Overview

Discover an overview of the ongoing bibliographic data sync collection learning path.

Expand section

Data synchronization is an automated process that compares records from your local catalog against records in WorldCat and manages holdings on those matching records. These holdings may be at the institution-level, such as your OCLC symbol, or at the local-level, such as local holdings records (LHRs). This process also facilitates adding new records to WorldCat.

Create a bibliographic collection to set holdings on your MARC records.

Image of the data sync workflow

Options within the data sync collection allow for further breakout of institutional bibliographic record requirements including the following:

  • Tags and subfields used for OCLC and Local System Number
  • Options to add or replace records in WorldCat
  • Language of Cataloging options
  • Tags related to records to be excluded from processing
  • Local Bibliographic Data to be retained
  • Enabling MARC Record Delivery (WorldCat or the Institution's records)

This learning path discusses the set up and steps involved in ordering an ongoing bibliographic data sync collection. Ordering a Bibliographic data sync collection also includes the option for Reclamations. If you are new to this service, or if it has been a while since your holdings have been consistently maintained, we recommend starting with a Reclamation and then continuing with an Ongoing collection to ensure your holdings remain up to date.

 Note: MARC data is required for all bibliographic collections.

How to use this guide

This interactive learning path allows you to:

  • Navigate linearly: Work through each section in order using the sidebar navigation
  • Jump to specific topics: Click any section in the sidebar to go directly to that content
  • Expand/collapse sections: Use the buttons at the top to expand or collapse all sections at once
  • Search within the page: Use Ctrl+F (or Cmd+F on Mac) to find specific information
  • Track your progress: The progress indicator shows how many sections you've viewed

Navigate to Settings

Institution settings apply across all your collections. Use caution when changing existing settings as the changes might impact other collections. Please remember to click Save after you select settings. If your session times out, you could lose your work.

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.

Collection Manager data sync settings

Configure the following settings

  1. OCLC Symbol
Verify that your OCLC Symbol is selected

Use the OCLC Symbol setting to verify that your institution's OCLC symbol is selected. Collection Manager uses the symbol displayed here to maintain WorldCat holdings and to output records.

  1. Reports
Enable emailed reports

If you enable reports in Institution Settings > 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. When your first report is available, you will get an email from Usage_Statistics@oclc.org with the subject field: "The report [name of report] you requested for [YYYYMMDD]."

You will not receive an email on days when there is no activity. Reports are also available in the OCLC Usage Statistics Portal and they are identical to the reports that come by email. See how to access reports in the OCLC Usage Statistics Portal.

To receive 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. Expand and select the Report Types you want to receive.
  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 (;). Do not put a space before or after the semi-colon (;) separating the email addresses.
  6. Modify the Report Format if needed. Options include:
    • HTML
    • Excel
  7. Modify the Receive as settings if needed. Options include:
    • Email Attachment
      • Users will receive the report as an attachment in the format specified above.
    • Hyperlink
      • Users will receive a hyperlink to the OCLC Usage Statistics page. 
  8. Click Save.

  There is not a way to select only certain reports per email. The email address(es) entered will receive all selected reports.

  Many libraries that have collections that output records on an ongoing basis select the Updated Records report. The report will notify you of critical changes like OCLC number merges and the reason you received an updated record even if you have not enabled WorldCat updates.

For a complete list and details about institution settings, see Collection Manager Institution settings. 

Configure institution record settings

 Note: MARC record settings apply to data sync bibliographic collections.

Enable MARC Records

Use the MARC Records setting to enable record delivery. Note that collection-level record delivery settings will remain disabled. You will need to enable record delivery within your collections before records will be delivered.

To enable record delivery in the institution settings:

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

Once you enable record delivery, tabs of settings to customize your records will appear. The settings in these tabs apply across all collections and records you output from Collection Manager. To customize your records, complete the settings in each tab relevant for your collection types: Customize Records, WorldCat Updates, Record Delivery, Cataloging Partner Options.

Customize Records

Add Fields

Use the Add fields area of the Customize Records tab to map data elements to your records. Map all data elements you need in records from any of your collections in this single profile area. Record customizations apply across all records you receive from Collection Manager. See the default values in records from Collection Manager.

To add fields:

  1. Enter a Tag, Ind 1, and Ind 2 or leave them blank.
  2. Enter a Subfield.
  3. Choose from the Data values in the Value drop-down list to map the associated data to your records.
  4. If desired, nest multiple values under a single subfield or multiple subfields under a single tag:
    1. Use the add button (+) to add another value to the subfield.
    2. Alternatively, use the add button (+) to add an another subfield to the tag and then choose a value.
  5. If you would like to add another tag, use the add button (+) to add another field and enter a tag.

