Add Fields - Data Values

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Learn how to apply settings in Customize Records. Find and edit the data values you can map to your MARC records and instructions on how to use them.

Data values

Map data values to all of your records in Institution Settings > MARC Records > Customize Records in the Add Fields section. Choose a Tag, Ind 1, Ind 2, and sub-field. Choose a value from the drop-down list. Please see the data values in Table 1 for details.

Table 1

Data values you can map to your records, Table 1

Values	Additional options	More information
Cataloging Partner Data	If you select the value Cataloging Partner Data, an additional drop-down list of values will appear. These additional values apply only to cataloging partner collections.	See Data values for cataloging partner collections.
Collection Custom Text	Use the Collection Custom Text value to map collection-level notes to your records. Custom text labels can be used with knowledge base, cataloging partner and query collections to remember what notations were placed in custom text areas.	For example, you can include your own version of the provider name in each record from a collection. To do so, do two things: Enter your version of the provider name within a collection and define a custom text label. Add the Collection Custom Text value to a MARC tag in the Customize Records institution settings. See Collection Custom Text.
Collection Level Data	Collection ID
	Collection Name	OCLC will automatically add to the 590$b. Records from your WorldCat holdings will have "WorldCat holdings" as the collection name (if the titles are not in another collection).
	Provider	OCLC will automatically add to the 590$a. Records from your WorldCat holdings will have "OCLC" as the provider (if the titles are not in another collection).
	Collection Note	Notes are notes you enter at the collection-level. They are sometimes used by WorldCat Discovery and WMS libraries to expose a note to patrons.
Copy Call Number	Choose the call number you want from the WorldCat record: 050 (Library of Congress) 055 (Classification numbers assigned in Canada) 060 (National Library of Medicine) 070 (National Agricultural Library) 080 (Universal decimal classification numbers) 082 (Dewey decimal classification numbers) 086 (Government document classification numbers) 090 (Locally assigned LC-type call numbers) 092 (Locally assigned Dewey call numbers) 096 (Locally assigned NLM-type call numbers) Choose to use the format and spacing exactly as it appears in the WorldCat record or customize the format and spacing.	See Copy call numbers from WorldCat records to your records for more details and for examples.
Date Delivered	Select the format: YYMMDD YYYYMMDD YYMM YYYYMM MM/DD/YYYY DD/MM/YYYY YYYY-MM-DD YYYY-MM
Enter Free Form Text	Use the Enter Free Form Text value to enter text that will be constant data in every record. Enter Free Form Text differs from Collection Custom Text and Collection Level Data, Public Notes for which you map the values in the Customize Records tab but enter collection-specific text within specific collections.	See How to Enter Free Form Text for more information.
KB Title Level Data	Coverage Dates	Format in your records: fulltext@2012
	Coverage Enumerations	Format in your records: fulltext@volume:1;issue:1
	Coverage Note
	Linking Key	A Linking Key is a knowledge base title-level value that corresponds to the title_id column in the KBART file. It is used for ebook, audio, video, image, and journal formats.
	Location
	Title Note
	Vendor ID
LSN (Local Systems Number)	Libraries that receive WorldCat records for a data sync collection can use the LSN (Local Systems Number) value to include their local system number in a variable field/subfield.	If you need your local system number in the 001, note that you will need to manually add it to your records. See Default values in records for more information.
OCLC Number	Use this value to add the OCLC control number to a field/subfield in your records.	See Default values in records for more information.
Reason for Updated Record	By default, the reason an updated record was output will be included in your reports. To include the reason in each updated record, add this value.	See Reasons for updated records for more information.
Transaction Type	Add this value to include New, Updated, or Deleted in each record.	See Criteria for new, update and delete records for more information.

How to Enter Free Form Text

Use the Enter Free Form Text value to add your own text to a field across records for titles from a knowledge base collections.

As shown in the example, after you select the Enter Free Form Text value, a text box will appear for you to type in text. Then, click the add button () to add another field. Combine your free text with other data values. For example, type "The collection name is" as free text and add a Value and a Type to create the phrase "The collection name is [Collection Name]."

To use the Enter Free Form Text value:

Navigate to Institution Settings > MARC Records > Customize Records.
Click the add button () to add a field, if needed. Enter a tag, indicators, and a subfield. For example, add the Tag 999 and the Subfield a.
From the Value drop-down list, select Enter Free Form Text.
Enter free text. For example, enter "The collection name is."
If you want to add another value, click the add button () to add another value.
Check the box if you do not want to add a space between two values.
Select a Value and a Type. For example, select KB Collection Level Data and Collection Name.

Free form text interface

Reasons for updated records

The reason a record is updated will be included in your reports in by default. The reasons will be included in our records if you map the value to your records. If you map the Reason for Updated Record value to your records, the reason(s) you received an updated record will appear in your update records. We recommend adding this value to your records if you enable WorldCat Updates. See MARC Records, WorldCat Updates for more information.

To map the reason for updated record to a field in your records:

Add a field in the Customize Records tab, enter a tag, and so forth.
Select the Reason for Updated Record value.

