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OCLC Support

UnityUK data upload

Find information about the format for holding additions/deletions and bibliographic records and reports in UnityUK.

Introduction

This document describes how the UnityUK libraries can upload data from their library to the UnityUK CBS database by transferring files in a  given structure via FTP and/or email.

Notify format of library holdings

Each record must start on a new line within the library holdings file. Internally, a check is performed on the existence of carriage return and/or linefeed characters (used on MS-DOS/Windows and Macintosh), as well as the new line character ('\n', used on UNIX) to remain as platform-independent as possible.

The new record format is as follows:

Character position Length Contents See
1 13 (max) Control number Control number
14 1 Semicolon (;)  
15 4 Library code Library code
19 1 Semicolon (;)  
20 1 Lending/Ref. Lending/Reference
21 1 Semicolon (;)  
22 1 Addition/Deletion Addition/Deletion

Example file for library with library code 0003:

0901496278;0003;L;A
3871740454;0003;L;A
b5307023;0003;R;A
b5314548;0003;L;D
b5404925;0003;L;A
b5709825;0003;L;A
0573012504;0003;R;A
b5714853;0003;L;A
9780283070440;0003;L;A
9693802438;0003;L;D
9781874494713;0003;L;D

Control number

The control number acts like the existing control number, and can have one of the following five control number types:

ISBN

An ISBN number, consisting of 10 to 13 characters. ISBNs should not be input with dashes.

BNB

BNB fields are structured as follows:

Character position Length Contents
1 1 Characters B or b
2 2 Year prefix
4 5 Processing designator

Until 1999, the year prefix consisted of the last two digits of the year of issue of the record. From the year 2000, character position 2 is occupied by an alphabetic character, and the value of the year prefix therefore runs from A0 to A9 (for 2000-2009) then from B0 to B9 and so on.

The processing designator must have one of the following two structures:

  • a five digit number (right justified with zero fill) between 00001 and 99999;
  • a four digit number (right justified with zero fill) between 0000 and 9999, preceded by an alphabetic character between A and Z.

Examples: A0000, A0123, C0033, Z9999. Upper - and lowercase alphabetic characters are possible.

Since the addition of a record field delimiter eliminates the need to pad the control field up to exactly 10 characters, the additional spaces at the end of the BNB number are dropped.

Library of Congress

Must be input as the character string LC or lc, followed by 8 digits. Spaces are allowed before the character string.

OCLC

Must be input as the character string OC, oc, OCM or ocm, followed by 8 digits.

Library code

This field is a four-digit or one letter three-digit regional location code. The first digit or letter denotes the region.

Examples UnityUK libraries:

0003    Lancashire County Library
1102    Filton college
2044    South Ayrshire Council

Examples LinkUK libraries:

D013    Warwickshire
F025    Enfield
F061    East Sussex County Library

Please contact the UK Support Desk on 0114 281 6042 or support-uk@oclc.org if you do not know your four-digit library code.

Lending/Reference

This field consists of 1 mandatory character:

  • the character L if the book is in the lending library;
  • the character R if the book is only available for reference.

Only uppercase L and R characters are allowed.

Addition/Deletion

This field consists of 1 mandatory character:

  • the character A if this item is an addition to stock;
  • the character D if this item is deletion from stock.

Only uppercase A and D characters are allowed.

Delivery date

The holdings file will be sent once a month to the email or ftp address of OCLC Leiden, including the updates since the previous submission.

Methods of supply

We will only accept updates of library holdings sent by email or FTP. Note that email addresses and FTP server addresses are announced, but can be changed.

Email

Please make sure the library holdings data is enclosed in the body of the email message. (Do not send the library holdings in an attachment).

To ensure that we can always correctly identify data back to the source, we use the subject line of the email for authorization purposes. Please observe the following structure for construction of the email subject contents:

Character position Length Contents
1 4 Library code
5 3 Character month of production
8 1 Follow-up digit (if needed)

Only uppercase characters are allowed in the subject of the email.

Each email is limited to holdings data for 1 single library only.

Examples of email subject lines:

  • 0007MAY
  • 2050NOV1
  • F060MAR
Method of supply email

Send an email containing the holdings to unityuk@oclc.org.

 Note: The sender email address of the original library holdings email is used as the address to send any error and/or statistics reports to, so please mail from/with an email address that is reachable.

FTP

The general procedure for submitting library holdings data with FTP is as follows.

Please make sure the filename is structured as follows:

Character position Length Contents
1 4 Library code
5 3 Character month of production
8 1 Follow-up digit (if needed)

Only uppercase characters are allowed in the filename.

Examples:

  • 0007MAY
  • 2010NOV1

Each FTP holdings file is limited to holdings data for 1 single library only.

Method of supply FTP

(If you have not already done so, you will need to contact the UK Support Desk on 0114 281 6042 or support-uk@oclc.org and ask for a password to access the FTP server)

From the DOS prompt
  1. Charge to the directory when the files are stored on your computer.
  2. Type ftp ftp-emea.oclc.org then press Enter.
  3. Enter the username and password given to you.
  4. Type bin then press Enter.
  5. Type put followed by the filename, then press Enter. Example: put 0005MAY
  6. Once file transfer is completed, type quit then press Enter.

