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Enable record delivery in your collection

Enable record delivery within each of your knowledge base collections. Add collection-specific notes and configure collection settings like separate file delivery.

Navigate to your collection

  1. Search for the collection. See Search for collections in Collection Manager for help.
  2. Click on the name of the collection to open it.
  3. Expand the Holdings and MARC Records accordion.

Configure the following settings

Configure the following settings in the Holdings and MARC Records accordion.

Maintain WorldCat Holdings

WorldCat holdings must be enabled in the institution settings in order for the collection-level setting to maintain WorldCat holdings to appear. For information on how to enable holdings at the institution level, see WorldCat Holdings.

Options:

  • Use institution setting (default)*
  • Disable for this collection

*Open-access collections are disabled by default.

Enable MARC record delivery

 Caution: The collection-level MARC record delivery options will not be available until you enable MARC record delivery in the institution Settings.

  • Use institution setting: [Your institution settings will be displayed here]
  • Disable for this collection (default)

After you enable record delivery in the collection, you will see the following tabs of settings:

  • Customize Records
  • Record Delivery

Customize Records

Local Bibliographic Data

Leave the default setting or override institution settings for LBD. Settings:

  • Use institution setting (default)
  • Disable for this collection
Local Holdings Records

Leave the default setting or override institution settings for LHRs. Settings:

  • Use institution setting (default)
  • Disable for this collection
OCLC Symbols

Leave the default setting or override the OCLC symbols you included at the institution level for LHRs and/or Local Bibliographic Data. Settings:

  • Use institution setting (default)
  • Use these OCLC symbols for LHRs and local bibliographic data
MARC Custom Text

If you mapped custom text to your records in the Customize Records tab, add collection-level text in the corresponding field(s).

If desired, use the Define Custom Text Labels button to change the text label from "Custom Text 1" to something more meaningful. See Collection Custom Text for more information.

Record Delivery

Delivery Frequency

Leave the default setting or override the institution setting for Delivery Frequency. Settings:

  • Use institution setting (default)
  • Specify delivery frequency for this collection. Settings: 
    • Daily (default)
    • Weekly
    • Monthly
    • Quarterly

If the same item/OCLC number is in multiple collections and the collections are set to different delivery frequencies, you could get the same record multiple times.

Subsequent Record Output

Change the default setting if you want a complete set of records with every delivery. Settings:

  • Include only records with changes (updated, added or deleted) after initial delivery (default)
    • This setting is selected by default. After your first delivery of records, you will receive new, updated, and delete records that reflect changes to titles and collection data.
  • Include a complete set of records with every delivery
    • This setting is available for libraries that would like to receive both records with changes and records for titles that have not changed each time records are delivered. Note that records for titles/OCLC numbers that have previously been delivered will appear in an Update file rather than in a New file even if there were not changes. Please see the Criteria for new, update, and delete records for additional information.
Delivery File Output

You have the option to have records output in a separate file. By default, all records will be output in the same files (New, Updates, and Deletes files) along with records from other collections. Settings:

  • Deliver records for this collection in the same file as other collections (default)
  • Deliver records for this collection in a separate file
Have records delivered in a separate file
  1. Navigate to the collection and expand the Holdings and MARC Records accordion.
  2. In the Record Delivery tab, find the Delivery File Output settings and select Deliver records for this collection in a separate file.
    deliveryfileoutput.png
  3. Enter for the collection a file name of up to 25 alphanumeric characters.
  4. Note that you have the option to group records from multiple collections for output in a separate file by entering the same file name in the collections.
  5. By default, Isolate this file output from other collection activity is unselected. Leave the setting unselected unless one of the following statements is true for you. See the "Isolate file output from other collection activity" below for more information:
    • Your ILS requires that records for electronic resources contain a single URL even when a title is available in multiple collections
    • You are using query collections in Collection Manager to manage MARC records for a consortium

Collection Manager will output the records from the collection in a separate file and include the file name you entered between the time stamp and the file extension. Example where [XXX] represents your library symbol:

metacoll.[XXX].new.D20160214.T210512.[YourFileName].1.mrc

Group records from multiple collections

You have the option to group records from more than one collection in the same file by entering the same file name in each collection.

For example, if you have a DDA collection and a purchased collection, you could enter the file name "DDAandPurchased" within both collections and records from those two collections would be output together in the same files.

Collections to be output in separate files File name you enter when you name the separate file Separate files and file names
Collection 1 DDA collection DDAandPurchased DDAandPurchased
Collection 2 Purchased collection DDAandPurchased
Collection 3 Science e-collection VendorCollections VendorCollections
Collection 4 Technology e-collection VendorCollections
Collection 5 Engineering e-collection VendorCollections

You will get a single file separate from files for your other collections. The file will contain records from both collections. Records/titles within the file will be distinguishable by collection name, collection ID, and collection notes or custom text (if you chose to map notes or custom text to your records).

Isolate file output from other collection activity

The setting to isolate file output from other collections is associated with how Collection Manager processes data for a record in relation to record data in items from other collections. The option is available in knowledge base collections in Collection Manager and in query collections with ongoing delivery in Collection Manager.

When to select the option in knowledge base collections

Select the isolate file option if your ILS requires a separate record with a single URL for every instance of an electronic title. In other words, select the option to isolate the collection if you want records to only contain the URL from their collection even though you might have the title in multiple knowledge base collections in Collection Manager.

By default (with this setting unselected), Collection Manager will deliver multiple URLs in a single record for a knowledge base title.

To find the setting to isolate the file output:

  1. Navigate to the collection and to Holdings and MARC Records > Record Delivery > Delivery File Output.
  2. Select the option to Deliver records for this collection in a separate file and enter a file name.
When to select the option in query collections

Select the isolate file option if you are using query collections in Collection Manager to output records for multiple libraries with unique WorldCat holding symbols. If you are from a consortia with multiple query collections set up to output records based on holdings for each institution, you can select the option to isolate your collections so that when a single library adds or deletes a holding in WorldCat, a New or Delete record will be delivered based on the activity of a single collection.

By default (with this setting unselected), Collection Manager will deliver an Update record when a library deletes a holding if there are other collections for libraries have holdings set on the item. Collection Manager will deliver a Delete record only when a holding is removed from a library and no other libraries have holdings set on the item.

To find the setting to isolate the file output:

  1. Navigate to the collection and to MARC Records > Record Delivery > Delivery File Output.
  2. Select the option to Deliver records for this collection in a separate file and enter a file name.

You have the option to Group records from multiple collections for output in a separate file by entering the same file name in the collections.

WorldCat Holdings

This setting acts as a filter to filter out from record delivery titles that you have set holdings on through some process outside of Collection Manager.

By default you will receive a full set of records for the titles in the collection. Your initial batch of records will have a record for every title. The default setting is:

  • Include new records already held in WorldCat (default)

If you do not want records for items you already have holdings on in WorldCat, you can choose to have those titles withheld from record delivery. Change the setting to Do not include records already held in WorldCat and you will only receive records that do not already have your holding attached in WorldCat.

 Note: If you choose not to have records output for titles you already hold in WorldCat, we recommend that you change this setting back to "Include new records already held in WorldCat" after you receive your first delivery.

 Note: For a complete list of settings, see Collection-level settings in knowledge base collections.

Watch a video

MARC Record Delivery: Collection Level Settings and Overrides (11:09)

This video demonstrates how to enable MARC records, customize settings and set overrides for a collection you wish to receive MARC records.