Recommended values for data sync collections:

  • LSN (Local Systems Number) - Libraries that receive WorldCat records for a data sync collection can use the LSN (Local Systems Number) value to include their local system number in a variable field/subfield. If you need your local system number in the 001, you will need to manually add it to your records
  • OCLC Number - Records from Collection Manager include the OCLC number in the 001 and 035 fields
Local Data

You have the option to have Local Holdings Records (LHRs) interleaved with your records and/or to have Local Bibliographic Data (LBD) embedded in or interleaved with your records.

 Caution: When including local holdings records (LHRs) to records, you must select MARC 21 with MARC-8, MARC-21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode in the Record Delivery tab.

Include LHRs

To include LHRs:

  1. Select Include my local holdings records.

    LHR

  2. Select from the drop-down list a delivery method. Options include:
    • Deliver a file of local holdings records only
      You will receive a file of local holdings records only. You will not receive bibliographic records or local bibliographic data. The file name will include "lhr" as follows: metacoll.XXX.new.lhr.D20160213.T042239.1.mrc
    • Deliver a file of local holdings records and a file of bibliographic records
      You will receive local holdings records and bibliographic records in separate files.
    • Deliver a file of local holdings records interleaved with my bibliographic records
      You will receive each bibliographic record followed by its associated LHR(s). Updated bibliographic records and their interleaved LHRs will be output if any associated LHR is deleted, added, or updated and/or if you have WorldCat updates enabled. You will receive an updated record and all associated LHRs, including those that have not changed. This allows you to replace all LHRs for a record without the need to figure out what has been changed. Note: Local bibliographic data will be included if you have selected the Include my local bibliographic data setting.
  3. Enter your OCLC Symbol(s). If you have multiple OCLC symbols, separate each symbol with a space.
 
Include LBD

To include LBD:

  1. Select Include my local bibliographic data.

    LBD

  2. Select from the drop-down list how you would like your LBD included with your records. Options include:
    • Embedded with my bibliographic records
      Select if you want local bibliographic data, such as subjects and notes, embedded in your records.
    • Interleaved with my bibliographic records
      The option to have LBD Interleaved with records is useful for libraries that need to determine which metadata is local and which is coming from the WorldCat bibliographic record.
  3. Enter your OCLC Symbol(s). If you have multiple OCLC symbols, separate each symbol with a space.
 

WorldCat Updates

 Does not apply: This setting does not apply to data sync collections. It does apply to WorldCat updates for your WorldCat holdings.

Record Delivery

(Optional) Change default record delivery settings

Format

If desired, change the default record format. Available formats:

  • MARC 21 with MARC-8 (default)
  • MARC 21 with UTF-8 Unicode
  • MARCXML with UTF-8 Unicode
  • Dublin Core Qualified with UTF-8 Unicode
  • Dublin Core Simple with UTF-8 Unicode
  • OCLC Dublin Core Qualified with UTF-8 Unicode
  • OCLC Dublin Core Simple with UTF-8 Unicode
  • MODS with UTF-8 Unicode
  • TSV (spreadsheet compatible)
    •  Use a default suggested field set or choose custom fields to include in TSV files. Refer to TSV settings.  

 Note: You must select MARC 21 with MARC-8, MARC 21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode, if you choose to add LHRs to your records. 

If you specify record customizations in the Customize Records tab, you must enter MARC 21 fields. For more information about record formats, see MARC 21, Dublin Core, and MARC XML and MODS.

Delivery Frequency

The frequency of record delivery must be set to one of the following:

  • Daily (default)
  • Weekly
  • Monthly
  • Quarterly

     Note: For delivery of WorldCat records from data sync processing, the recommended setting is daily or weekly.

File Output

 Does not apply: This setting does not apply to data sync collections. It does apply to WorldCat updates for your WorldCat holdings.

Uniform Resource Identifiers (URIs)

Links in records make resources more integrated with the Web and more discoverable for end users. If you select URI settings, linked data URIs will be embedded in your MARC records for 1XX, 6XX, 7XX and 8XX fields and will be included in the $0 subfield. $0 is a valid field for linked data URIs even if your ILS currently does not use the linked data information.

If you would like to download records with linked data URIs, select the identity service(s) from which you would like to retain links. If you select more than one identity service, multiple $0s will be appended to the appropriate tags with the appropriate URIs. The order of $0s will follow the order listed in the interface.

