WorldShare Collection Manager
WorldShare Collection Manager helps you manage your library’s metadata for electronic and print resources on a collection level. Five collection types (knowledge base, query, cataloging partner, data sync, and WorldCat updates) allow you to receive and edit the information you need to save your staff time and help your users find and access resources through your catalog.
- Find instructions to Create a Collection Manager account.
- Choose your Collection Manager workflow. Determine which collection you need to use. Find step-by-step instructions for knowledge base collections, query collections, cataloging partner collections, data sync collections, WorldCat updates and more.
Would you like to talk with OCLC staff? Visit us in Collection Manager office hours.
WorldShare Collection Manager will be unavailable Friday, 10 September, 5:00 pm - Sunday, 12 September, 9:00 pm, EDT (UTC -4) to allow OCLC to install changes and migrate data. Please do not use the application during this time. If you have many collection selections or changes to complete, please consider doing these earlier in the week or post install to ensure that all of your data is processed. For more information, visit the System Status Dashboard and click on WorldShare Collection Manager.
To prepare, please see the WorldCat knowledge base re-architecture release guide. Learn about the new features and enhancements, find information about how OCLC will migrate library data, and see highlighted sections with tips to remember for your workflows.
- Get started
- Find the request form and instructions to manage your WorldShare Collection Manager account. See cataloging subscription requirements and find the time and call-in information to visit us in Collection Manager office hours.
- Collection Manager institution settings
- Find descriptions of all the institution settings in Collection Manager. Institution settings apply across all of your collections. Use the documentation under a collection type to configure settings as part of a workflow.
- Knowledge base collections
- Use Collection Manager to manage your electronic resources and automatically maintain WorldCat holdings. Use your collection data with other OCLC services, display full-text links, and get WorldCat records.
- About knowledge base collections in Collection Manager
- Choose a method to add or create a knowledge base collection
- Configure institution settings
- Get WorldCat MARC records for knowledge base collections
- Use collection data with other services
- Maintain your knowledge base collections
- Cooperative management
- Query collections
- Use Collection Manager to improve local catalog quality with a set of WorldCat MARC records. Create a query collection for electronic and print serials, new titles added with CONTENTdm, or to create a spreadsheet of your WorldCat holdings.
- Cataloging partner collections
- Use Collection Manager to get new print materials into circulation quickly. Ask your provider to send OCLC your electronic order information. Create a cataloging partner collection to set WorldCat holdings and get book spine labels and WorldCat MARC records that include your provider data.
- Data sync collections
- Use Collection Manager to synchronize your catalog with WorldCat. Create a data sync collection to maintain your holdings, local bibliographic data, and local holdings records in WorldCat. Match brief records in your local system to current WorldCat records to get a more complete representation of your holdings.
- WorldCat updates
- Use Collection Manager to keep your WorldCat MARC records up-to-date. Enable WorldCat updates to automatically receive updated MARC records for your holdings in WorldCat as WorldCat records are enhanced.
- Use Collection Manager with a CatExpress subscription or without a subscription
- Collection Manager is part of the value of your OCLC Cataloging and Metadata Subscription or your CatExpress subscription. Libraries without a cataloging subscription can get records for collections from selective providers.
- Use Collection Manager for content from a specific provider
- If your interest in content from a specific provider has lead you to Collection Manager, see a list of providers and provider-specific workflows. The instructions will guide you to get WorldCat records, holdings, and/or full-text links for content from your providers.
- Understand record processing
- Find information about default values in MARC records, files of records and file names, matching to records in WorldCat, data sync processing, and more.
- Understand reports
- Understand reports about records and files output from Collection Manager.
- Upload and download files
- Instructions to upload and download files are included in the workflows for each type of collection in Collection Manager. Find a table that gives an overview of upload and download locations across Collection Manager.
- WorldShare Collection Manager release notes and known issues
- Find WorldShare Collection Manager release notes and known issues. Release notes are documents that contain information about new product features and enhancements as installed in scheduled releases.
- WorldCat knowledge base data updates
- OCLC updates the WorldCat knowledge base every month. See which collections and providers were added or enhanced this month.
- WorldShare Collection Manager training
- Find training on WorldShare Collection Manager.
- Frequently asked questions
- Frequently asked questions (FAQ) about WorldShare Collection Manager, including FAQ about cataloging partner, data sync, knowledge base, query, and WorldCat update collections.