Common reasons for updated records

Common reasons for an updated record are:

KB collection level note change
KB collection name change
KB coverage dates change
KB coverage enumerations change
KB coverage note change
KB location change
KB provider name change
KB title level note change
KB URL change
LBD data change
LHR data change
WorldCat record 040 $e
WorldCat record DtSt change
WorldCat record encoding level change
WorldCat record variable field(s) change **
OCLC control number change
RDA change
Subsequent record output **

** Please note:

For records that include the reason WorldCat record variable field(s) change: Tags may be included with the reason. Whether or not a tag is included is based on the tags you selected to specify the changes that will trigger the output of an updated record.
See your settings in Institution Settings > MARC Records > WorldCat Updates > Update Conditions. For more information about the setting, see MARC Records, WorldCat Updates and expand the Include and Exclude sections.
- Example:
  WorldCat record variable field(s) change: 650
For records that include the reason Subsequent record output: These records are from collections where you have chosen the option in the collection-level settings Include a complete set of records with every delivery to have the entire collection delivered with every run.
For more information about the setting, see Collection-level settings in knowledge base collections or Collection-level settings in query collections.
If a record has multiple reasons, the reasons will be separated by hyphens.
- Example of a single reason:
  WorldCat record variable field(s) change: 650, 700, 710
- Example of multiple reasons:
  OCLC control number change—WorldCat record variable field(s) change: 650, 700, 710—WorldCat record 040—RDA change

Collection Custom Text

Custom text labels can be used with knowledge base, cataloging partner and query collections to remember what notations were placed in custom text areas. See Collection Custom Text for instructions.

Data values (for cataloging partner collections)

The data values above apply to cataloging partner collections as well as to other collection types. When you select the Cataloging Partner Data value, an additional drop-down list of values appears. The values listed only apply to cataloging partner collections.

When you choose specific Cataloging Partner Data values in Collection Manager such as Invoice Date and List Price, you will be presented with additional formatting options. If you desire a different format than is offered by your material provider, configure the formatting options. Values without additional formatting options are marked with asterisks (***) in Table 2.

Data is supplied by your material provider. Not all material providers supply all of the values listed. Please contact your material provider if you have questions about the data they can send on your behalf to OCLC .

Table 2

Additional data values for cataloging partner collections, Table 2

Cataloging Partner data	Formatting options, if any	More information
Account Number	***
Approval Plan Profile Code	***
Bar Code Number
Binding Code	***	Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Branch Code	***
Call Number	***
Copy Number	***
Currency Code	***
Discount Percentage	***
Employee ID	***
End User PO Number	***
Exchange Rate	***
Fund Code	***
ILS Code	***
Invoice Date	Format YYMMDD YYYYMMDD YYMM YYYYMM MM/DD/YYYY DD/MM/YYYY YYYY-MM-DD (Default) YYYY-MM
Invoice Number	***
Item Loan Type	***
Item Notes	***
Language	***
Library Control Number	***
Line Item Number	***
List Price	Format Use provider formatting (Default) Customize format Display $ sign Display decimal point Display cents	If you customize the format, you may choose more than one option.
Local Notes	***
Manifest Control Number	***
Media	***
Net Price	Format Use provider formatting (Default) Customize format Display $ sign Display decimal point Display cents	If you customize the format, you may choose more than one option.
	Added Values (none are selected by default): Binding Code Postage Sales Tax Service Charges Shipping & Handling	You can select one or more values to customize what is used to calculate the Net Price. If no Added Values are selected, OCLC will use the Net Price from your provider. Note that each of the Added Values can be mapped to your records independently of Net Price.
	Multiply by Quantity Yes No (Default)	Select Yes if the amount should be multiplied by the quantity to calculate the Net Price. Quantity can be mapped to your records independently of Net Price.
Order Notes	***
Order Received Date	Format YYMMDD YYYYMMDD YYMM YYYYMM MM/DD/YYYY DD/MM/YYYY YYYY-MM-DD (Default) YYYY-MM
Part	***
Postage	***	Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Product Type	***
Purchase Order Date	Format YYMMDD YYYYMMDD YYMM YYYYMM MM/DD/YYYY DD/MM/YYYY YYYY-MM-DD (Default) YYYY-MM
Purchase Order Number	Format You have the option to add .o to the beginning of the Purchase Order Number using the Value "Enter Free Form Text"	See the instructions and image to add .o to the beginning of this number.
Quantity	***	Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Sales Tax	Format Use provider formatting (Default) Customize format Display $ sign Display decimal point Display cents	If you customize the format, you may choose more than one option. Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Service Charges	***	Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Shelving Location	***
Shipping & Handling	***	Choose this value after choosing Cataloging Partner Data to map the data independently of Net Price. To include the data in the calculation of Net Price, see Net Price.
Special Notes (Order)	***
Special Notes (Title)	***
Status Notes	***
Subaccount Code	***
Vendor Book Number	***
Vendor Control Number	***
Vendor Cust IDCust ID	***
Vendor Order Number	***
Volume Number	***

***No formatting options in Collection Manager; Value will appear as supplied by your material provider.

How to add .o to purchase order numbers

Navigate to Institution Settings > MARC Records > Customize Records. Next:

Click the add button () to add a field, if needed. Enter a tag, indicators, and a subfield.
From the Value drop-down list, select Enter Free Form Text.
Enter .o in the text box.
Click the add button () to add a value. An option, Space, will appear. Check Do not add space to remove a space in your records between the .o and the Purchase Order Number.
Select Cataloging Partner Data from the Value drop-down list.
Select Purchase Order Number from the Using drop-down list.