Skip to main content
OCLC

Records reports

Record reports contain information about records you output from Collection Manager. They are separated into reports about deleted records, new records, and updated records. Each report includes details about the associated files of records (deleted, new, and updated files of records).

Record reports have a size limit of less than 5,000 rows. If the limit is exceeded, the remainder of the report is not available via email or in the OCLC Usage Statistics Portal. You will see the following message: "Your report does not contain all of the data. You are viewing [number] rows of [number] total rows."

Records reports

Report General information included in the report Columns included in the report Notes

Deleted Records

Reporting Period

Institution Name

Institution Symbol

Total number of records

Provider

Collection Name

Title

ISBN/ISSN

OCLC Number

File Name

Multiple occurrence

The Delete Records Report displays titles that have been deleted from your collections.

New Records

Reporting Period

Institution Name

Institution Symbol

Provider

Collection Name

Title

ISBN/ISSN

OCLC Number

Record not delivered*

File Name

Multiple occurrence

The New Records Report displays titles that have been added to your collections.

*The Record not delivered column is especially of interest to libraries that changed a collection-level record delivery setting WorldCat Holdings to No so that Collection Manager does not deliver records for items you already held in WorldCat. The items not delivered as New records will appear in the report with the word New in the Records not delivered column. You can use the information for your statistics.

Monthly Records

Reporting Period

Institution Name

Institution Symbol

Provider

Collection Name

New

Updates

Deletes

The Monthly Records Report provides a monthly summary of activity. It shows the number of records output for each provider, collection, and if records were new, updates, or deletes. It also includes the total number of records delivered.

Record delivery is counted by a combination of OCLC number, library symbol, and date. The example below would represent one Update, one New, and one Delete record:

OSU OCLC#1 Provider 1 Collection A New

OSU OCLC#1 Provider 2 Collection B Update

OSU OCLC#1 Provider 3 Collection C Delete

Updated Records

Reporting Period

Institution Name

Institution Symbol

Provider

Collection Name

Title

ISBN/ISSN

OCLC Number

File Name

Update Reason

Action

Multiple occurrence

The Updated Records Report displays titles in your collection that have been updated and lists why the record was updated. See Reasons for updated records for more information.

Update Reason

Updated Record Reports contain an Update Reason column. If you select to receive Update Records reports, the content of the reports will depend on the settings you choose in Settings > MARC Records > WorldCat Updates as follows:

If you selected to receive WorldCat update records:

  • Details about what was enhanced in the WorldCat master record / what triggered output of an updated record will be included in your report.

If you did not select to receive WorldCat update records (you selected None):

  • Details about enhancements to the WorldCat master record will not be included in your report. However, you will receive an updated record when an OCLC control number (an OCLC number) changes.

Consider selecting the Updated Records report to ensure you are notified about OCLC number merges.

Action

The Action column can have the value New, Deleted, or Updated.

A report representing a collection that had a DDA title triggered for purchase could appear as follows:

Action Update reason
NEW Removed from collection eblebookspda - Added to collection eblebooks
DELETED Removed from collection eblebookspda - Added to collection eblebooks
UPDATED OCLC control number change—Master record variable field(s) change: 505, 520

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.

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

  1. Add a field in the Customize Records tab, enter a tag, and so forth.
  2. 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 public note change
  • KB URL change
  • LHR data change
  • Master record 040 $e
  • Master record DtSt change
  • Master record encoding level change
  • Master record variable field(s) change
  • OCLC control number change
  • RDA change

Please note:

  • For records that include the "Master record variable field(s) change" reason, tags may be included with the reason. For example: Master record variable field(s) change: 650. Whether or not a tag is included is based on the tags you select in WorldCat Updates > Update Conditions to specify the changes that should trigger the output of an update record.
  • The format for a single reason will be similar to the following: Master record variable field(s) change: 650, 700, 710
  • The format for multiple reasons separated by hyphens. For example: OCLC control number change—Master record variable field(s) change: 650, 700, 710—Master record 040—RDA change
  • Was this article helpful?