- Can a Local Holdings Record (LHR) be linked to an unresolved record?
- Can I add a collection to the global knowledge base?
- Can I download a file of unresolved records?
- Can I get a sample file of the records?
- Can I query for just serials or e-serials?
- Can I use a query collection to create a list of my holdings in WorldCat?
- Can I use Collection Manager without an OCLC Cataloging Subscription?
- How are DDA collections automatically maintained?
- How can I distinguish which records are in a file that is ready for download?
- How can I find records that have gone into WorldCat Staging?
- How does Collection Manager manage WorldCat holdings for knowledge base collections?
- How do I add OCLC numbers to titles?
- How do I correspond with the OCLC staff assigned to my data sync collection?
- How do I create a data sync collection?
- How do I edit a Kanopy title in a global knowledge base collection?
- How do I enter selection criteria when I create a WorldCat query collection?
- How do I get access to WorldShare Collection Manager?
- How do I get updated records for my holdings in WorldCat?
- How do I know if a link will work as an 856 link for my library in a MARC record?
- How do I request that a collection be added to the knowledge base?
- How do I retrieve my records?
- How do I sign up for reports?
- How frequently is knowledge base collection data updated?
- How long do files stay on the server?
- How long will it take for my data sync files to be processed?
- If I have two or more separate batches of data, should I create two data sync collections?
- Is an OCLC number required in knowledge base titles for links to appear in WorldCat Discovery?
- Is there a file size limit and what type of data can I upload for data sync collections?
- Is there a report that details WorldCat holding maintenance?
- I don't currently receive MARC records and would like to start. Can I make this change in Collection Manager?
- I have a CatExpress subscription. Will records output via Collection Manager count against my subscription?
- My library has a CatExpress subscription. How can I resolve records in WorldCat Staging?
- What are unresolved records?
- What can I expect when using Collection Manager for record delivery?
- What criteria does OCLC use to match records to titles?
- What data is required for Bibliographic collections?
- What if I already subscribe to Collection Manager but want to add a new collection type?
- What is a discontinued knowledge base collection?
- What is a WorldCat data sync collection and where can I find documentation and training?
- What is the approval process for data updates?
- What is WorldCat Staging?
- What reports and files are available for data sync collections?
- What should I do if I log in to WorldShare and don't see Collection Manager listed under the Metadata tab?
- What types of materials in knowledge base collections can output a record?
- Where do I go to upload or download records?
- Who can I contact if I have a question about my current data sync collection?
- Who do I contact to stop an automated holdings feed to my knowledge base collection?
- Why am I missing records?
- Why isn't an "access online" link displaying for this title?
- Will Collection Manager re-deliver copies of records my library already has received?
- Will I get the same number of records as is on my title list?
- Will I receive MARC records over the weekend?
- Will records be output for every title in my collection?
- Will there be a report created that lists my records in WorldCat Staging?
- Troubleshooting
- Find frequently asked questions (FAQ) and troubleshooting steps (Troubleshooting).
- After creating a collection for reclamation should I upload a file now or wait until the team contacts me?
- An old eBook collection is showing up as held by my library. How do I delete that collection?
- Are collections from Open Research Library aka Knowledge Unlatched available in Collection Manager
- Are there any costs for using WorldShare Collection Manager to set up JSTOR open access ebooks into our collection?
- Are the OCLC numbers in a collection unique to that one item and format?
- Are Worldcat records discoverable by Google?
- A title that we have as part of a collection is not showing up in Discovery unless we search "libraries worldwide".
- Can call numbers be excluded from short bib records delivered for cataloging partner collections?
- Can I create a custom collection with URLs for multiple providers
- Can I delete WorldCat holdings using Z39.50, or do I have to do a reclamation or a data sync of deleted holdings?
- Can I download a single record from a collection?
- Can I get direct linking to a book review?
- Can I request files of all the print serial holdings for our library?
- Can I request files of all the serial holdings for our library?
- Can I submit a format change to the global coop with a KBART file
- Can I use MarcEdit to convert mrc files to xml files?
- Can I use MarcEdit to convert xml files to mrc files
- Can I use Marc Edit to dedupe records in a delivere file
- Can someone help us look up a MARC record for a title? We do not have a bib record for it.
- Can users with the KB Staff role see collection not currently selected?
- Can we batch download MARC records for all the LHRs in our collection?
- Can we use WorldShare Collection Manager to change the record we have holdings on?
