Records reports (Fundamentals)
Note: If you are a WMS library or using full WorldShare Collection Manager, see Records reports.
If you have not configured email reports, see Institution settings, Reports for instructions.
Record reports contain information about records you output from Collection Manager Fundamentals. They are separated into reports about deleted records, new records, and updated records. Each report includes details about the associated files of records (deleted, new, and updated files of records).
Record reports have a size limit of less than 5,000 rows. If the limit is exceeded, the remainder of the report is not available via email or in the OCLC Usage Statistics Portal. You will see the following message: "Your report does not contain all of the data. You are viewing [number] rows of [number] total rows."
Records reports
| Report | General information included in the report | Columns included in the report | Notes | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
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Deleted Records |
Reporting Period Institution Name Institution Symbol Total number of records |
Provider Collection Name Title ISBN/ISSN OCLC Number File Name Multiple occurrence |
The Delete Records Report displays titles that have been deleted from your collections. | ||||||||
|
New Records |
Reporting Period Institution Name Institution Symbol |
Provider Collection Name Title ISBN/ISSN OCLC Number Record not delivered* File Name Multiple occurrence |
The New Records Report displays titles that have been added to your collections. *The Record not delivered column is especially of interest to libraries that changed a collection-level record delivery setting Record Output to Do not include records already held in WorldCat so that Collection Manager does not deliver records for items you already held in WorldCat. The items not delivered as New records will appear in the report with the word NONDELIVERY in the Records not delivered column. You can use the information for your statistics. |
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Monthly Records |
Reporting Period Institution Name Institution Symbol |
Provider Collection Name New Updates Deletes |
The Monthly Records Report provides a monthly summary of activity. It shows the number of records output for each provider, collection, and if records were new, updates, or deletes. It also includes the total number of records delivered. Record delivery is counted by a combination of OCLC number, library symbol, and date. The example below would represent one Update, one New, and one Delete record: OSU OCLC#1 Provider 1 Collection A New OSU OCLC#1 Provider 2 Collection B Update OSU OCLC#1 Provider 3 Collection C Delete Note: If you enabled Include a complete set of records with every delivery for Subsequent Record Output in your collection's settings, the delivered updated records will be included in the Records Delivered total. |
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Updated Records |
Reporting Period Institution Name Institution Symbol |
Provider Collection Name Title ISBN/ISSN OCLC Number File Name Update Reason Action Multiple occurrence |
The Updated Records Report displays titles in your collection that have been updated and lists why the record was updated. See Reasons for updated records for more information. Update Reason Updated Record Reports contain an Update Reason column. If you select to receive Update Records reports, the content of the reports will depend on the settings you choose in Institution Settings > MARC Records > WorldCat Updates as follows: If you selected to receive WorldCat update records:
If you did not select to receive WorldCat update records (you selected None):
Consider selecting the Updated Records report to ensure you are notified about OCLC number merges. Action The Action column can have the value New, Deleted, or Updated. A report representing a collection that had a DDA title triggered for purchase could appear as follows:
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Reasons for updated records
Map data values to all of your records in Institution Settings > MARC Records > Customize Records in the Add Fields section. Choose a Tag, Ind 1, Ind 2, and sub-field. Choose a value from the drop-down list. Please see the data values in Table 1 for details.