MARC Records Institution Settings
Institution Settings > MARC Records
Institution settings apply across all your collections. Use caution when changing existing settings as the changes might impact other collections. Please remember to click Save after you select settings. If your session times out, you could lose your work.
Navigate to the institution MARC Records settings:
- Sign in to the WorldShare interface at your library's WorldShare URL. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms
- Navigate to Metadata > Collection Manager > Institution Settings > MARC Records.
Enable MARC Record Delivery
Use the MARC Records setting to enable record delivery. Note that collection-level record delivery settings will remain disabled. You will need to enable record delivery within your collections before records will be delivered.
To enable record delivery in the institution settings:
Once you enable record delivery, tabs of settings to customize your records will appear. The settings in these tabs apply across all collections and records you output from Collection Manager. To customize your records, complete the settings in each tab relevant for your collection types: Customize Records, WorldCat Updates, Record Delivery, Cataloging Partner Options.
Customize Records
You need only one configuration of the record settings. The settings apply across all of your collections. Customize your records as much or as little as your library requires. Note that you need to map the data values you need for one of your collections, those for all of your collections, and so forth. Collection Manager offers several options within each collection to configure collection-specific data.
All Collections
Holding library code (049 $a)
Leave the field blank or to enter a four-character code. Use any holding library code that you want mapped to the 049$a of all of your records.
Delete Fields
To delete fields from your records:
- Select a Tag and Indictors from the drop-down lists.
- Use the add button (+) to add another field.
Delete Subfields
To delete subfields from your records:
- Select a Tag and Indictors from the drop-down lists.
- Select a Subfield from the drop-down list.
- Use the add button (+) to add another field.
Add Fields
Use the Add fields area of the Customize Records tab to map data elements to your records. Map all data elements you need in records from any of your collections in this single profile area. Record customizations apply across all records you receive from Collection Manager. See the default values in records from Collection Manager.
To add fields:
- Enter a Tag, Ind 1, and Ind 2 or leave them blank.
- Enter a Subfield.
- Choose from the Data values in the Value drop-down list to map the associated data to your records.
- If desired, nest multiple values under a single subfield or multiple subfields under a single tag:
- Use the add button (+) to add another value to the subfield.
- Alternatively, use the add button (+) to add an another subfield to the tag and then choose a value.
- If you would like to add another tag, use the add button (+) to add another field and enter a tag.
Data values
See the Data values you can map to your MARC records and find instructions on how to use them.
If you have cataloging partner collections, additional values are available. See the Data values (for cataloging partner collections) section of the Data values page.
Knowledge Base Collection 856 Field
WorldCat records include 856 fields and various URLs that are not accessible to your institution. For records from knowledge base collections, Collection Manger removes the URLs from WorldCat records and adds your library-specific links.
Titles are often available through more than one provider. If you have a title in multiple knowledge base collections, Collection Manager will deliver a single record for the knowledge base title and the record will have multiple URLs. By default, your library will receive updated records when titles are available through new providers and the relevant URLs will be added in those records. Likewise, your library will receive updated records when providers no longer offer titles and the relevant URLs will be removed in those records.
To see an examples of the 856 field in a records, see 856 field processing in records.
If your ILS requires a separate MARC record with a single URL for every instance of an electronic title, you can select collection-level settings to have the records for a collection delivered in a separate file and select a setting to isolate the file output from other collection activity. For more information, see the knowledge base collection-level Delivery File Output settings.
WorldCat 856 Field
For records from query collections, cataloging partner collections, and for WorldCat updates, Collection Manager will retain all of the URLs from the WorldCat record. If you enter domains in the 856 field customization settings, Collection Manager will retain only the URLs that match the domains you define. If a title with the same OCLC number is in one of your knowledge base collections, we will use the 856 field from your knowledge base, not from the WorldCat record.
To see examples of the WorldCat 856 field in records, see 856 field processing in records.
Local Data
You have the option to have Local Holdings Records (LHRs) interleaved with your records and/or to have Local Bibliographic Data (LBD) embedded in or interleaved with your records.
When including local holdings records (LHRs) to records, you must select MARC 21 with MARC-8, MARC-21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode in the Record Delivery tab.
WorldCat Updates
WorldCat updates apply to collections with ongoing delivery, knowledge base collections, and to your holdings in WorldCat.
Update Option
Use the settings in Institution Settings > MARC Records > WorldCat Updates to configure whether or not you receive updated records based on changes to the record in WorldCat. By default, records will not be output when the WorldCat record is enhanced.
For information about merged records, please see About WorldCat Updates.
