Why are there duplicate records in record files

Symptom

• Duplicate records in files output from Collection Manager collections

Applies to

• WorldCat Collection Manager

Resolution

This occurs when a title is selected in more than one collection but the collections have different delivery frequencies set for MARC records that are output.

1. Look at the records in the file to obtain an OCN. You may want to use MarcEdit for this.

2. Take the OCN from the first record and search it in Collection Manager

3. If the title comes up in more than one collection, check the collection-level delivery frequencies for the other collections.

What you should find is that the title is in more than one collection, that the collections are configured to output into separate files, and the collections have different delivery frequencies. When a title is in more than one collection, when the title data is updated, records will be sent in files for all collections in which the title is held, for all delivery frequencies.

Example:

OCN1 is in Collection 1, Collection 2, and Collection 3.

Collection 1 is set to Daily, Collection 2 is set to Weekly and Collection 3 is set to Monthly.

The data for OCN1 is updated in Collection 1.

The system will output files with Daily date stamp for all three Collections, Weekly for all three collections, and Monthly for all three collections because each collection was configured differently yet the same OCN is in all three so they all 3 output - but on different date schedules.

There are two options for eliminating this behavior.

1. Have collections output into the same file at the same delivery frequency.  To do this, find all the collections the duplicated title is in, set the MARC record delivery frequencies to the same frequency (daily, weekly, monthly, or quarterly*), and output to the same file rather than different files (you can add the same custom file name to each of these collections so that they output to the same file... This will eliminate these types of duplicates. 

Delivery frequency is set to each collection in the

• Holdings and MARC records facet of collections that have MARC records enabled
• On the Record Delivery "tab'
• Under Delivery Frequency
• Choose the second option "Specify delivery frequency for this collection"
  • Choose a frequency from the drop-down menu: daily*, weekly, monthly, quarterly
  • Choose the same frequency for all affected collections
• Click the blue Save button at the top of the screen after making any changes that you want to retain, and before stepping off of the page.

Custom names are added to each collection in the

• Holdings and MARC Records facet of collections that have MARC records enabled,
• on the Record Delivery "tab." 
• Under Delivery File Output,
• choose the second option "Deliver records for this collection in a separate file"
• In the box provided enter a custom name.
  • The name can be no more than 25 alphanumeric characters, without spaces and without any special characters. 
  • What you enter should be something that tells you the contents - provider name, genre, etc
• Click the blue Save button at the top of the screen after making any changes that you want to retain, and before stepping off of the page.

2. Choose NOT to use the option to deliver records already held.  This option is also found in individual collections that you've selected and enabled MARC records delivery.  As above, follow the first two bulleted items.  

• Under Record Output
• choose the second option "Do not include records already held in WorldCat"
• Click the blue Save button at the top of the screen after making any changes that you want to retain, and before stepping off of the page.

If there are any questions about this record delivery behavior, please contact OCLC Support

Additional information

* Delivery is based on the provider's schedule. If a provider delivers weekly, then records will be delivered weekly whether you choose daily or not. If you were to choose quarterly but the provider delivers weekly, OCLC will hold all the records from the provider (sent to OCLC weekly) and deliver them in one file, quarterly.  OCLC can only deliver records according to the provider's delivery schedule.  

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