By default, none are selected:

Name Headings Identity Services

  • GND Authorities - (Die Gemeinsame Normdatei, German)
  • LC / NACO Authority File - (Library of Congress / Name Authority Cooperative Program)

Subject Headings Identity Services

  • GND Authorities - (Die Gemeinsame Normdatei, German)
  • LC Subject Authority File - (Library of Congress)
  • MeSH Authorities - (Medical Subject Headings)

For more information about Authorities, see Authorities: Formats and indexes.

Cataloging Partner Options

 Does not apply: Cataloging Partner Options only apply to cataloging partner collections in Collection Manager.

Create a bibliographic collection to set holdings on your MARC or BIBFRAME records.

 Caution: When entering text into text fields (e.g., Comment, Description, etc.):

  • Do not add new lines. All text needs to be in one paragraph.
  • Do not copy and paste text from Microsoft Word, email, a web browser, or other sources. Pasted text can contain hidden formatting codes.

 Note:

  • You cannot delete a collection once it has been saved and/or submitted.
  • If you have questions while creating your collection, you can:

Watch a video

Create a WorldCat data sync collection

Run time: 9:30

This video explains how to create a WorldCat data sync collection.  Timestamps provide easy access to the information for each panel of the collection. 

Review Collection Manager institution level settings

See Configure institution settings for bibliographic collections.

Create the collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Click Create a Collection.
  3. Select Data Sync Collection from the Collection Type drop-down list.
  4. Select Bibliographic from the Data Sync Type drop-down list.
     Note: If you have already created this type of WorldCat data sync collection, the following warning will appear:
    An existing WorldCat Data Synchronization collection of this same type already exists. We recommend editing this existing collection; however, you can create a secondary collection type of the same type.
    Generally, you will configure one collection for each type of data to be sent, making it easier to manage the process and maintain up-to-date holdings in WorldCat. If you choose to configure more than one collection for a specific data type, you will need to select one collection as the default.
  5. Click Create. The accordions for this collection appear.

Complete the Properties accordion

The Properties accordion must be completed before you can save your progress when creating a collection.

 Note: If you are sending BIBFRAME data with your data sync collection, please note this in the collection name, description or comments.

  1. Enter a Collection Name for your collection.
  2. Select whether you are part of a Group. Only select Yes if you will be sending data for multiple institutions to be processed under this collection. If you select Yes, be sure to use the OCLC symbol/WorldShare instance for your group when creating a collection. If you do not have an OCLC group symbol, contact OCLC Customer Support for assistance.
     Note: WMS libraries can create bibliographic, bibliographic and local holdings records, and delete WorldCat holdings collections for a group. All other institutions can create bibliographic and delete WorldCat holdings collections for a group.
  3. Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
  4. Select the Original Data Format of your files.
    1. MARC

       Note: Select MARC for MARC21, MARCXML, ONIX or BIBFRAME data.

    2. Non-MARC
       Note: If Non-MARC is selected, specify whether Numeric search keys (NSK) for holdings maintenance only will be sent. OCLC only accepts a .CSV file with OCLC record numbers (with the prefix (OCoLC) ) for NSK processing.
  5. Select whether to Use Record Status for Processing.
    • If Yes, processing will delete holdings if record status is d in a record (Leader byte 05 (Leader/05). Please note that where the institution cannot export or change the record status to d and wants to delete holdings, the institution should complete a Delete Holdings data sync collection.
    • If No, holdings will be set on all records.
  6. (Optional). Enter a Description for the collection. The description field should be used anytime there is an exception or special consideration with your collection (e.g.,  sending BIBFRAME data or setting up a collection to use OCLC number matching only). The exception or special condition should also be added as a comment in the Comments accordion.
  7. Click Save.
     Note: The first time you click Save, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your data sync collection that is used

Complete the Bibliographic Record Information accordion

  1. Click Bibliographic Record Information to open the accordion.
  2. For Initial Estimate for Record Count, enter the number of records that will be sent in the first file.

Complete the System tab

 Note: When selecting multiple locations, use the Add button (Add button) to create additional rows. List locations in order of priority.

  1. Enter the Provider.
  2. Enter the System Name.
  3. Enter the Version.
  4. For OCLC Number Location(s), select the location(s) in your records from the drop-down list.
     Note: These locations will be used for matching. It is important to differentiate the location of the OCLC number and the local system number in your institution's records. The default location of the OCLC number is field 035. As a result, OCLC recommends using a different location for your institution's local system number, such as 907, or another specified field. This ensures that the correct local system number is identified and used in the Cross Reference file output and stored here at OCLC for future use.
  5. For Local System Number Location(s), select the location(s) in your records from the drop-down list.
     Note: Your unique local system bibliographic numbers are stored at OCLC for use in creating local bibliographic data.

