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Learner guide: Collection Manager - What it is and how libraries use it

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Course overview

This course introduces WorldShare Collection Manager, including the types of collections to help libraries manage the metadata for their libraries' electronic and print resources. After this training, learners will gain foundational knowledge of the collection types in Collection Manager. They will be able to determine the types of collections to use to manage the metadata for their libraries' electronic and print materials.

 Note: This learner guide is designed to accompany the Collection Manager: What it is and how libraries use it course. If you attended the Collection Manager: What it is and how libraries use it  instructor-led course or listened to the recording,  please complete our brief survey. Your feedback is very important! Thank you! 

WorldShare Collection Manager

Automates delivery of WorldCat records and maintenance of WorldCat holdings for your library’s electronic and print materials.

Use Collection Manager if you want to:

  • Ensure that your users have timely access to the electronic materials in your library.
  • Maintain WorldCat holdings for your library’s electronic and print materials.
  • Streamline metadata management for your library’s electronic resources.
  • Make your government documents available for quicker discovery.
  • Share your library’s electronic content with other libraries.
  • Receive updated records based on changes to the WorldCat record.
  • Register your library's shared print retention commitments.

Refer to Create a Collection Manager account for access information. See the WorldShare Collection Manager documentation for additional information.

Types of collections

WorldCat data sync collection

Automates adding, changing, and removing of holdings information for large number of records.

How to use it

  • Your library is new to OCLC and you want to add records from your library’s catalog to WorldCat.
  • Parts of your library’s holdings information have never been added to WorldCat.
  • Your library’s holdings in WorldCat are out-of-sync with its local catalog.
  • Your library has not consistently added or deleted holdings in WorldCat.
  • You need to add holdings to WorldCat for bibliographic records your library obtains from other sources.
  • You need to efficiently delete your library’s holdings on a regular basis as part of ongoing weeding of your library’s materials.
  • You want to add original bibliographic records to WorldCat that you have cataloged only in your library’s local catalog.
  • You want to add or update local holdings records (LHRs) in WorldCat.
  • You want to register your library’s shared print retention commitments.

Refer to Data Sync collection documentation for additional details. 

WorldCat query collection

Automates delivery of WorldCat records based on defined WorldCat search indexes.

How to use it

  • You want records for all your library’s print serials.
  • You want records for new titles cataloged in WorldCat to add to a shared catalog.
  • You want records for new titles added to an open-access collection to add to your local catalog.
  • You want records for multiple OCLC symbols.
  • You want records for all your library’s holdings in WorldCat.

Refer to Query Collection documentation for additional details. 

 Note: Use Searching WorldCat Indexes documentation for help with search indexes.

WorldCat cataloging partner collection

Automates delivery of WorldCat records for titles your library has purchased from materials vendors.

How to use it

  • You want to get materials to your users more quickly.
  • You want to reduce time staff spends searching for and editing records and handling materials.
  • You want to make your materials visible on the Web by having holdings attached to records automatically.
  • You purchase materials from these participating material providers.

Considerations

Questions Answers
How can I determine if my material provider is a participant? Find a list of participating material providers.
Will records using cataloging partner collection work in my ILS (local catalog)? If you are currently loading records from Connexion into your ILS, you should be able to load cataloging partner collection records using the same procedures.
Can I add local acquisitions data to records and special requirements for the formatting of Dewey call numbers? WorldCat cataloging partner collection provides profiling options for local data and call numbers.

Refer to WorldCat cataloging partner collections documentation for additional details. 

WorldCat knowledge base collection

Makes electronic content easier to find, to use, to share, and to manage.

How to use it

  • You want your users to have quicker and easier access to your electronic materials.
  • You want to make it quicker and easier to lend your electronic materials.
  • You want to keep your library’s holdings for electronic serials up-to-date in WorldCat.
  • You want to provide more direct access to your full text content.
  • You are a depository library and want to provide up-to-date records for U. S. government documents.
  • You want to share your library’s data of electronic materials with peer libraries.
  • You want to manage your Demand-Driven Acquisition (DDA) titles.

Refer to WorldCat knowledge base collection documentation for additional details. 

WorldCat updates

Automates delivery of updated records based on changes to WorldCat records.

How to use it

  • While cataloging, you export a less-than-full level record to make materials available sooner and want to get upgraded records when they become available.
  • You have profile your cataloging partner collections to accept less-than-full level records and want to automatically get upgraded records when they become available.
  • You want to automatically receive records in which a field has been added or updated.
  • You want to receive records where titles have changed, have been added, or have been removed from your library’s knowledge base collections.

Considerations

Questions Answers
If I use WorldCat updates, how do I apply the updated records from OCLC to the records for the same items already in my ILS (local catalog)? Your ILS may call this process something like “overlaying” or “replacing” records.
Consult with your systems librarian or ILS vendor’s support staff to determine what your system uses as a “match point” for this process: ISBN, OCLC number, LCCN, etc.
I am concerned that when we load these records into our ILS. Will we lose local edits? Consult with your systems librarian or your ILS support staff to see if there’s a way to “protect” specific fields when you overlay records.

Refer to WorldCat updates documentation for additional details. 

Test your knowledge

  1. Which of the following are types of collections you can create in WorldShare Collection Manager? (Select all that apply)
    1. WorldCat knowledge base collection
    2. WorldCat query collection
    3. WorldCat data sync collection
    4. WorldCat cataloging partner collection
    5. WorldCat securities collection
  2. What is one primary reason libraries use WorldShare Collection Manager?
    1. To manage staff schedules
    2. To automate the delivery of WorldCat records and maintain holdings
    3. To host library events
    4. To create library websites
  3. True or False?  Cataloging Partner Collections are useful when libraries receive bibliographic records from vendors.
    1. True
    2. False
  4. What does a Knowledge Base Collection allow libraries to do? (Select all that apply)
    1. Display full-text links in WorldCat Discovery
    2. Manage electronic resources
    3. Create spine labels for books
    4. Automatically maintain WorldCat holdings
  5. Which collection type is best for synchronizing your local catalog with WorldCat?
    1. WorldCat knowledge base collection
    2. WorldCat query collection
    3. WorldCat data sync collection
    4. WorldCat cataloging partner collection
  6. Name two reasons why libraries use WorldCat knowledge base collections?
  7. True or False? Query Collections are used to automate the delivery of WorldCat records based on search indexes.
    1. True
    2. False

 

Answer key
  1. All of the following:
    1. WorldCat knowledge base collection
    2. WorldCat query collection
    3. WorldCat data sync collection
    4. WorldCat cataloging partner collection
  2. b.To automate the delivery of WorldCat records and maintain holdings
  3. True
  4. All of the following:
    1. Display full-text links in WorldCat Discovery
    2. Manage electronic resources
    3. Automatically maintain WorldCat holdings
  5. WorldCat data sync collection
  6. Libraries use knowledge base collections to allow users quicker and easier access to their electronic materials. Also, libraries using knowledge base collections want to get WorldCat records and have their holdings maintained in WorldCat for these materials.
  7. True

Additional information

Additional questions? Contact OCLC Support.