As an agent or group coordinator, you can add retention commitments for multiple members of a group in a single data file. Before you can do so:
Note: Some required fields may not be relevant to an agent/group coordinator. These fields are only used to successfully save your profile and generate a collection ID. Placeholder values are provided in the step-by-step documentation if you wish to use them.
If you have already created a collection profile, you can begin submitting commitments on behalf of libraries participating in your program.
Note: The values for OCLC Symbol, WMS Library, and Collection Type are system-supplied and read-only.
Note: The first time you click Save, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your collection profile that is used as the first element in the file name when sending files to OCLC for processing
Note: In order to successfully generate a Collection ID for your agent/group coordinator profile, you will need to fill in all required fields, some of which may not be relevant to a program. Institution specific fields are only used to successfully save your profile. Institution specific fields will not be inherited or used for any type of reference, so values do not have to be valid. Placeholder values are provided below if you wish to use them.
The Retention Commitment tab allows you to create the 583 "committed to retain" action note. 583 "completeness reviewed" and "condition reviewed" notes can only be created using the Full format Shared Print file template.
You will have the opportunity to override the action note or include additional action notes in the Full format Shared Print file template.
The ILL Policies tab allows you to set positions 20-21 in the 008 field.
The Location tab allows you to create the required 852 field.
The Linkage Information tab allows you to create the required 014 field.
The Ownership History tab allows you to create the 561 field.
If you would like to preview the retention commitment information you just entered, click Preview LHR Field Information. To correct an error, select the appropriate tab and update the information you entered originally.
The information entered in the Contact Information accordion is required so that OCLC staff can contact you with questions about your collection or the data you submit for libraries.
You must enter one contact before submitting your collection profile.
Click Submit Collection at the top of the screen. You cannot delete a collection once it has been saved and/or submitted for review.
Permission to process data files must be established for each institution you will be submitting on behalf of.
A collection ID is established once all required fields are filled out in the collection profile. It is used to identify and match institutions with profiles and is a required field on the CSV file when submitting as an agent/group coordinator.
Any institution you intend to process must have a collection profile with a collection ID established. Collection IDs can be obtained from the institution you are registering for, or OCLC can help to create collection profiles for institutions in your group that are not yet established.
If you or one of your member libraries need assistance in creating collection profiles, please complete a Collection profile template for each institution you intend to process and send to support@oclc.org.
Note: Institutions who agree to have their commitments processed by an agent/group coordinator will also be asked to provide a note in their collection profile in WorldShare Collection Manager to confirm processing.
Caution: The order and format of the columns in the template should not be changed. If you do not need to use a column, do not remove it from the CSV file. Instead, leave the data rows empty.
Column name | Column description | Required | Example |
---|---|---|---|
OCLC_Number | The OCLC number of the record supplied. | x | 987654321 |
LSN | Local System Number: A unique ID provided for user identification of reporting errors. | x | 123456 |
Barcode | WMS-library-supplied barcode used for matching and merging existing LHR information. | x (WMS libraries only) |
123456 |
InstitutionSymbol_852$a | Institution symbol you are registering on behalf of. | x (Group processing only) |
OSU |
HoldingLibrary_852$b | Holding Library Code: Used for matching/merging on LHR.
Note: 4 characters only. |
MAIN | |
CollectionID | A unique 7-digit number assigned to your data sync collection after you first click the Save button. | x (Group processing only) |
1234567 |
ActionNote_583$a | Action Note: Used to create an additional 583 note. | x |
|
ActionDate_583$c | Action/retention date: Date must be provided in YYYYMMDD format. | 20190125 | |
ExpirationDate_583$d | Expiration date: Date must be provided in YYYYMMDD format unless you do not have an expiration date, in which case the text "Retention period not specified" should be entered for this field in the file. | 23010231 | |
MethodofAction_583$i | Method of Action is only used in rows where $a =
To apply mutiple methods of action in one statement, separate with "$i". |
|
|
Status_583$l | Status values come from a controlled list, which is part of the Detailed Metadata Guidelines. Available values for Status depend on whether 583 $a =
To apply multiple statuses in one statement, separate with "$l". |
||
PublicNote_583$z | Public Note To apply multiple notes in one statement, separate with "$z". |
Archived copy damaged | |
ProgramName_583$f | Archiving Program Name This columns acts as an override to the program name in your profile. To apply multiple programs in one record, include the program name from your profile and separate any additional programs with "$f". |
SCELC Shared Print$fWEST | |
MaterialsSpecified_583$3 | Holdings summary | v.1(2000)-v.76(2019) |
Note: You must save your data file as a standard Comma Separated Values (CSV) file, not as an Excel spreadsheet (.xls) or a CSV UTF-8 encoded file.
Each file name must be unique and must adhere to the following naming convention:
<agentcollectionID>.<agentOCLCsymbol>.sharedprint_<optionaltext>_<YYYYMMDD>.<optionalfile#>.csv
The "agentcollectionID" is generated after you click Save Progress in Collection Manager for the first time. You can find the unique 7-digit Collection ID in the Properties accordion. Record this number as you will need it to rename your data file to the required naming convention. This will ensure that the data file you submit will match the collection information you created in Collection Manager.