Complete the Processing tab

  1. Select whether to Limit Added Records to WorldCat Staging.

    WorldCat Staging is a temporary area where unresolved records or original cataloging records are sent.

    Unresolved records may contain data errors, validation errors, and/or they do not meet OCLC's standards of quality and completeness (sparse records). Due to errors or lack of quality, these records cannot be adequately matched against WorldCat records, and are therefore sent to WorldCat Staging so they can be further reviewed if desired.

    Original cataloging records can also be sent to WorldCat Staging for further review if desired, even if they meet OCLC's standards of quality and completeness. You may opt for this within the Processing tab of the data sync collection (see Available options for original cataloging below).

    All records sent to WorldCat Staging, whether unresolved or original cataloging, are not fully indexed in WorldCat. Instead, these records are assigned provisional OCLC record numbers as their only access points for retrieval. These OCLC record numbers are listed in the Unresolved Cross Reference file created after the data is processed.

    Available options for original cataloging:
    • If Yes is selected, original cataloging records are sent to this temporary location (WorldCat Staging) and are assigned provisional OCLC numbers. Use this response if you DO NOT want to add original cataloging records to WorldCat. Consult with your Database Specialist if you have questions about this option.
    • If No is selected, original cataloging records ARE added to WorldCat and are fully indexed; however, these records must meet OCLC's standards of quality and completeness. Original cataloging records that do not meet OCLC's standards of quality and completeness will be sent to WorldCat Staging.
  2. The option to Replace Records in WorldCat is greyed out and set to yes by default. If you would like this setting updated to no:
    1. After submitting the collection, add a comment in the Comments accordion, to let the data sync team know that you would like this option to be changed.
  3. Select whether to Use Language of Cataloging (040 $b) Field from Records.
    • If Yes, the language of cataloging indicated by the three-character language code in the 040 $b of your records is retained for use. When no value is found, then English (eng) is assumed.
    • If your records do not contain a value in the 040 $b and/or your records are cataloged in a language other than English, select No and select the language of cataloging from the Default Language of Cataloging Code drop-down list.
  4. If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
     Note:
    • When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging.
    • When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
  5. Click Save.

Complete the Groups tab (Group collections only)

  1. Select the symbol that will be used to build the 040 $a and $c when bibliographic records are added to WorldCat.
    • Symbol (default) - Your OCLC group symbol is automatically populated, but this field can be edited with any valid OCLC symbol.
    • Institution Unique Identifier - The first institution identifier (OCLC symbol) found in a record is used to build the 040 $a and $c when bibliographic records are added to WorldCat.
  2. For Institution Unique Identifier Location, enter a Tag and Subfield. This field and subfield are used in combination with your translation table to set or cancel holdings and to indicate where the internal identifiers specified for the shared local system are in your group records.
  3. The Group Bibliographic Translation Table Status indicates what workflow process the translation table is in. The status is set by OCLC staff and is not editable. Options are:
    • None (default)
    • Save in Progess - Database specialists are creating the translation table.
    • Submitted - OCLC has sent you the translation table for review.
    • Being Reviewed - You have reviewed the translation table and sent it back to OCLC; a database specialist is performing a last review of the table.
    • Accepted - The translation table is ready to process.
  4. Click Save.

Complete the Local Bibliographic Data Information accordion

Local bibliographic data (LBD) allows you to add fields that are unique to your institution and records. Data sync processing also creates LBD with your local system number (LSN) so that records can be output via Collection Manager.

Local bibliographic data fields supported
2XX 5XX 6XX 7XX
240 500 600 700
  501 610 710
  590 611 711
  591 630 730
  592 650 790
  593 651 791
  594 655 792
  595 690 793
  596 691 796
  597 695 797
  598 696 798
  599 697 799
    698  
    699  
  1. Click Local Bibliographic Data Information to open the accordion.
  2. Identify which LBD fields need to be retained and the corresponding source locations on your system in the Retained LBD Fields expandable tables. If you have any questions about identifying LBD fields to retain, contact OCLC Support.
  3. Click Save.

