Overview

Discover an overview of the ongoing non-MARC numeric search key collection learning path.

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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 non-MARC numeric search key collection to have OCLC use a simple list of data to match against WorldCat records for setting or canceling holdings.

Image of the data sync workflow

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

Create a non-MARC numeric search key collection to have OCLC use a simple list of data to match against WorldCat records for setting or canceling holdings.

 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:

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 or Delete WorldCat Holdings from the Data Sync Type drop-down list.
     Note: If you have already created a WorldCat Data Synchronization collection with the secondary collection type, the following warning appears:
    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.
  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.

  1. Enter a Collection Name for your collection.
  2. Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
  3. Select Non-MARC for the Original Data Format.
  4. Select Yes for Numeric Search Keys for Holdings Maintenance Only.
     Note: You must send a .CSV file, encoded as UTF-8. Please see data requirements.
  5. (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., 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.

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 MARC Record Output Information accordion

  1. Click MARC Record Output Information to open the accordion.
  2. Select Yes for Enable MARC record delivery.
  3. Click Institution Settings in the left navigation.
  4. Click OCLC Symbol to open the accordion.
  5. Select your OCLC symbol if it is available in the interface but is not selected.
    If your OCLC symbol is not available in the interface, follow the instructions to edit your information in the WorldCat registry.
  6. Click Save.

 Note: Non-MARC numeric search key collections allow delivery of WorldCat records only.

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 requirements for single libraries

Data must be sent as a .CSV file, consisting of a spreadsheet such as Excel, containing two columns. It must be saved as CSV UTF-8 (Comma delimited) and encoded as Unicode (UTF-8).

  • The first column of the spreadsheet should contain no data save for the heading “LSN”. Processing of the data will add an arbitrary value so WorldCat records can be output for Holdings Maintenance Only.
  • The second column should have the heading “OCLC_Number” and contain a list of OCLC control numbers with the prefix “(OCoLC)”, e.g., (OCoLC)198765401. 

Download the Numeric search key template.
 Note:

  • Both columns must be present in the spreadsheet even though the LSN column will remain empty.
  • The order of the columns in the template should not be changed.
  • Save the template as CSV UTF-8 (Comma delimited) and the encoding as Unicode (UTF-8).

Data requirements for groups

You can send a list of OCNs to manage holdings for multiple libraries using a Group non-MARC numeric search key collection. Data must be sent as a .CSV file, consisting of a spreadsheet such as Excel, containing three columns. It must be saved as a CSV file in UTF-8 (Comma delimited) format and encoded as Unicode (UTF-8).

  • The first column of the spreadsheet should have the heading "LSN".
    • This column can be empty.
  • The second column should have the heading "OCLC_Number" and contain a list of OCLC control numbers with the prefix "(OCoLC)", e.g., (OCoLC) 198765401.
  • The third column should have the heading "Identifier" and contain the identifiers for the libraries for which holdings are to be managed.
    • The identifier(s) can be the OCLC symbol(s) or another identifier that is unique to the corresponding OCLC symbol.
    • Each library identifier for a particular OCN should be on a separate line.

Download the Group Numeric search key template.
 Note:

  • All three columns must be present in the spreadsheet.
  • The order of the columns in the template should not be changed.
  • Save the template as CSV UTF-8 (Comma delimited) and the encoding as Unicode (UTF-8).

Encode a .CSV Excel file to Unicode (UTF-8)

 Note: UTF-8 encoding a .CSV in Excel is not available for Mac.

Encode a .CSV Excel file as Unicode (UTF-8)

  1. Click the File tab.
  2. Click Save As.
  3. Enter your file name and update your file path as needed.
    • Include the collection ID as the first element of the file name followed by the OCLC institution symbol as the second element. A date and/or description can follow the symbol to help identify the file. Periods should be used between each data element., e.g. 1011111.OCL.20200301.NSK
  4. Select CSV UTF-8 (Comma delimited) from the Save as type drop-down list.
  5. Click More Options and select Web Options from the drop-down list.
  6. Click the Encoding tab.
  7. Select Unicode (UTF-8) from the Save this document as drop-down list.
  8. Click OK.
  9. Click Save.

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.

Metadata interface highlighting the Uploads option under My Files in the left navigation menu

  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 Data sync processing for information about data sync collection 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

 Note: Files are made available via SFTP at least once every three hours (approximately), while files are made available via My Files three or four times a day. Thus, it is possible to see a file via SFTP before it is available via My Files. OCLC is working on tighter synchronization between SFTP and My Files so that files will appear in both places almost simultaneously.

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.

Understand reports

Reports 

Additional resources