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Create a WorldCat data sync collection checklist

Introduction

Data sync is an automated process that compares records from your library against records in WorldCat and manages holdings on those matching records. Data sync can facilitate adding new records to WorldCat. Holdings may be at the institution level, such as your OCLC symbol or at the local-level, such as Local Holdings Records (LHRs).

This checklist highlights the information needed to create a WorldCat data sync collection in WorldShare Collection Manager.

Save enables you to save data sync collections while more research is done before completing it. Submit Collection to OCLC, accessed from the Collection Actions drop-down menu, sends the data sync collection to OCLC for acceptance.

Save and Submit Collection to OCLC generate a unique 7-digit Collection ID. Use this Collection ID to locate your saved collection in Collection Manager and in the file name when sending files to OCLC for processing. Details about searching for your saved collection can be found in Search for a data sync collection.

After you complete the checklist, sign in to WorldShare® Collection Manager to create the collection.

 Note: Each panel opens separately. This document lists the topmost questions from all the panels.   

Log on to WorldShare Collection Manager

Do you have a WorldShare account? If so, log on using your:

  • WorldShare URL: __________________________________________________________________
  • WorldShare user name: __________________________________________________________
  • WorldShare password: ___________________________________________________________

If you do not have a WorldShare Web address (URL):

  1. Go to the OCLC Services page.
  2. Click Create account to begin; you need a 9-digit cataloging authorization. If you do not have this authorization, please contact OCLC Customer Support for assistance.

If you do not have a cataloging authorization but you are eligible for WorldShare:

  1. Complete the Collection Manager Request Form.
  2. Your institution's WorldShare Web address, user name, and instructions for creating a password are sent by email.

Questions? Contact OCLC Support for assistance.

Review Collection Manager institution settings

Start at Metadata > Collection Manager; Click Settings in the left-hand navigation. 

 Note: These institution-level settings apply to all Collection Manager Collections (such as those from WorldCat knowledge base, WorldCat Cataloging Partners, WorldCat Updates, etc.). The settings below are for data sync collections specifically; Use caution when changing existing settings as the changes may impact these other collections.

  1. Click OCLC Symbol to open the panel.
  2. Verify that your institution's OCLC symbol is selected.
    • If your OCLC symbol is not selected, select the OCLC Symbol radio button.
  3. Click Reports to open the panel
  4. To Receive Email Reports, click Yes.
  5. In Authorization Code, enter your 9-digit cataloging authorization number: ______________________________________
  6. Click Data Sync Reports and select the reports you want to receive, such as:
    • Data Sync Reports
    • Data Sync Monthly Reports
    • Bibliographic Record Processing
    • Bibliographic Record Processing Exceptions
    • LHR Processing
    • LHR Processing Exceptions
  7. In Email Address(es), enter one or more email addresses to receive reports. Use a semicolon ( ; ) to separate multiple email addresses.
    • ___________________________________________________________________
    • ___________________________________________________________________
  8. Click Save to store the selections.

Create a collection

  1. Click Create a Collection.
  2. Select Data Sync Collection from the Collection Type drop-down list.
  3. Select a collection type from the Data Sync Type drop-down list.
    Bibliographic
    Local Holdings Records
    Bibliographic + Local Holdings
    Delete WorldCat Holdings
    Delete Local Holdings Records

    Click here for more information about data sync collection types.

     Note: If you have a data sync collection of the same type, you will see this warning:
    A WorldCat data sync collection of this same type already exists. We recommend using this existing collection; however, you can create a second collection of the same type.

    See Search for data sync collections to search for existing data sync collections.

There are several panels that apply to a Data Sync collection. Complete PropertiesComments, and Contact Information panels for every collection.