Complete the MARC Record Output Information accordion

 Caution:

  • Deliver my library records only is not available for XML data sent for data sync processing. If you send XML data for data sync processing, select Deliver WorldCat records only when enabling MARC record delivery.
  • Deliver my library records only is not currently available for BIBFRAME data sent for data sync processing. If you send BIBFRAME data for data sync processing, select Deliver WorldCat records only when enabling MARC record delivery.
  1. Click MARC Record Output Information to open the accordion.
  2. Select whether to Enable MARC Record Delivery.
    • If Yes, select what type of records to return in the Records Returned drop-down list.
      • Deliver my library records only - Returns your submitted records if matched or added with the OCLC Control Number inserted in the 035 $a with a prefix (OCoLC).
      • Deliver WorldCat records only - Records will be output when Local Bibliographic Data (LBD) is created or updated via DataSync processing. 

         Note: Your Local System Number (LSN) is saved as Local Bibliographic Data (LBD) even if you do not retain other LBD fields.

        If selected, the OCLC number appears in both the 001 and 035 fields. For WorldCat Records, go to the Institution Settings panel in Collection Manager to select the OCLC symbol and enable MARC Record Delivery. If additional record customization is needed, you can complete the settings in the Institution Settings panel.

         Note: If your library requires the entire data set, you will need to create a query collection.

        • For Unresolved Record Delivery, select the Deliver unresolved WorldCat records check box to include unresolved records in your MARC record delivery. This allows you to review any unresolved records for further action.
           Note:
          • This option is only available for WorldCat record delivery.
          • To stop delivery of unresolved records after you have submitted your collection, leave a comment for your database specialist in the Comments accordion.
    • Click Save.

Complete the Comments accordion

The Comments accordion appears after you save your collection for the first time. It allows you to communicate with the database specialist assigned to your collection.

  • A database specialist is assigned to your project after you submit a file for review.
  • Database specialists can also communicate with you about your collection using the Comments accordion.

 Note: You would only complete the Comments accordion while creating a collection if you have a question or need to convey information not addressed in the collection.

Click Comments to open the accordion.

Add a comment to the list

  1. Click Add Comment. The Add Comment window opens.
  2. Enter a Topic for your comment.
  3. Enter a Comment about your collection.
  4. Click Add Comment to save your comment to the list. An OCLC staff member will respond to your comment in the Comments accordion, using the same Topic. Check the Comments accordion after 24-48 hours, as you will not receive an email when a staff member responds.
     Note: Once you have added your comment to the list, it cannot be edited or deleted.

View a comment in the list

  1. Click the Topic of the comment you wish to view.
  2. Click Cancel to return to the comment list.

Complete the Contact Information accordion

The information entered in the Contact Information accordion is required so that OCLC staff can contact you with questions about your collection. You must add a contact before your collection can be submitted.

  1. Click Contact Information to open the accordion.
  2. Enter the contact's Last Name.
  3. Enter the contact's First Name.
  4. Enter the contact's Title.
  5. Enter the contact's Telephone number and Email Address.
  6. Click Save.
     Note: When adding multiple contacts, use the Add button (Add button) to create additional rows. List contacts in order of priority.

Submit your collection

  1. Select Submit Collection to OCLC from the Collection Actions drop-down menu.
     Note: You cannot delete a collection once it has been saved and/or submitted.

Data synchronization allows for the processing of multiple file formats. In order to ensure your files are processed correctly, please follow the data requirements below.

 Note: MARC data is required for all bibliographic collections.

Leader and Directory

MARC records must contain valid Leader and Directory information in order for a file to be recognized and processed correctly. Please consult the Library of Congress MARC 21 Format for Bibliographic Data for valid Leader and Directory information.

Include

 Note: Certain Leader values will differ depending on whether the submitted data is MARC Bibliographic or MARC Holdings format:

Leader offset Leader element in MARC bibliographic format Valid values in MARC bibliographic format   Leader element in MARC holdings format Valid values in MARC holdings format
00-04 Record length Computer-generated, five-character number equal to the length of the entire record, including itself and the record terminator. The number is right justified and each unused position contains a zero.   Record length Computer-generated, five-character number equal to the length of the entire record, including itself and the record terminator. The number is right justified and each unused position contains a zero.
05 Record status a, c, d, n, p   Record status c, d, n
06 Type of record a, c, d, e, f, g, i, j, k, m, o, p, r, t   Type of record u, v, x, y
07 Bibliographic level a, b, c, d, i, m, s   Undefined character position blank space
08 Type of control blank space, a   Undefined character position blank space
09 Character coding scheme blank space, a   Character coding scheme blank space, a
10 Indicator count 2   Indicator count 2
11 Subfield code length 2   Subfield code length 2
12-16 Base address of data Computer-generated, five-character numeric string that indicates the first character position of the first variable control field in a record. The number is right justified and each unused position contains a zero.   Base address of data Computer-generated, five-character numeric string that indicates the first character position of the first variable control field in a record. The number is right justified and each unused position contains a zero.
17 Encoding level blank space, 1, 2, 3, 4, 5, 7, 8, u, z   Encoding level 1, 2, 3, 4, 5, m, u, z
18 Descriptive cataloging form blank space, a, c, i, n, u   Item information in record i, n
19 Multipart resource record level blank space, a, b, c   Undefined character position blank space
20 Length of the length-of-field portion 4   Length of the length-of-field portion 4
21 Length of the starting-character-position portion 5   Length of the starting-character-position portion 5
22 Length of the implementation-defined portion 0   Length of the implementation-defined portion 0
23 Undefined 0   Undefined 0
Additional MARC Leader information

For complete information about the MARC Leader, see:

Exclude

Please ensure that your submitted UTF-8 MARC data files do not begin with a byte order mark (BOM). MARC data files received with byte order marks will be rejected.

  • A byte order mark (BOM) is a sequence of bytes embedded in some Unicode files to help make sure they are read correctly by some web browsers and server environments. The Unicode Standard permits the BOM in UTF-8 (hexadecimal values EF BB BF) but does not require or recommend its use. Byte order has no meaning in UTF-8 and OCLC does not accept UTF-8 encoded files containing BOMS.

Fields and subfields

MARC records must contain valid field and subfield information in order for a file to be recognized and processed correctly. Please consult the Library of Congress MARC 21 Format for Bibliographic Data for valid Field and subfield information.

Include
Field/Subfield Field/Subfield name Requirement
035 System Control Number Required if available. If available, include an OCLC control number, with valid prefix, in every record. 
040 b Cataloging Source: Language of cataloging Include a language code if any cataloging data is in a language other than English. If this is not coded, our system will assume the item is cataloged in English.
040 e Cataloging Source: Description conventions Include a cataloging description MARC code for rare and archival materials only.
066 Character Sets Present Where this field exists, include 880 fields.
245 Title Statement This tag is mandatory. Include the title proper.
5xx Note Fields See ** below
880 Alternate Graphic Representation Where this field exists, include field 066.

**Use UTF-8 Unicode or MARC-8 character encoding. 
 Caution: For all tags, but especially when entering text into text fields (e.g., Comment, Description, etc.):

  • Do not add new lines. All text needs to be in one paragraph.
  • Do not copy and paste text from Microsoft Word, email, a web browser, or other sources. Pasted text can contain hidden formatting codes which can generate errors.
Tag order
Fields 001, 003, 005, and 035 should be in tag order.
Duplicate records
Each record sent for a single symbol should have a unique local system number in a consistent location. Although this list is not exhaustive, local system numbers are typically found in the following tags: 001, 049, 035, 9xx, and 852.

 Caution: When the system identifies duplicate records or multiple matches in your submitted data sync file, the file will be rerun in an attempt to resolve the issue. Multiple reports and files may be generated for each retry.

Before sending your files for data sync processing there are steps you can take to evaluate and prepare your data, giving you the opportunity to solve potential errors in advance. Note that not all pages listed below are relevant to all types of data sync collections. If you are unsure which data preparation steps to take, please consult with your Database Specialist.

 Caution: Currently when the system identifies duplicate records or multiple matches in your submitted data sync file, the file will be rerun in an attempt to resolve the issue. Multiple reports and files may be generated for each retry.

Title Description
OCLC control numbers and data sync records

Find out how OCLC control numbers are used for matching in data sync processing.

 Note: Information on this page applies to the following data sync collection types:

  • Bibliographic
  • Local holdings records
  • Delete local holdings records
Local system number Find out how your local system number is used for data sync processing in WorldShare Collection Manager.
035 field and OCLC control numbers Find out how data sync processing uses preprocessing routines to map existing OCLC control numbers to field 035 $a, prefixed with (OCoLC).
Record status Find out how the record status value in a record impacts data sync processing in WorldShare Collection Manager.
Prepare your BIBFRAME data

Discover the specifications and guidelines for BIBFRAME data.

 Note: Information on this page applies to the following data sync collection types:

  • Bibliographic
  • Delete WorldCat holdings
Other common errors Find common errors in data sync processing, how they can be prevented, and whether they can be addressed by preprocessing routines in bibliographic data sync collections.