If you need to upload more than one data file on the same day for the same profile (Collection ID), the file names must be made unique. One option is to utilize the <optionaltext> of the required naming convention.
Example
Another option is to differentiate files with file numbers in the <optionalfile#> portion of the required naming convention.
Example
Once the file is submitted, retention statements for each record will be included in a local holdings record (LHR) which will be created or added to depending on if an LHR already exists for that record. The internal process is described below:
If you intend to update existing Shared Print LHRs, OCLC recommends using submission via MARC format.
An OCLC database specialist will review your Shared Print collection profile, Collection ID Authorization Table, and data file once all have been submitted. If they have any questions, they will contact you. Once your profile has been approved and any questions have been answered, the database specialist will change your collection's status from "In Progress" to "Accepted".
You will know that your data file has been processed when you see reports in My Files or the OCLC Usage Statistics portal.
This report provides statistical counts regarding the file's input and processing results.
Output location: /metacoll/reports
Format of file name:
metacoll.[symbol].datasync.[collectionID].D[DYYYYMMDD].T[hhmmsssss].sp_admin_summary.[file#].csv
Example file name: metacoll.ESTPP.datasync.1034620_1584290348241.D20200316.T123403000.sp_admin_summary.1.csv
Report item | Definition |
---|---|
Report Name |
The name of the report. |
Reporting Date | The date for the report. |
Collection ID | Identifier generated by the system and used by the Data Sync platform to appropriately associate a file to a specific data sync collection. |
Institution Symbol | The three or five-character code assigned by OCLC to identify a member institution. This is often referred to as the OCLC symbol. |
Report item | Definition |
---|---|
File Name | The name of the file processed through the Data Sync platform. |
Date Completed | The date the file was processed through the Data Sync platform. |
Shared Print Records Input | The total number of records input to the local holdings record (LHR) process through the Data Sync platform. |
LHRs Added | The number of local holdings records (LHRs) added to WorldCat through the Data Sync platform. |
LHRs Updated | The number of local holdings records (LHRs) replaced in WorldCat through the Data Sync platform. |
Shared Print Holdings Set (No LHR Action) | The total number of VEL 3s that are either recordLacksUseableLSBN or supplied barcode does not match. |
Shared Print Records Skipped | The total number of VEL 3s excluding recordLacksUseableLSBN and supplied barcode does not match. |
Current OCNs | The count of records provided with an OCN that matches the current OCN in WorldCat |
Obsolete OCNs | The count of records provided with an OCN for a record that has been merged together with another WorldCat record and has a different current OCN. |
Duplicate Rows | The count of records provided with the same OCN, Symbol(852$a), HoldingLibraryCode(852$b), CollectionID, and MaterialsSpecified(853$3). |
Merged LHRs | The count of records provided with the same OCN, Symbol(852$a), HoldingLibraryCode(852$b), and CollectionID but different MaterialsSpecified(853$3). |
The Exception Detail report displays record identifiers of Local Holdings records that OCLC was unable to process. The Data Sync Exception Description column describes any errors found within the records which were added to WorldCat as a result of processing (e.g., "Failed due to processing error, please resubmit record", "No matching barcode in WorldCat"). Exceptions may occur due to:
Note: If your initial Shared Print upload file contains errors, you will need to correct any errors in your data file (e.g., add or correct OCLC numbers and/or barcodes, remove Multi-Part Monograph and/or Serial data). You can email support@oclc.org for assistance with this.
Output location: /metacoll/reports
Format of file name:
metacoll.[symbol].datasync.[collectionID].D[DYYYYMMDD].T[hhmmsssss].sp_admin_exception.[file#].csv
Example file name: metacoll.ESTPP.datasync.1034620_1584290348241.D20200316.T123403000.sp_admin_exception.1.csv
Report item | Definition |
---|---|
Report Name | Name provided for the report. |
Institution Symbol | The three or five-character code assigned by OCLC to identify a member institution. This is often referred to as the OCLC symbol. |
Collection ID | Identifier generated by the system and used by the Data Sync platform to uniquely identify a data sync collection. |
Data Sync File Name | The name of the file processed through the Data Sync platform. |
Date Completed | The date the file was processed through the Data Sync platform. |
Report item | Definition |
---|---|
Incoming OCLC Number | The OCLC number provided in the data sent for processing. |
Final OCLC Number | This is either the provisional OCLC number for the record added to WorldCat staging or the OCLC number for an item added to WorldCat. This is dependent on your Limit to Staging settings and the validation levels of items that appear on this report. |
Local System Number | The local system number provided in the data sent for processing. |
Data Sync Exception Description | Description of any errors found within the records which were added to WorldCat as a result of processing. |
Note: MARC records are only available if your collection profile included outputting MARC records.
Output location: /metacoll/reports
Format of file name: metacoll.[symbol].datasync.sharedprintlhr.[symbol_collectionID].D[YYYYMMDD].T[hhmmsssss].[file#].mrc
See View Shared Print retention commitments to learn how to view your Shared Print retention commitments in FirstSearch, WorldCat Discovery, WorldShare Collection Manager, WorldShare Record Manager, and via the WorldCat Metadata API.
Run time: 13:00
This video walks through the steps for an agent or group coordinator to create a collection profile and add shared print retention commitments on behalf of member libraries in the group.