For information about panels for specific collections, please go to:

Complete Properties

  1. Click Properties to open the panel.
  2. Enter a Collection Name: __________________________________________________.
    A collection name can be up to 100 characters and must be unique for an institution. The Collection Name supports the following special characters: $ @ # * ^ & () = +
  3. Select whether your institution is a WMS Library:    Yes    or    No
     Note: WMS = WorldShare Management System; These libraries have purchased the WorldShare Acquisitions and Circulation modules.
  4. Select the Original Data Format:    MARC    or    Non-MARC
     Note: If Non-MARC is selected, specify whether Numeric search keys for holdings maintenance only will be sent:    Yes    or    No

    Non-MARC data must be sent as a .CSV file, encoded as UTF-8, with OCLC record numbers (with the prefix (OCoLC) ).  A numeric search key template and details about how to encode the file as UTF-8 can be found in Data requirements for non-MARC numeric search key collections.
  5. Select whether to Use Record Status for Processing:    Yes    or    No
     Note: Record Status is the value in Leader/05 of the record. When record status (Rec Stat) contains the value d, your institution's holding is deleted from WorldCat. For any other value, your holding symbol is set on matching WorldCat records.
  6. For Local Holdings Records (LHRs) collections:
    1. If value is Yes, the LHR will be added or deleted based on the value d in Rec Stat.
    2. The question below can remove the WorldCat holding at the institution-level:
      Remove WorldCat Holding When Final LHR Deleted:    Yes    or    No
    3. (Optional). Enter a Description for the collection.
       Note: If a Third-Party Provider is sending files on your behalf, please write the provider name and contact information in this Description field.

Complete Contact Information

Complete the Contacts information for at least one individual; OCLC recommends entering information for two to three individuals. List the primary contact in the first row. Use the add button (WMS add button) to create rows for additional contacts.

Last Name: ___________________________________  First Name: ___________________________________  Email: __________________________________________________

Last Name: ___________________________________  First Name: ___________________________________  Email: __________________________________________________

 Note: OCLC is a global library cooperative operating in more than 100 countries with the headquarters located in the United States. For information on how this contact information is used by OCLC, see the Privacy Policy.

Once these panels are completed, you can click Save to store your work. This action generates a Collection ID, which is a unique 7-digit number assigned to a data sync collection. The Collection ID is used to retrieve this saved collection and it is the first element in the file name when your data is sent for OCLC processing.

Note the Collection ID: _____________________________

Learn how to search for the saved collection here; Check more information about how to send data through SFTP or through WorldShare Metadata My Files.

Complete Comments (optional)

Comments are used to communicate with OCLC staff about your collection and your data. Complete this section while creating a collection if you have a question or need to convey information not addressed in the collection. You cannot add a comment until the collection is saved.

Topic: ________________________________________________________

Comment: ___________________________________________________________________________________________________________________

 Note: Comments cannot be edited or deleted. The most recent comment appears first in the list.

Complete Bibliographic Record Information

Click Bibliographic Record Information to open the panel.

  • Complete Initial Estimate of Record Count field: _________________________________
    This information is used by OCLC staff to verify receipt of all records in your first data file; update this information when subsequent data files are sent under this collection. For non-MARC data, this is the only information needed in this panel.

For MARC data, complete the tabs below:

Complete the System tab

  1. Enter your local system Vendor name: ____________________________________
  2. Enter your local System name: ____________________________________
  3. Enter your local system Version: ____________________________________
  4. Select the OCLC Number Location(s) in your records:
    • 001
    • 035 $a
    • Other: Field ________    Subfield ________
    • None
     Note: Enter the preferred location first in this list. If you only have multiple locations, use the add button (WMS add button) to create additional rows.
  5. Select the Local System Number Location(s) in your records:
    • 001
    • 035 $a
    • 907 $a
    • Other: Field ________    Subfield ________
    • None
     Note: The unique local system number is required. These are stored at OCLC for use in creating Local Bibliographic Data for your institution. If you plan to re/load records back into your local system after processing, this number is a unique match point for this purpose.

Complete the Processing tab

  1. Select whether to Limit Added Records to WorldCat Staging:    Yes    or    No
     Note: These records are put into a temporary area from where they can be reviewed, updated, or eventually deleted. If No is selected, unmatched records will be added to WorldCat as original cataloging if they meet OCLC's standards for quality and completeness.
  2. Select whether to Replace Records in WorldCat:    Yes    or    No
     Note: If you select 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:    Yes    or    No
     Note: If you select Yes, the language of cataloging indicated by the three-character language code in the 040 $b of your records is used. 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. Use Excluded Information for Fixed Fields to identify records to exclude from processing.

    Tags include:    Leader — 006 — 007 — 008

    Follow the screen prompts to enter additional information needed to use for this processing.