- Can you share information about the provider, ABES BACON
- Collections to which our library subscribes are not receiving new and delete MARC files
- Does Collection Manager update WorldCat holdings for all customized knowledge base collections?
- Does EBSCO send deletes and changes in the same file or separate files?
- Does encoding level impact whether or not a holding is set in the WorldCat knowledge base?
- Does HeinOnline support OpenURL linking at the article level?
- Does WorldShare support the OAI-PMH interface to harvest the records from DSpace OAI-PMH Data Provider?
- Do I need to manually select new titles we purchase in a collection that has been set up with automatic holdings feed?
- How can I access JIT information and updates
- How can I create a library specific government document collection?
- How can I ensure my preferred collection is set behind the 'View Button' when the title appears in more than one collection?
- How can I get collections added to the WorldCat knowledge base?
- How can I have Collection Manager issue a delete record
- How can I obtain the title-level reports based on MARC records from OverDrive?
- How can I set up a Kanopy PDA subscription in WorldCat knowledge base ?
- How can I tell if our EBSCO collection is correctly set up to automatically load eBooks?
- How can I utilize Excel's VLookup
- How do I add an Overdrive eBook collection to display in WorldCat Discovery?
- How do I add a public note to a knowledge base title to display in WorldCat Discovery?
- How do I authenticate to EBSCO collections outside of the library network?
- How do I authenticate to EBSCO collections within the library network?
- How do I check if my Automatic Holding Feeds are being delivered?
- How do I delete a title using KBART?
- How do I determine which EBSCO collections are for DDA or PDA?
- How do I download a KBART file for my collection?
- How do I download a large KBART file?
- How do I download a list of all our selected collections from Collection Manager?
- How do I extract MARC records from a file using MarcEdit
- How do I generate a report of all the records for my library that have local holdings records attached?
- How do I get a linkscheme so that I have article-level linking
- How do I get a list of titles that are in a collection?
- How do I modify a customizable collection I have selected in full?
- How do I obtain a count of titles selected in my WorldCat knowledge base
- How do I obtain a Journal Linking Key
- How do I obtain MARC records by specific years
- How do I provide access to HathiTrust electronic-resources for paid-for print materials during Covid-19
- How do I receive a full set of MARC records for my collection?
- How do I receive records for Overdrive through contract cataloging?
- How do I rename a collection in Collection Manager?
- How do I search collections I haven't selected?
- How do I select titles for a collection that is shared with me?
- How do I set up MarcEdit OCLC Integration?
- How do I set up a collection when a proxy is not required or not allowed by vendor ?
- How do I synchronize holdings between Alma and WorldCat?
- How do I update Collection Manager with our OpenAthens proxy?
- How do I update item format in a knowledge base title from journal to ebook
- How do I upload a KBART file into a collection with both English and Chinese characters in it?
- How do I use MarcEdit to split a large MARC file into smaller files
- How do remove the MARC record delivery for a specific collection?
- How do we get Collection Manager added to our WorldShare?
- How do we verify the status of our automatic feeds for our Elsevier journal collections?
- How long does it take before recent local WorldCat Knowledge Base changes are reflected in the KBART file for that collection?
- How long does it take for a change to collection linking to go into effect?
- How long does it take for updates, deletes and new titles to be reflected in Collection Manager and Discovery?
- How long should I wait after I delete a knowledge base collection before making additional updates to the collection?
- How long will it take to receive MARC records from my Cataloging Partner collections?
- How much does a data sync project cost?
- How often does WorldCat sync with my catalog?
- How do I locate and delete OverDrive records that are no longer available and are still in our catalog?
- I'm setting up my provider settings for NLM - PubMed. How do I find out my Outside Tool User Name?
- I'm using MARC Delivery to receive MARC records for e-books. Can I configure MARC Delivery to set the 020 field to the Hardback ISBN so that I can link to cover art?
- If I change MARC file delivery frequency from daily to monthly and my knowledge base collection is updated multiple times during this period, will I receive multiple update files for my monthly delivery or would all updates be in one file?
- If I delete a holding via a batch process will the holding for knowledge base titles be deleted too
- Will disabling WorldCat holdings on a Cataloging Partner Collection cause previous holdings to be deleted?
- In O'Reilly Safari Learning Platform, where do I put my library's connection string so that it can be included in the URLs output in MARC records?
- Is it possible to create a report of titles in our holdings that have no LHR attached?