Format of bibliographic records

The format of full bibliographic records with added library holdings in MARC21 or UKMARC standard format are described in two documents [1] and [2]/

The tags are described following the international standards.

Note the specific local tag 999 for the holdings (library location):

NOT REPEATABLE

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Examples:

  1. 999.00$a0013 1046 4048 7092
  2. 999.00$b2089

Delivery date

The bibliographic records (inclusive of the holding information) should be sent once a month to the ftp address of OCLC Leiden, including the updates since the previous sending.

Methods of supply

We can accept bibliographic records by FTP or via the file upload facility that uses a browser. Note that FTP server address is announced, but can be changed.

FTP

The general procedure for submitting bibliographical records with FTP is as follows. Please make sure the filename is structured as follows:

Character position Length Contents
1 4 Library code
5 3 Character month of production
8 2 Follow-up 2-digits starting with '01'
10 1 Dot: '.'
11 3 M21: for MARC21 records
UKM: for UKMARC records

Only uppercase characters are allowed in the filename.

Examples:

  • 0007MAY01.UKM
  • 2050NOV01.M21

Each FTP bibliographic file is limited to data for 1 single library only.

Method of supply FTP

(If you have not already done so, you will need to contact the UK Support Desk on 0114 281 6042 and ask for a password to access the FTP server)

From the DOS prompt
  1. Change to the director where the files are stored on your computer.
  2. Type ftp ftp-emea-oclc.org then press Enter.
  3. Enter the username and password given to you.
  4. Type bin then press Enter.
  5. Type put followed by the filename, then press Enter. Example: put 0005MAY01.M21
  6. Once the file transfer is complete, type quit then press Enter.

File upload facility

A file upload facility which uses a browser is always available:

Other formats and filenames

Following contact from several libraries OCLC discovered that some were unable to create holdings update files in the formats described in Notify format of library holdings and Format of bibliographic records above. OCLC now supports files created as simple ISBN lists and the notify format previously defined by TALIS.

ISBN List

The ISBN list format is a control number followed by a carriage return and line feed (e.g. one ISBN number per line in a single column). The file contains only control numbers for additions. Deletions are not possible using an ISBN list.

Only one location can be represented in a file. The location must be identified in the file name (first four characters).

The file must be sent by FTP.

Example:

Filename 5009ISBNListFeb08.txt

0007182287
0007191405
0007196148
0007196172
000719918X
0007210590
000721863X
9780721915593
9781599211473

Notify format fixed length

A file of Notify fixed length format records can include both addition and deletion records, as this format includes a record status.

The format is as follows:

Position Size Contents See
0-9 10 Control number Control number
10-13 4 Library code Library code
14 1 Lending/Ref. Lending/Reference
15 1 Addition/Deletion Addition/Deletion
16-19 4 Blank  

The structure described above is repeatable, so all control numbers will be in one line.

Example:

‘05730125040003LA   b5714853  0003LA    38717404540003LA    ’

(The quotation marks are for illustration only -they are not part of the record.)

The drawback with this format is that control numbers longer than 10 characters are not supported (e.g. 13 digit ISBN numbers are not supported by this format).
This is the structure previously defined by TALIS.

The location must be identified in the file name (first four characters).The file must be sent by FTP.

Database dumps

The formats described in this document are defined for updates. Database dumps can also be sent to OCLC in the formats described herein.

Filenames

The filename for a data file must indicate which format and data type (database dump or update) is included. OCLC can create a separate scheme for each library, describing how the files are structured. Some libraries send updates for additions in UKM format, and deletions in NOTIFY format.

Examples:

Filename Content
1054ADD.BEX.036 Update Addition in UKM format
1054DEL.LST.036 Update Deletions in NOT format
0008NOV19.UKM Update Additions in UKM format
0010DEC04.M21 Database dump in M21 format
0057FD.NOT.062 Database dump in NOT format
1005FDA.NOT.106 Database dump in NOT format
7015decISBNList.txt Database dump in ISBN format
F019JAN.UKM Database dump in UKM format

All these filename structures are accepted by OCLC.

Summary method of supply

Overview method of supply for different data types (update and database dump) and formats.

Update files Transfer
Notify format with separator ";" (see FTP and EMAIL
Notify format, fixed length, control number max 10 digits (see Notify format of library holdings) FTP
UKMARC (see Format of bibliographic records) FTP
MARC21 (see Format of bibliographic records) FTP
ISBN (see ISBN List) FTP
Database dumps Transfer
Notify format with separator ";" (see FTP
Notify format, fixed length, control number max 10 digits (see Notify format of library holdings) FTP
UKMARC (see Format of bibliographic records) FTP
MARC21 (see Format of bibliographic records) FTP
ISBN (see ISBN List) FTP

Reference

[1] Specifications of the TCR MARC21 Cataloguing Format, Martin Talmon, 23-02-2006.

[2] Specifications of the TCR UKMARC Cataloguing Format, Martim Talmon, 23-02-2006.

 

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