    Identify the Condition from the list provided: ________________________________________________________________________

    Enter the Value: ________________________________________________________________________

    Action: Exclude any field(s) containing data    OR    Exclude any record(s) containing data
    **Action varies based on Tag selected for the fixed field.
  5. Use Excluded Information for Variable Fields to identify records to exclude from processing.

    Tag: ________    Indicator 1: ________    Indicator 2: ________    Subfields: _____________________________________________

    Condition: ______________________________________________________________________________________________________________

    Value: ______________________________________________________________________________________________________________

    Action: Exclude any field(s) containing data    OR    Exclude any record(s) containing data

Complete Local Bibliographic Data Information

  1. Click Local Bibliographic Data Information to open the panel.
  2. Identify the Local Bibliographic Data (LBD) fields you want to retain and the corresponding source locations on your system. Select as many data fields as apply:

    Tag: ______________    Description: _______________________________________________    Source Location: ____________________________________

    Tag: ______________    Description: _______________________________________________    Source Location: ____________________________________

     Note: OCLC stores local bibliographic data in WorldCat that will display in WorldCat Discovery interface. The data is not added to WorldCat bibliographic or local holdings records but it is accessible in WorldShare Record Manager. This is not in a Delete WorldCat Holdings collection. For more information about local bibliographic data, see Working with local bibliographic data.

Complete MARC Record Output Information (optional)

  1. Click MARC Record Output Information to open the panel.
  2. For Enable MARC Record Delivery, select    Yes    or    No
  3. If Yes is selected, choose which records should be returned:
    • My Library Records - This option returns your record with the OCLC number inserted in the field specified under Bibliographic Record Information panel. The default location is field 035 $a.
    • WorldCat Records - With this selection, go to Settings and review information under MARC Records. The records output from a data sync collection will be delivered in a separate file.

Review Collection Manager Institution settings

If you enable MARC record delivery and select WorldCat records to be returned from data sync processing, go to the Settings panel in Collection Manager to enable MARC Record Delivery and customize the records output.

  1. Click MARC Records to open the panel. Details about record settings and options for collections can be found here
  2. In Customize Records, you can determine the information to include in the WorldCat records. 
    1. Under Add fields, identify the tag, subfield, and value for your LSN (local system number) so this can be included in the records delivered.  
    2. Under local data, indicate how you want local bibliographic data (LBD) and/or local holdings records (LHRs) delivered.
      • Embedded with bibliographic records
      • Interleaved with bibliographic records
  3. In WorldCat Updates, determine the criteria for receiving updated records.
    1. Based on changes to WorldCat master records for my knowledge base, query, data sync collections and WorldCat holdings
    2. Specify Excluding Conditions
    3. Specify Including Conditions
  4. In Record Delivery, select the record format and delivery frequency.
  5. Click Save. Return to the bibliographic collection.

When all panels are completed, select Submit Collection to OCLC from the Collection Actions drop-down menu. Note the Collection ID: ________________________________________

Next steps

Once the data sync collection is submitted, the next step is to prepare your data and send files to OCLC. Refer to Next steps for links to details about preparing data and sending files.

Complete Local Holdings Records Information

  1. Click Properties to open the panel.
    • For a Local Holdings Records collection, note the Translation Table Status. This value will change as OCLC completes this table for your review and approval.
  2. Enter information in Contacts. (Required before collection can be saved or submitted)
  3. Enter Comments if more information needs to be conveyed about this data or collection.
    • OCLC may use Comments throughout the translation table creation process.
  4. Click Local Holdings Records Information to open the panel.
  5. Complete Initial Estimate of Record Count field: _________________________________
    This information is used by OCLC staff to verify receipt of all records in your first data file; update this information when subsequent data files are sent under this collection.

Complete the MFHD tab

  1. Enter your local system Provider name: ____________________________________
  2. Enter your local System Name: ____________________________________
  3. Enter your local system Version: ____________________________________
  4. Select the OCLC Number Location in your records:
    • 004
    • 014 $a
    • 035 $a
       Note: The OCLC number for corresponding bibliographic record is required so that OCLC knows where to add the Local Holdings Records.

