Options for libraries without a cataloging subscription

Access to Collection Manager is provided for the exclusive purpose of receiving records for content from select providers.

About your WorldShare instance

If your library does not have an OCLC Cataloging and Metadata Subscription, the collections available in your knowledge base in Collection Manager will be limited to OCLC cataloged collections. OCLC cataloged collections are knowledge base collections cataloged by OCLC staff and are made available through Collection Manager by the provider.

See the OCLC cataloged collections page for a list of providers with collections from which you can receive records. 

If your library has a CatExpress subscription, please see Options for libraries with a CatExpress subscription.

Get started

Request access to Collection Manager

  1. Visit the WorldShare Collection Manager request form and complete the form.
  2. In the Comments or Questions field, indicate your provider or your reason for the request. For example: "I am a Wiley customer." This will indicate to OCLC that your library needs to be configured for an exclusive purpose and should not be charged for an OCLC Cataloging and Metadata Subscription.

Set a password

  1. Look for an email from Order Services. Order Services will email you a welcome message that includes:
    • Your institution's unique WorldShare URL
    • Your personal user name
    • A 9-digit "admin" authorization number to use when you sign up for emailed record reports
  2. Follow the instructions to Set or reset your password.

Configure institution settings

Sign in to the WorldShare interface

Sign in to the WorldShare interface at your library's WorldShare https://www.oclc.org/support/help/tu...ons/index.html. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms

Use the Setup Wizard

  1. Navigate to Metadata > Collection Manager > Institution Settings.
  2. On the Institution Settings screen, you will see accordions that contain a variety of settings. Not all of the settings will be of interest to you, so we have created a Setup Wizard to guide you through the settings and surface the settings that are required or most often used. Click the Setup Wizard button.

Language options

The Setup Wizard is available in the following languages:

  • Deutsch - German
  • English - English
  • Español - Spanish
  • Français - French
  • Italiano - Italian
  • Nederlands - Dutch
  • 中文简体 - Chinese (Simplified)
  • 中文繁體 - Chinese (Traditional)
  • 日本語 - Japanese
  • 한국어 - Korean

If the interface does not appear in your preferred language, select the language of your choice:

ws-interface-language.png

Add the collections to your knowledge base

Choose a method to add or create a knowledge base collection:

Get WorldCat MARC records

Record delivery is available both to libraries with and to libraries without an OCLC Cataloging and Metadata Subscription.

Enable MARC record delivery in the institution settings

  1. Navigate to Settings > MARC Records.
  2. Select Yes for Enable MARC Record Delivery.

Once you enable record delivery, tabs of settings will appear: Customize Records, WorldCat Updates, Record Delivery, Cataloging Partner Options. You can leave the default settings or customize your records. By default, the following will be included in your records:

Customize your record profile (optional)

Define customizations that will apply across your collections in the Customize Records tab. For additional information, see Configure institution MARC Records settings for knowledge base collections.

Default and frequently defined record customization

By default, the following fields and data will be included in your records:

  • 049 $a: Holding library code (For example: MAIN)
  • 590 $a: Provider Name
  • 590 $b: Collection Name

Frequently defined record customization:

Delete Fields:

  • 029

Add Fields:

  • 945 $a: Transaction Type – New, Updated, Deleted
  • 740 $a: Collection-level notes. Note: If you map collection-level notes to a field in your records, remember to add a note within one or more of your collections.

Knowledge Base Collection 856 Field:

  • Add Subfield: z
  • Enter Free Form Text: Click here for access (Your 856 links will include $zClick here for access)

Enable collection-level record setting

  1. Search for the collection and open it. Expand the Holdings and MARC Records accordion.

  2. Choose Use institution setting: [Your institution settings will be displayed here].

After you enable record delivery in the collection, you will see the following tabs of settings: Customize Records, Record Delivery. You can leave the default settings or configure collection-level settings.

Configure collection-level settings (optional)

Define collection-level settings if desired. Listed below are some frequently used settings. For additional information, see Enable record delivery within your collection.

Configure separate file delivery

Many libraries choose to have their file of records delivered in a separate file. To configure separate file delivery:

  1. Click on the Record Delivery tab and find the Delivery File Output settings. Select Change to deliver records for this collection in a separate file.
  2. From the resulting Record Delivery Templates screen, select Deliver records for this collection in a separate file. 
  3. Specify a file name that already exists or enter a new file name in which to deliver records using the Record Delivery Template.
    • Collection Manager will output the records from the collection in a separate file and include the file name you entered between the time stamp and the file extension. Example where [XXX] represents your library symbol:
 
Exclude records which already have holdings set in WorldCat

This setting acts as a filter to filter out from record delivery titles that you have set holdings on through some process outside of Collection Manager.

By default, you will receive a full set of records for the titles in the collection. Your initial batch of records will have a record for every title. The default setting is:

  • Include records already held in WorldCat (default)

If you do not want records for items you already have holdings on in WorldCat, you can choose to have those titles withheld from record delivery. Change the setting to Do not include records already held in WorldCat and you will only receive records that do not already have your holding attached in WorldCat.

 Note: If you choose not to have records output for titles you already hold in WorldCat, we recommend that you change this setting back to "Include new records already held in WorldCat" after you receive your first delivery.

Troubleshoot MARC record delivery
  1. Are the correct number of titles selected in your collections?
    • Once the holdings feed has been processed, the correct number of titles should be selected within one week. Do not select the collection manually unless explicitly directed to do so.  Selecting the collections manually will result in a significant delay in processing of your holdings feed.
  2. Have you enabled MARC records at the institution level?
    • Navigate to Collection Manager > Settings > MARC Records and ensure the Enable MARC Records Delivery option is set to Yes.
  3. Have you enabled MARC record delivery within the collection?
    • Navigate to the collection and expand Holdings and MARC Records.  Ensure that the Enable MARC Record Delivery option is set to Use institution settings.
  4. Is the delivery frequency for record delivery set to daily?
    • Remember that delivery frequency can be set per collection and this collection-level setting will override the institution-level delivery frequency set under Collection Manager > Settings. If you set your collection to Weekly or Monthly record delivery, then they will have to wait for your first delivery.  If you change delivery to Daily, an initial delivery is triggered.  After receiving this initial delivery, you can then set it to Monthly or Weekly for on-going delivery of records if necessary.

PDF version. Also available in: français | español | 한국어 | 中文(简体) | 中文(繁體) 

Download files 

Download your files and records using My Files, located under the Metadata tab in the WorldShare interface. You do not need additional credentials to download records from the WorldShare interface.

See Download files in My Files for complete instructions or follow these basic steps:

  1. Sign in to the WorldShare interface and navigate to Metadata > My Files.
  2. Click Downloads.
  3. Use the options to filter the file list. Click Download to download your file.

Additionally, see  Download files with FTP for FTP/sFTP options for downloading files and records.

Take a self-paced course

Working with OCLC cataloged collections

  Estimated time to complete: 20 minutes

This course demonstrates how to work with OCLC cataloged collection in WorldShare Collection Manager, including searching, selecting and managing collections, as well as how to download your files of records for your selected collections.

Launch course

Additional information

For help understanding the contents of emailed record reports, see Understand emailed reports, Record reports.

Collection Manager has many features. However, because your access to Collection Manager is for the exclusive purpose of receiving records, some functionality will not be available.