Upload a file

You can upload your files using My Files, which is located under the Metadata module in the WorldShare interface. You also have SFTP options.

 Note: 

  • For bibliographic and delete WorldCat holdings collections, you can submit MARC, MARCXML, BIBFRAME 2.2.0 and ONIX 3.0 or above files for data sync processing.
  • When uploading using My Files, please note that there is a one (1) gigabyte file size limit. If you have files to upload that exceed the 1 GB size limit, please upload using SFTP.
  • Uploaded files are retained in the WorldShare interface for one year. To verify that your files have been processed, click Uploads and search for the collection ID and date the file was uploaded in the File Name column.

collection-manager-my-files-uploads.png

  1. Navigate to Metadata > My Files.
  2. Click Uploads.
  3. Click Upload your file to locate the file you wish to upload. Refer to File naming conventions below for more information.
  4. Select your file and click Open. The file name appears under Selected file. 
  5. Select the File Type.
    • Data sync bibliographic
    • Data sync LHR
  6. Click Upload file. A confirmation message appears when the file has successfully uploaded. If a file was unable to upload, an error message will appear.

Watch a video

Exchange files with OCLC

Run time: 6:05

This video describes how to exchange files of data with OCLC. It includes information about uploading files and retrieving reports for data sync collections, using filters to find specific file types and the process of downloading files and reports.

File naming conventions

Each file name must be unique and must include:

  • 7-digit data sync collection ID - Include as the first element of the file name, immediately followed by a period. This ensures that the file will be processed under the correct data sync collection.
  • OCLC institution symbol - Include as the second element of the file name, separated from the collection ID by a period.

General rules

Include

  • A period should be used to separate distinct elements within a file name.
  • A valid 7-digit data sync collection ID must be included at the beginning of the file name and must be immediately followed by a period.
  • The OCLC institution symbol for which the file should be processed must be included as the second element of the file name and must be preceded and followed by a period.
  • Alphanumeric characters are allowed. Letters can be both upper and lower case.
    • MARC data files (Bib or LHR) should have the filename extension that corresponds with the datatype, for example .mrc or .xml
    • Non-MARC data files should have the filename extension .csv.
  • Control characters @, $, and # will be converted as follows:
    • @ will be replaced with _64
    • $ will be replaced with _36
    • # will be replaced with _35

Do not include

  • Periods, dashes, and/or underscores at the beginning of the file name
  • Spaces and other non-alphanumeric characters

Watch a video

WorldCat data sync collections: Name files to upload

Run time: 2:41

This video reviews how to name files to upload for data sync processing.

Find information about record processing

See Understand record processing.

If you have questions about data processing, please contact your Database Specialist.  

Topic Details
Data sync processing Find information about data sync processing, including holdings translation tables, record validation, sparse records, and unresolved records.
WorldCat data sync collections: Process records in WorldCat staging

Find an overview of WorldCat Staging and learn how to fix unresolved records in Connexion client and WorldShare Record Manager.

 Note: Information on this page applies to the following data sync collection types:

  • Bibliographic
  • Bibliographic and local holdings records
WorldCat data sync collections: Post-processing

Run time: 11:30

This video describes bibliographic reports generated after files are processed through WorldCat data sync collections. You will also learn about unresolved records and how to process them. Timestamps allow you to jump to a specific section of the video.

 Note: All Own Record Return files are output in UTF-8.

Download a file

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. You also have SFTP options.

See Record output and timing for an output schedule for files of records and timing by collection type.

To download a file using My Files:

  1. In the WorldShare interface, navigate to Metadata > My Files.
  2. Click Downloads.
  3. Locate the file you want to download:
    • In the File Name column, find the file you want to download, or
    • Use the Show filters button Show filters button in WorldShare Collection Managerto limit the results by file type. Options include:
      • Records - New
      • Records - Deleted
      • Reports
      • Records - Updated
      • Records - Contract Services
      • Records - Cataloging Partner
    • Select Hide downloaded files to hide files that have been previously downloaded, or select Show all files to show the files regardless of if they have been previously downloaded.
  4. Select Download in the row for the desired file. The file will automatically download to your workstation.

Metadata interface highlighting Collection Manager, Downloads under My Files, and the table filter button.

Watch a video

Download your records in My Files

Run time: 3:00

This video demonstrates where and how to download your files of MARC records, as well as discusses file naming conventions and retentions in My Files.

About columns in My Files

See Files of records and file names for details about file names.

