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OCLC

Title-level settings in knowledge base collections

About title-level settings

Title fields in the WorldShare interface

The title-level fields you see in the WorldShare interface differ depending on the format of your title. Likewise, there are differences at the title-level depending on whether or not the collection is a customizable collection or a non-customizable collection.

Options for editing title-level data

You can edit title-level data in the WorldShare interface by navigating to the collection, expanding the Titles accordion, and clicking on the title. If you edit title information within the Collection Manager interface, the system will preserve your edits and they will not be overwritten by future knowledge base data updates.

If you need to select or edit more than a few titles in a collection, we recommend you use download/upload of a KBART file. For more information, see Modify a collection to select your subset of titles.

Collections without titles (database-only collections)

Database-only collections are used primarily by libraries with WorldShare Acquisitions or WorldShare License Manager. Use a database-only collection to acquire or to associate a license with a collection that does not have a defined list of titles. See how to Create a database-only collection.

Customizable collections and title fields

If a collection is customizable, libraries can select individual titles from the collection and edit title-level fields such as coverage information. Titles with fields that can be edited are marked with pencil icons. Click on the pencil button or on the title to see the title fields. Libraries using WorldShare Record Manager can use the pencil button next to a title's OCLC number to edit the associated record.

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 When you add titles to a customizable collection, specific data is required. For more information, see Customizable and non-customizable collections.

Title-level fields

Title

This is the item’s title. It is a required field for all items. It corresponds to the publication_title column in the KBART file.

Entry ID

An Entry ID is required for customizable collections. It is a unique identifier and corresponds to the oclc_entry_id column in the KBART file.

If you select the When sharing libraries can select individual titles (Customizable) option when you create a collection via the Create a Collection button, you must include a numeric value for each title in the Entry ID field or in the corresponding oclc_entry_id column in a KBART file. If you do not include a unique numeric value, your file will not upload properly. See Why select "Customizable" when you create a selection and Include required title data when you add titles to a customizable collection for more information.

For titles you add using the autofill / OCLC number lookup feature, the Entry ID will be the OCLC number.

Format

The format value is a required field for all items and it controls which fields appear in the WorldShare interface. The format value corresponds to the coverage_depth column in the KBART file.

Supported format values:

  • Journal (Journals will include in the KBART file a coverage value such as: Full Text, Print, Selected Full Text, Abstracts, or Indexed)

  • e-Book
  • Audio
  • Image
  • Video
  • Other

WorldShare Acquisitions and WorldShare License Manager libraries sometimes need to associate licenses with collections they acquire that that do not have a defined list of titles. Find instructions on how to Create a database-only collection (a collection with no titles).

Title URL

This is the title URL associated with the title. It corresponds to the title_url column in the KBART file.

OCN (OCLC number)

This is the OCLC number currently associated with the record. It corresponds to the oclc_number column in the KBART file.

OCLC numbers are required for MARC record output and for setting holdings in WorldCat. The list of all of the collections available in the WorldCat knowledge base (updated monthly), shows the percentage of OCLC numbers for each collection.

For collections you create, the system will often automatically populate the OCLC number. However, some titles, even in standard collections, might not have an associated OCLC number. This can include cases where:

  1. No records exist for the item in WorldCat.
  2. Records exist but are not classified as electronic resources in a way that corresponds to the knowledge base’s matching process because of the complexities of cataloging electronic items.

If a record exists for the item in WorldCat, you can use this title-level setting to add the appropriate OCLC number manually, triggering the output of the corresponding record in a future delivery and the setting of holdings on the item in WorldCat.

To view title-level information about the gaps in OCLC number coverage for an individual collection, download the collection’s KBART sheet and review the column labeled oclc_number.

Help improve OCLC number coverage for all libraries

See how to Report errant OCLC numbers and broken links using the OCLC number correction form.

Override OCN

Those wishing to customize the OCLC number associated with a record can use this field to add the number they find more appropriate. After you save, it will appear in the OCLC number field. This field is restricted to numbers and specifically, to numbers in the system.

To help improve OCLC number coverage for all libraries please see the blue box above.

Grouped OCNs

Grouped OCNs is a looser matching process that the knowledge base uses to associate records that describe the same work. It can make your e-resources more discoverable by surfacing a link to the full text on the equivalent record for the physical item.

WorldCat Discovery libraries can add, edit or delete any OCLC number that is represented in a knowledge base title's grouped OCN list.

If the knowledge base collection is customizable then the grouped OCNs can be edited locally and/or the changes can be pushed to the global data using cooperative management. If the knowledge base collection is non-customizable then the changes you make can only be submitted to global data using cooperative management. See Customizable and non-customizable collections for more information.

