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Create a Local Holdings report using query collections

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Learn how to use a query collection to create a Local Holdings report in WorldShare Collection Manager.

1. Create query collection

If you haven't already, follow the steps to configure institution settings for query collections. 

Navigate to Create a Collection

  1. 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
  2. Navigate to Metadata > Collection Manager > Create a Collection > Query collection.

Note: To find query collections after you create them, you can perform search in Collection Manager leaving the search box empty and filter your search results by Query Collections. Refer to Search for collections in Collection Manager for more information.

Complete collection-level fields

  1. Collection Name: With the Properties accordion, enter a Collection Name.
  2. Collection ID: The Collection ID will be automatically generated.
  3. WorldCat Selection Criteria: Enter a query to search WorldCat. See Collection-level settings in query collections.
    1. Use query li:<OCLC symbol> AND l4:<OCLC symbol>
       Note:  There is a 20,000 character limit for the WorldCat Selection Criteria.
  4. Collection Type:
    • Choose One-time delivery to receive a file of records for the WorldCat query collection once
    • Choose Ongoing delivery to receive records on an ongoing basis

Refer to Collection-level settings in query collections.  

Confirm the collection

  1. At the top of the screen, click Create.
    After you click Create, you will see a message stating the number of records your selection criteria returned. If your selection criteria returns 0 records, you will see a message:
    "If you are preparing this query for future data results, you should continue. If this seems incorrect, then you should re-enter your WorldCat selection criteria."

     Note: The number of records the selection criteria returned does not include any filtering that may be done in the MARC Delivery Filters accordion.

  2. If the number of records meets your expectations, click Continue.

 Caution: Once a query collection has been confirmed, WorldCat Selection Criteria and MARC Deliver Filters cannot be modified or added to the collection.

Enable record delivery in the collection

  1. Within the collection, expand the MARC Records accordion.
  2. Choose Use institution setting to Enable MARC Record Delivery within the collection.

2. Use MarcEdit to pull specific fields from your file of records

MarcEdit is available for download at: http://marcedit.reeset.net.

 Note: OCLC cannot provide support for this third-party tool. Find tutorials about using MarcEdit on Youtube. 

To use MarcEdit to pull specific fields from your file of records:

  1. Open your downloaded files of records in MarcEdit and convert them to a tab-delimited file.
  2. Navigate to Tools > Export > Export Tab Delimited Records.
  3. In Set File Paths, enter the path of the file you downloaded from Collection Manager.
  4. Enter the path where you would like to output files. 
  5. Browse to your desired source file by clicking the folder next to the text box. Click Next.
  6. Define the fields and subfields that you want to export into the spreadsheet. Select a field and subfield and click Add Field until you have all of the desired fields represented. For example, you could choose:
    • ISBN (020$a),
    • OCLC number (035 $a),
    • LC call number (050 $a and $b),
    • Author (100 $a), and
    • Title (245 $a, $b and $c)
  7. Once you have selected all of the desired fields/subfields, click Export. 

You can save your selections for future use. The resulting .txt file can be opened and viewed as a spreadsheet for additional manipulation as needed.