Skip to main content
OCLC Support

How to update title information

See how to update title information for the benefit of the WorldCat knowledge base cooperative.

Get started

 Caution: Before you begin making changes to collections, see the Best practices for cooperative edits.

Local and Global records

When you navigate to a title in the knowledge base, the title either will have a Local tab and a Global tab or the title will show the Global record and not have tabs. If a knowledge base collection is:

  • Customizable: You can edit title data locally and/or you can submit the changes to the global cooperative
  • Non-customizable: The changes you make must be made in the global record and submitted to the global cooperative

Customizable collections

Titles in customizable collections have a Local and Global record. In customizable collections, you can edit and save changes to all editable fields in the Local record. All changes saved in the Local record will be preserved in your library's local collection throughout future knowledge base data loads. You can submit the changes to the global cooperative if desired.

knowledge-base-coop-local-global.png

Non-customizable collections

Titles in non-customizable collections will show the Global record. You cannot edit and save changes locally. In fact, the "Save" button is replaced by a message "Cannot Save Local Edits." You can edit the Global record.

knowledge-base-coop-non.png

Find more information about Customizable and non-customizable collections.

Title-level fields

Except for title-level Notes, you can update any editable title-level field and submit your changes to the cooperative:

  • Title (Complete a title or add a subtitle)
  • OCN via Override OCN
  • Grouped OCNs
  • Standard Numbers: ISSN, eISSN; ISBN, Other ISBNs
  • Title URL; Journal Linking Key or Linking Key
  • Coverage: Dates and Enumerations
  • Publishing details: Date, Author, Publisher

However, not all edits are appropriate to extend for all libraries. For example, library-specific URLs will not benefit other libraries. For more information, see Best practices for cooperative edits.

Update title information for the cooperative

To edit and submit individual records:

  1. Navigate to the collection to which you want to make the changes and open it.
  2. Expand the Titles accordion and click on the title or the pencil icon next to the title you want to update.
  3. Edit the applicable fields.
  4. Click Save.*
  5. Submit the title to the cooperative:
    1. Remain on the title-level page.
    2. Click on the Contribute Changes to the Global Collection drop-down menu and select Add all Local Edits to the Global Knowledge Base.

* In non-customizable collections, you can only edit the Global record and you will not have the option to save edits locally.

To edit and submit multiple records within a customizable collection:

It is possible and preferred to make and save local edits to multiple titles in a customizable collection before submitting them to the Cooperative Management process. Doing so creates one approval entry in users’ Activity History, as opposed to many approval entries for individual title edits.

  1. Navigate to the collection to which you want to make the changes and open it.
  2. Expand the Titles accordion and click on the title or the pencil icon next to the title you want to update.
  3. In the Local tab, edit the applicable fields.
  4. Click Save.
  5. Repeat this process (steps 1-4) for all records that need to be updated in the collection.
  6. Submit the title to the cooperative:
    1. Return to the collection-level page (the page from step 1 above).
    2. Click on the Collection Actions drop-down menu and select Add all Local Edits to the Global Knowledge Base.

This action will roll up all title field changes from that collection and submit them to the approval queue in bulk. Other libraries who have selected the collection to review and to approve or deny will see the entry in their approval queue.

 Note: If you need to make bulk edits to a non-customizable collection, contact OCLC Support.

Confirm your changes

After submitting your title edits, you will see a confirmation window where you can enter a summary of your changes. Enter a summary and click Continue. Your summary as well as your name and institution will be saved to the Reviews accordion.

knowledge-base-confirm-title-edits.png

You will see the History entry for the submission including: Approval, Denials, and Goal numbers. You cannot approve or deny your own changes, so instead you will see a Withdraw button and an "Awaiting decision" status message.

Awaiting decision window

Wait for a decision

Other libraries approve or deny your changes

You cannot approve or deny your own changes. However, your changes are available in the Approve Changes to Global Collections review queue so that all libraries that have the collection selected will be able to review your changes and make a decision to approve or deny it.

Any cooperatively contributed set of changes for a collection that have not met  Approval or Denial goals within 5 calendar days will proceed as though changes were approved. The knowledge base data loading process will continue and all libraries that have the collection selected will get the data updates.

For more information on the review process and Approval and Denial goals, see Approve and deny changes to the global knowledge base.

Withdraw

If you find an error, or want to withdraw your submission for some other reason, you may do so by clicking Withdraw at any time before the changes have met the approval or denial goal or timed out of the review process. If the changes are withdrawn for any reason, a denial will be written into the review accordion.

History entries for withdrawn changes are only visible to the submitting library and any library that had registered a decision.

Send OCLC your feedback

We encourage you to discuss the features and functions of the knowledge base cooperative data management:

  • In the OCLC Community Center. If you have feedback or question for OCLC, post your comments in the Collection Manager discussion forum (sign in required), or
  • Send your comments to OCLC Support. We welcome any suggestions for improving or enhancing cooperative features for greater utility by our community in future releases