete the Properties accordion

  1. Enter a Collection Name for your collection.
  2. Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
  3. Select Non-MARC for the Original Data Format.
     Note:  You must send a .CSV file encoded as UTF-8. Please see data requirements.
  4. Select Yes for Shared Print only if your library needs to register shared print retention commitments.
  5. (Optional). Enter a Description for the collection.

Complete the Contact Information accordion

  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.

Complete the Local Holdings Records Information accordion

  1. Click Local Holdings Records Information to open the accordion.

Complete the MFHD tab

  1. For Initial Estimate for Record Count, enter the number of records that will be sent in the first file.
  2. For System Information:
    • Enter the Provider.
    • Enter the System Name.
    • Enter the Version.

Complete the Processing tab

  1. 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.
  2. 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.

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.