Once you submit grouped OCN changes to the cooperative, if you view the Activity History entry for your submission, you will see a cumulative black list and white list of all OCNs that were removed/added by libraries previously. This will be the entire set of historical OCNs that have been attached or blocked from a specific title, which you will approve or deny.

Sometimes, grouped OCNs cause links to surface on records where that e-resource isn’t related. As WorldCat Discovery users report these, you can go into your Collection Manager account and remove the faulty association by deleting the offending OCN.

Record output

When two records are merged in WorldCat, Collection Manager will deliver an updated record if you have enabled MARC record delivery (regardless of whether you have enabled WorldCat updates). When merges occur, the new OCLC number will be added to Grouped OCNs within the title-level settings of a knowledge base.

Editing grouped OCNs will not cause update records to be output.

Vendor ID

Not all titles have this value. Some providers include unique identifiers when they send metadata for the WorldCat knowledge base. The Vendor ID will display in the Collection Manager interface at the title-level and is editable. It corresponds to the vendor_id column in the KBART file.

An example of collections that include a Vendor ID at the title level are titles from U.S. Government Documents collections. They include the item number from the List of Classes of United States Government Publications Available for Selection by Depository Libraries (i.e., the 074 field).

You can search for titles in Collection Manager via the vendor ID. Search for collections and enter a vendor ID (or some other identifier such as the ISSN, ISBN, and OCLC number).

ISSN

The field displays only for the journal format.

This is the ISSN currently associated with the record. It is restricted to valid eight-digit ISSNs and has validation for them in the system. This field corresponds to the print_identifier column in the KBART file when coverage_depth is a format associated with the journal format.

eISSN

The field displays only for the journal format.

This is the eISSN currently associated with the record. It is restricted to valid eight-digit ISSNs and has validation for them in the system. This field corresponds to the online_identifier column in the KBART file when coverage_depth is a format associated with the journal format.

Coverage

The coverage value is present only for the journal format and is required. Coverage values might be included in the coverage_depth column in the KBART file.

Supported coverage values:

  • Full Text
  • Print (Use the coverage value "print" for print serial titles or for items without a URL.)
  • Selected Full Text
  • Abstracts
  • Indexed

Coverage values can include date, enumeration, or both. The date and enumeration fields are not connected in any way.

ISBN

This field appears only for ebook, audio, video, and image formats. This is the ISBN currently associated with the record. This field is restricted to valid ten or thirteen digit ISBNs and has validation for them in the system. This field corresponds to the print_identifier column in the KBART file when coverage_depth is ebook, audio, video, or image format.   Hyphens must be removed when adding an ISBN to the print_identifier column in a KBART file.

Date

This field is the publication date and appears only for ebook, audio, video, and image formats. Date uses only yyyy, yyyy-mm, or yyyy-mm-dd formats. Corresponding KBART columns for date coverage are date_first_issue_online and date_last_issue_online fill in the same value for both.

Notes

  • Public Note: Use this field to create user-facing notes that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as OCLC’s OpenURL link resolver. This corresponds to the title_notes column in the KBART file.
  • Staff Note: Use this field for private notes that you want to be restricted to staff responsible for managing your knowledge base collections. These notes will not be visible publicly and will only display in the title details tab of the knowledge base interface. This corresponds to the staff_notes column in the KBART file.
  • Coverage Note: Use this field to create user-facing notes about title coverage information that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as OCLC’s OpenURL link resolver. This corresponds to the coverage_notes column in the KBART file.
  • Location: Use this field to create user-facing notes about title location information that are exposed to all knowledge base client applications. These notes will be publicly displayed in any application that references this field, such as the OCLC’s OpenURL link resolver. This corresponds to the location column in the KBART file.

Linking Overrides

  • Override Link Scheme: This setting provides a title-level option to override the collection level link scheme. This corresponds to the oclc_linkscheme column in the KBART file. For instructions to override link schemes, please see the page about Link scheme values and overrides.
  • Title Link Formula (Collection Link Formula): This is a duplicate, read-only version of the setting under the collection-level Linking setting. It appears here so you do not need to toggle between screens.
  • Sample Title Link (Calculated link): This is a duplicate, read-only version of the setting under the collection-level Linking setting. It appears here so you do not need to toggle between screens.
  • Linking Key: This field appears for e-Book, Audio, Video and Image formats and when coverage_depth is a value associated with the journal format. The value is not needed for some titles and providers. 
    A Linking Key is a specific identifier that is a unique part of a title's URL. It can be an abbreviated code, an ISSN, or a series of numbers designated by a provider that allows OCLC to build title, article and chapter level links for specific providers. 
    This field corresponds to the title_id column in the KBART file when coverage_depth is ebook, audio, video, or image formats or when coverage_depth is a value associated with the journal format. This value can be mapped to your records for collections enabled for record delivery. See the page on Institution MARC Records settings for more information.