Teton Data Systems

If you need access to Collection Manager (the Metadata tab in the WorldShare interface), follow the steps to Create a Collection Manager account.

An OCLC Cataloging and Metadata Subscription is required for record delivery from the collections listed below. If your library does not have a subscription, see Options for libraries without a cataloging subscription.

If your institution has manually selected a collection in full, OCLC will not overwrite your selections. Before the initial load of holdings from your provider, we recommend that you verify that the collection(s) as listed below have not been manually selected for this provider. 

 Notes: 

• Follow the steps under See if your collection loaded to verify that an Automatic Holdings Feed has not already been setup for this collection. 
• Once the holdings feed is set up, OCLC will select all applicable collections according to the data received from the vendor.  

Verify that your collections have not been manually selected

Before the initial load of your collections, please:

1. Sign in to the WorldShare interface at your library's WorldShare URL https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier].
2. Navigate to Metadata > Collection Manager and locate the search box.
3. Select Collections as the Data Type and All Collections as the Scope. Click Search.
4. Once you have returned the collection in a search, perform one of the following:
   • If the collection is selected in FULL: You will need to deselect it. Our system will not be able to overwrite the collection with the title data directly from your provider. If you have holdings set in WorldCat, de-selecting the collection will remove these holdings. Holdings will be added after OCLC loads the collection (if WorldCat Holdings is enabled in Institution Settings)
   • If the collection is partially selected to reflect a subset of the titles available in the collections: The system will overwrite your title selections and collection data. If you want to preserve the title selections and collection data before OCLC overwrites it, do so before making a request for your collection to be loaded by OCLC. Within your collection, navigate to Titles > More Actions. Use the option to Download titles in local holdings and choose a format to download a spreadsheet of your title data
   • If the collection is NOT selected: Proceed to the instructions How to request an Automatic Holdings Feed

We recommend that you wait until your collection is available before you proceed so that all of the settings will be available in Collection Manager.

The amount of time it takes for your titles to be available depends on the timing of your request, how often your provider sends data, when OCLC loads the data, and the place of your institution's data in a queue. The time for the initial loading process varies from about one week to one month.

 Caution: Once you have requested to have your collections selected automatically, do not add or deselect any of the titles within the collection. If there is an issue with the titles selected or missing from your collection, please contact OCLC Support with examples.  

On the Collection Manager Home screen, the Automatic holdings feeds tab shows all the available holdings feeds. Automatic holdings feeds that have been processed and are ongoing have the status of Active. For more information about editing, pausing, or removing an automatic holdings feed, see About Automatic Holdings Feeds. 

Automatic Holdings Feeds status descriptions:

At the Institution level: 

1. Sign in to the WorldShare interface at your library's WorldShare URL (https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier]).
2. Navigate to Metadata > Collection Manager.
3. Under the Search section in the left navigation, select Activity History from the Data Type drop-down. Select My Institution's History under Scope. 
4.  Leave the Search Term(s) box blank and click Search. 
5. From the search results screen, use the Filter by drop-down and select Loads & Feeds. From the resulting drop-down box, select Automatic Holdings Feed.
6. Click Filter. 
7. The resulting list will show the collections currently loaded by Automatic Holdings Feed. 

Refer to Collection Manager Activity History for more information. 

At the Collection level:

1. Sign in to the WorldShare interface at your library's WorldShare URL (https://yourlibrary.share.worldcat.org/wms [Replace yourlibrary with your library's identifier]).
2. Navigate to Metadata > Collection Manager.
3. Search for and select the collection.
   1. From the collection:
      1. Select the collection and expand Holdings and MARC Records.
      2. Under Data Sources, the provider will be selected under Selected data sources only. 
         
         OR
          
   2. From the collection:
      1. Select Collection History.
      2. Use the Filter by drop-down to select Loads & Feeds. From the resulting drop-down box, select Automatic Holdings Feeds.
      3. Click Filter.
      4. The resulting list will show any Automatic Holdings Feeds uploads for the collection. 

Institution settings apply across all your collections. Use caution as changes might impact other collections. For complete instructions, see Institution Settings.

Navigate to the institution settings:

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 > Institution Settings.

OCLC Symbol

Verify that your OCLC Symbol is selected

Collection Manager uses the symbol displayed here to maintain WorldCat holdings and to output records. Verify that your OCLC symbol is selected:

1. Navigate to Institution Settings > OCLC Symbol.
2. Select your OCLC symbol if it is available in the interface but is not selected. 
3. Click Save.

Proxy and Authentication

Enter your proxy information

Collection Manager helps you manage patron access to materials by directing off-campus patrons through your proxy server. Collection Manager will prepend your proxy information to catalog links. Enter your proxy information:

1. Navigate to Institution Settings > Proxy and Authentication > Proxy.
2. Select Proxy:

• None (default)
• EZproxy
• III WAM Proxy

3. Base URL

• EZproxy users: Enter your Base URL. Example of a EZproxy base URL: http://ezproxy.oclc.org/login?url=
• IIIWAM Proxy users: Enter the Hostname. Example of a III WAM Proxy hostname: sys.lib.proxy.edu

 Caution:  Do not include a space after the Base URL.

Reports

Enable emailed reports

Reports will be available via email around the time when files of records have been output and/or after there are changes to your holdings in WorldCat. Enable emailed reports:

1. Navigate to Institution Settings > Reports.
2. Select Yes to Receive Email Reports.
3. Enter your cataloging authorization or an admin code. This is a 9-digit number starting with 100. Only one authorization code is needed per institution.
4. Select the Report Types you wish to receive. 
   • To find details about the content of each report type, see Understanding emailed reports.
5. Enter the Email Address(es) the reports will be sent to. If you are adding more than one email address, separate each email address with a semi-colon (;).
6. Modify the Report Format and Receive as settings if needed.
7. Click Save.

For more information, see Reports.

Provider Settings

Enter your provider-specific identifier for links

Some providers require an ID. Enter your identifier:

1. Navigate to Institution Settings > Provider Settings.
2. Select your provider from the drop-down list.
3. Enter the identifier from your provider.

Find additional information:

• Understand emailed reports
• Understand record processing
• MARC Record delivery troubleshooting