These numbers are optional for Local Holdings Records collections:

  1. Select the Local System Holdings Record Number Location(s) in your records:
    • None
    • 001
    • 014 $a
  2. Select the Local System Bibliographic Record Number Location(s) in your records:
    • None
    • 001
    • 014 $a
    • 035 $a

Submit Collection

When all panels are completed, select Submit Collection to OCLC from the Collection Actions drop-down menu. Note the Collection ID: ________________________________________

Next steps

Once the data sync collection is submitted, the next step is to prepare your data and send files to OCLC. Refer to Next steps for links to details about preparing data and sending files.

Delete WorldCat Holdings Collection

  1. Click Properties to open the panel and then enter the following information:
    1. Enter a Collection Name: _____________________________________________________.
      A collection name can be up to 100 characters and must be unique for an institution. The Collection Name supports the following special characters: $ @ # * ^ & () = +
    2. Select whether this collection represents a Group:    Yes    or    No
       Note: If Yes, complete the Group tab in the Bibliographic Record Information panel.
    3. Select the Original Data Format:    MARC    or    Non-MARC
       Note: If Non-MARC is selected, specify whether Numeric search key holdings maintenance only will be sent.    Yes    or    No
      Non-MARC data must be sent as a .CSV file, encoded as UTF-8, with OCLC record numbers (with the prefix (OCoLC) ). A numeric search key template and details about how to encode the file as UTF-8 can be found in Data requirements for non-MARC numeric search key collections.
  2. Click Bibliographic Record Information to open the panel.
    1. Complete Initial Estimate of Record Count field: _________________________________
      This information is used by OCLC staff to verify receipt of all records in your first data file; update this information when subsequent data files are sent under this collection.
       Note: For non-MARC data, this is the only information needed in this panel.
    2. Complete the System tab and the Processing tab.
    3. (Optional). Complete the Group tab.
      1. Add Institution Unique Identifier Location field _____________ and subfield _____________.
  3. Complete the Contacts information panel.
  4. Add a note to the Comments panel, if needed.
  5. When all panels are completed, select Submit Collection to OCLC from the Collection Actions drop-down menu. Note the Collection ID: ________________________________________

Next steps

Once the data sync collection is submitted, the next step is to prepare your data and send files to OCLC. Refer to Next steps for links to details about preparing data and sending files.

Delete Local Holdings Records (LHR) Collection

  1. Click Properties to open the panel and then enter the following information:
    1. Enter a Collection Name: _____________________________________________________
      A collection name can be up to 100 characters and must be unique for an institution. The Collection Name supports the following special characters: $ @ # * ^ & () = +
    2. Select whether your institution is a WMS Library:    Yes    or    No
       Note: WMS = WorldShare Management System; These libraries have purchased the WorldShare Acquisitions and Circulation modules.
    3. Select whether this collection represents a Group:    Yes    or    No
    4. Select the Original Data Format:    MARC    or    Non-MARC
       Note: If Non-MARC is selected, please send a .CSV file coded as UTF-8. A non-MARC patterned data template and details about how to encode the file as UTF-8 can be found in Data requirements for non-MARC numeric search key collections.
    5. Select to Remove WorldCat Holding When Final LHR Deleted:    Yes    or    No
       Note: If No, the institution-level holding symbol will remain on the bib record.
  2. Click Local Holdings Record Information to open the panel and then enter the following the information:
    1. Complete Initial Estimate of Record Count field: _________________________________
      This information is used by OCLC staff to verify receipt of all records in your first data file; update this information when subsequent data files are sent under this collection.
       Note: For non-MARC data, this is the only information needed in this panel.
    2. Complete the MFHD tab and the Processing tab.
  3. Complete the Contacts information panel.
  4. Add a note to the Comments panel, if needed.
  5. When all panels are completed, select Submit Collection to OCLC from the Collection Actions drop-down menu. Note the Collection ID: ________________________________________

Next steps

Once the data sync collection is submitted, the next step is to prepare your data and send files to OCLC. Refer to Next steps for links to details about preparing data and sending files.

Next steps

Once the data sync collection is Submitted, prepare your data and upload files.

  1. Prepare your data.
    1. Data requirements for bibliographic and bibliographic and local holdings records collections
    2. Data requirements for local holdings records collections
  2. Upload your files through SFTP or through WorldShare Metadata My Files.
  3. OCLC will process your data per specifications in the data sync collections.
  4. Retrieve files and reports.
  5. Repeat these steps as needed to keep WorldCat holdings up to date.

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