Column name Description Notes
File Name Each file name will be unique. See Files of records and file names for details. This column can be sorted (A to Z; Z to A).
File Type    
Size The size listed reflects the size of the file (e.g., 10KB). File size does not reflect the number of records, only the size of the file.  
Post Date* This is the date the file became available for your institution to download. The most recent post date will be listed first. This column can be sorted (ascending / descending).
Download Date* After you download a file from the WorldShare interface, the date of the download will appear in this column. If the file is downloaded multiple times, the date will reflect the most recent date of download. United States Data Center
The date value in the interface will not reflect downloads performed by FTP, SFTP, or SCP.

Australian, Canadian, and European Data Centers
The date value in the interface will reflect all file downloads (My Files, SFTP, or SCP).
Download Click the Download button to download the file. You may download a file multiple times.  
*Depending on your geographic location, the date format will vary. For example, DD/MM/YYYY is used for the United States, DD.MM.YY is used for Germany, and so forth.

File size

Files include no more than 100,000 records each. Batches of records that include more than 100,000 records will be split into multiple files with successive files extensions.

File retention

Files are retained for 90 days.

  • Files are available for download in the WorldShare interface and on the server for 60 days. Files can be downloaded multiple times.  
  • Files older than 60 days can be requested via OCLC Support and are not available for download in the WorldShare interface or on the server. The filename for files older than 60 days will still be listed under their original filename with -stub.txt appended to the end.
    • To request the file, contact OCLC Support and include the original file name in your request, and use Collection Manager File Request as the subject line. 
      • The file will be available for download within 2-4 business days. It will be available to download for 30 days and then deleted.

 Note: Collection Manager output files older than 7 days will be compressed (i.e., zipped) in order to improve performance. Compressed files are given the .zip extension but retain their original file name (e.g., metacoll.OCWMS.new.D20170612.T141740.1.mrc becomes metacoll.OCWMS.new.D20170612.T141740.1.mrc.zip). 

It is recommended that you process record files in date order.  When processing records for a specific date, it is recommended that they are processed in the following order: Deletes, New, Merges, and Updates. See Criteria for new, update, delete, and merged records for more information.

Watch a video

Download your records in My Files

Run time: 3:00

This video demonstrates where and how to download your files of MARC records, as well as discusses file naming conventions and retentions in My Files.

About columns in My Files

See Files of records and file names for details about file names.

Column name Description Notes
File Name Each file name will be unique. See Files of records and file names for details. This column can be sorted (A to Z; Z to A).
File Type    
Size The size listed reflects the size of the file (e.g., 10KB). File size does not reflect the number of records, only the size of the file.  
Post Date* This is the date the file became available for your institution to download. The most recent post date will be listed first. This column can be sorted (ascending / descending).
Download Date* After you download a file from the WorldShare interface, the date of the download will appear in this column. If the file is downloaded multiple times, the date will reflect the most recent date of download. United States Data Center
The date value in the interface will not reflect downloads performed by FTP, SFTP, or SCP.

Australian, Canadian, and European Data Centers
The date value in the interface will reflect all file downloads (My Files, SFTP, or SCP).
Download Click the Download button to download the file. You may download a file multiple times.  
*Depending on your geographic location, the date format will vary. For example, DD/MM/YYYY is used for the United States, DD.MM.YY is used for Germany, and so forth.

File size

Files include no more than 100,000 records each. Batches of records that include more than 100,000 records will be split into multiple files with successive files extensions.

File retention

Files are retained for 90 days.

  • Files are available for download in the WorldShare interface and on the server for 60 days. Files can be downloaded multiple times.  
  • Files older than 60 days can be requested via OCLC Support and are not available for download in the WorldShare interface or on the server. The filename for files older than 60 days will still be listed under their original filename with -stub.txt appended to the end.
    • To request the file, contact OCLC Support and include the original file name in your request, and use Collection Manager File Request as the subject line. 
      • The file will be available for download within 2-4 business days. It will be available to download for 30 days and then deleted.

 Note: Collection Manager output files older than 7 days will be compressed (i.e., zipped) in order to improve performance. Compressed files are given the .zip extension but retain their original file name (e.g., metacoll.OCWMS.new.D20170612.T141740.1.mrc becomes metacoll.OCWMS.new.D20170612.T141740.1.mrc.zip). 

It is recommended that you process record files in date order.  When processing records for a specific date, it is recommended that they are processed in the following order: Deletes, New, Merges, and Updates. See Criteria for new, update, delete, and merged records for more information.

Understand reports

See Understand My Files reports.

Reports 

Additional resources