Update option | Description |
---|---|
None (Default) |
For collections that can output records on an on-going basis, you will receive updated records for OCLC number merges, when there are URL changes, and when an essential change to knowledge base data is made. |
Knowledge base and query collections |
In addition to the above, you will receive updated records when WorldCat records are enhanced for titles in your knowledge base and in ongoing query collections. |
Knowledge base, query and data sync collections and WorldCat holdings |
In addition to the above, you will receive updated records when WorldCat records are enhanced for your holdings in WorldCat (i.e., holdings you set via Collection Manager or via another service). If you select this Update Option, a field will appear to enter your library's OCLC symbol. If you enter multiple OCLC symbols, you will receive one set of records. Note: You have the option in Institution Settings > MARC Records > Record Delivery to have updated records for your holdings in WorldCat output in a separate file. |
Update Conditions
The following setting will be visible if you select an option to receive WorldCat Updates. Use the setting to select what types of changes should trigger an updated record.
Record Delivery
Format
If desired, change the default record format. Available formats:
- MARC 21 with MARC-8 (default)
- MARC 21 with UTF-8 Unicode
- MARCXML with UTF-8 Unicode
- Dublin Core Qualified with UTF-8 Unicode
- Dublin Core Simple with UTF-8 Unicode
- OCLC Dublin Core Qualified with UTF-8 Unicode
- OCLC Dublin Core Simple with UTF-8 Unicode
- MODS with UTF-8 Unicode
Note: You must select MARC 21 with MARC-8, MARC 21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode, if you choose to add LHRs to your records.
If you specify record customizations in the Customize Records tab, you must enter MARC 21 fields. For more information about record formats, see MARC 21, Dublin Core, and MARC XML and MODS.
Delivery Frequency
For collections that output records on an ongoing basis, change the "Daily" default delivery frequency if desired. Available frequencies:
- Daily (default)
- Weekly
- Monthly
- Quarterly (every 3 months)
Daily files will not be output immediately. You will receive an emailed report around the time when your file is ready if you completed the settings in Institution Settings > Reports. See Record output and timing.
File Output
Select separate file delivery for all of your serials and/or for all WorldCat update records based on your holdings in WorldCat (if you enabled the settings in the WorldCat Updates tab).
Select from the file output options:
- Unselected (default)
- Deliver my serials in a separate file (.ser)
- Deliver records for WorldCat updates in a separate file (.wcholdings)
You will be able to distinguish files from different types of collections by their file names. See Files of records and file names.
Uniform Resource Identifiers (URIs)
Links in records make resources more integrated with the Web and more discoverable for end users. If you select URI settings, linked data URIs will be embedded in your MARC records for 1XX, 6XX, 7XX and 8XX fields and will be included in the $0 subfield. $0 is a valid field for linked data URIs even if your ILS currently does not use the linked data information.
If you would like to download records with linked data URIs, select the identity service(s) from which you would like to retain links. If you select more than one identity service, multiple $0s will be appended to the appropriate tags with the appropriate URIs. The order of $0s will follow the order listed in the interface.
By default, none are selected:
Name Headings Identity Services
- GND Authorities - (Die Gemeinsame Normdatei, German)
- LC / NACO Authority File - (Library of Congress / Name Authority Cooperative Program)
Subject Headings Identity Services
- GND Authorities - (Die Gemeinsame Normdatei, German)
- LC Subject Authority File - (Library of Congress)
- MeSH Authorities - (Medical Subject Headings)
For more information about Authorities, see Authorities: Formats and indexes.
Cataloging Partner Options
Do not deliver WorldCat records if WorldCat holdings are already set for these institutions
This setting is primarily used by consortia and libraries that have multiple OCLC symbols. If you do not want to receive records for titles on which holdings are already set:
- Enter the OCLC symbol for each institution.
- Use a space to separate multiple entries.
Deliver PDRs if no WorldCat record is delivered
Choose whether or not you would like a partnering data record (PDR) delivered:
- Yes
- No
If you select Yes, OCLC will deliver a record that includes your mapped provider data when:
- A full record is not available or is not found
- Your institution (or an institution in your group or consortia) has already received the record
Include OCLC number in PDR, if available
Choose whether or not you would like OCLC numbers to be included in your partnering data records (PDRs):
- Yes
- No
What is a partnering data record (PDR)? A partnering data record (PDR) is an optional record created by OCLC when no OCLC record is found or delivered. It contains title, ISBN and provider-provided data.
Watch a video
MARC records for all collections (13:46)
This video demonstrates how to enable and configure the MARC Records profile for all collection in WorldShare Collection Manager.