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OCLC Support

Record output and timing

About record output

You must enable record delivery in the institution settings and in each collection for records to be output.

The actual time a file is output varies based on the number of libraries and number of records output. Likewise, the timing of when records are output depend on the type of collection outputting records. For example, after you enable record delivery in your collections’ settings, a file of records for a knowledge base collection might be output after a file of records for a query collection.

To download files, navigate to WorldShare interface > Metadata > My Files > Downloads. See the instructions to Download files in My Files.

System alerts

OCLC will post a notification on the OCLC System Status Dashboard if Collection Manager does not output a file for a specific day. The data will be combined with the files output in the following daily run.

A number of factors influence the timing of record output including whether or not you will get a file of records one time for a collection or on an ongoing basis.

Output schedule for files of records

Frequency Output schedule Notes
Daily (Default) Monday–Sunday before midnight* Daily files are output 7 days a week. The weekday following the weekday you enabled record delivery in a collection is the soonest you could receive your file.
Weekly Saturday* -
Monthly Last Saturday of the month* -
Quarterly First Saturday of the quarter (January, April, July, October)* -

*Days are based on Eastern Time in the United States of America. Technically, weekly, monthly, and quarterly runs begin on Friday. Generally, they are output on Saturday or early Sunday.

Timing by collection type

Depending on the collection type, you will get a file of records one-time or on an ongoing basis.

Collections that output records one-time will follow the Daily output schedule. Daily files are output 7 days a week. See the table above for more information.

Collections that output records on an ongoing basis have customizable delivery frequencies including options for Daily (Default), Weekly, Monthly, or Quarterly record output. Customize delivery frequency across your collections in Institution Settings > MARC Records > Record Delivery and/or within a specific collections in each collection’s settings.

Collection type

One-time or ongoing delivery

Output schedule

Notes

Timing influenced by a third-party or by additional processing?

Cataloging partner collections

One-time

Daily

Your file of records will be output one-time after you enable record delivery in the collection and activate it. Record output occurs 7 days a week.

Yes; See below for information on Provider-supplied holding data

Data sync collections

One-time

Daily

Find information About data sync collections. See Understand data processing for information on how records from data sync collections are processed. Contact OCLC Support if you have questions about timing.

Yes; OCLC staff must review, process, and release collections

Knowledge base collections

Ongoing

Daily (Default), Weekly, Monthly, and Quarterly

The first time Collection Manager delivers record for a title/OCLC number, it will be in a “new” file. It will be in an “updated” or “delete” file thereafter. See Criteria for new, updated and delete records for more information.

Yes; See below for information on Provider-supplied holding data

Query collections One-time Daily When you create a query collection, you must select One-time or Ongoing delivery. No
Query collections Ongoing Daily (Default), Weekly, Monthly, and Quarterly When you create a query collection, you must select One-time or Ongoing delivery. No

WorldCat updates

Ongoing

Daily (Default), Weekly, Monthly, and Quarterly

Collection Manager will deliver records for titles in your WorldCat update collection in an “updated” file. See Criteria for new, updated and delete records for more information.

No

Provider-supplied holding data

If your provider sends holding data or electronic order information to OCLC on your behalf, then the timing of when records are delivered depends partially on when your provider sends your data to OCLC.

Knowledge base collections and provider-supplied holding data

Providers send library-specific holdings for specific knowledge base collections in Collection Manager. The timing of when records are delivered depends on when your provider sends your data and on when OCLC loads your data.

Example scenario of an initial load (time-span of 1.5 weeks):

  1. A library would like a feed from their provider to populate a knowledge base collection in Collection Manager and they want records for the titles in the collection.
  2. The library follows the instructions to request collection loading and makes a request on Wednesday asking that the provider send library-specific holding feeds.
  3. The provider adds the library’s holdings to the feed to OCLC.
  4. The provider’s system sends all library-specific customer holdings to OCLC weekly on Mondays. Thus, the library’s holdings are included in the next weekly feed on Monday.
  5. OCLC begins to load the file from that provider. The processing that populates the library’s collection in Collection Manager is complete by Thursday.
  6. The library signs in to Collection Manager, navigates to Activity History, and sees that their collection has loaded. The library enables record delivery with the default daily frequency at the institution level and within the collection on Friday.
  7. Collection Manager outputs files of records seven days a week. A file of records is available on Saturday and the library downloads the file from the WorldShare interface > Metadata > My Files > Downloads.

Cataloging partner collections and provider-supplied electronic order information

Providers send electronic order information for all cataloging partner collections in Collection Manager.

  • You must contact your provider to request that they send your electronic order information to OCLC.
  • The time it takes your provider to send OCLC your electronic order information varies by provider.
  • Once you have created and activated your collection and your provider has sent your electronic order information, OCLC will begin processing the provider data you have mapped in Collection Manager.

Data sync collections and provider-supplied holding data

Some types of data sync collections are impacted by provider holding feeds. For additional information, see About data sync collections in Collection Manager.