- Is it possible to export a list of our Selected Collections from Collection Manager, into Excel?
- Is there any way to insert a note that will appear in each record that will better identify that the record is from a specific collection?
- Is there a character limit on URLs in KBART files
- Is there a character limit when adding coverage dates and enumerations to a journal record?
- Is there a difference between DDA and PDA records? Why are there so many deliveries of the same record?
- Is there a way to delete WorldCat holdings in batch?
- Is there a way to do a query without getting e-resources?
- Is there a way to find out when and who added a collection?
- Is there a way to get a list of all the e-journals we hold?
- Is there a way to get a list of all the ebook titles we hold?
- Is there a way to get the titles of only the deleted books from a WorldShare collection?
- Is there a way to request an earlier file again, but in a different MARC format?
- Is there a way to search for records in my institution's holdings that are missing Library of Congress subject headings?
- I added a mismatched link to my Dummy collection but the link has not disappeared
- I am expecting a full set of records, but the number of records delivered is less then the number of records in the collection selected.
- I am having trouble sharing a collection with an individual institution.
- I am looking for a file that I know was sent to us, but I don't see it in our WorldShare Collection Manager My Files under downloads.
- I am manually entering a print book into a Knowledge Base collection, but there is no format to select for print book.
- I am receiving multiple MARC record files from my collection delivery and only want one. How do I change this?
- I am sending files for a Reclamation. Should I send a single file or multiple files?
- I am trying to add a collection inside Collection Manager, but I can't find it. How can I find the collection?
- I am trying to add a title to a collection and am getting an error message: "entry already exists by Uid".
- I am trying to load a KBART file into Collection Manager. I am getting the error "invalid collection uid mismatch". Can you tell me what this means?
- I am trying to set up Google Scholar and am getting an error when saving my settings.
- I can no longer find the detailed report for my KBART upload
- I couldn't find some MARC records from my WorldCat Cataloging Partner Collections
- I created a data sync collection, but now I can't find it
- I created a query collection, but it did not deliver a file.
- I deselected a collection, but it shows as selected with zero titles
- I got an email from OCLC saying that my file was being sent, but I can't find the filename in the My Files folder. Where is my OVERDRIVE file?
- I replaced an EBSCO database and now my links aren't working in Discovery
- I haven't heard anything back about a data sync collection that I submitted. How can I check on the status of my data sync collection?
- I haven't received my expected MARC records from Contract Cataloging
- I have a collection that is selected, but it doesn't appear when I uncheck "My Selected Collections."
- I have deleted a query collection. Will this also delete the holdings records?
- I have entered three 856 fields in WorldShare Record Manager and I see only one online link in my WorldCat Discovery, how can I display all links?
- I have local collections with multi-part items. Can I add more than one title URL to the record?
- I have record delivery set up for a collection to “Include a complete set of records with every delivery” But I still keep getting weekly updates, deletes, and added files.
- I have removed popup blockers, but some popup features from WorldShare are not working
- I just attempted to select a collection to add to our library holdings, but received a message saying that the collection is now locked for re-indexing.
- I just created a Query Collection. When will I get my records?
- I just selected a collection and set it up to deliver files daily. How long will it take to deliver the first file?
- I ordered full sets of records, but I am only getting a few records in the file deliveries.
- I received a full set of records today, even though I changed the collection to deliver only records with changes to them yesterday.
- I recently activated a WorldShare knowledge base collection, but did not receive all of the records I expected to. Is there an error with this collection?
- I requested a complete set of MARC records but still only receive updates
- I set the option to receive a full set of MARC records for a collection but I’m not receiving a full set of with the new records.
- Titles from a KBART file I uploaded are listed as Invalid Titles in the Upload Preview report.
- I uploaded a KBART with coverage depth as ebook but the titles show as a journal
- I use evidence based acquisitions with Elsevier, can I set up an automatic feed?
- I wish to implement SCIS loading. How do I access their records?
- I would like a better understanding of the Records Reports files.
- I would like to receive LHRs in a file separate from my bibliographic records. How do I set this up?
- Links are displaying for print books, can we limit to e-formats only
- My collection is locked for re-indexing, can it be unlocked?
- Why are my files zipped and how do I unzip them?
- My vendor is changing their base URLs. How can I update the knowledge base collection links for them?
- Open Access collections have Maintain WorldCat Holdings set to disabled as the default
- Our subscription to an automated DDA (Demand-Driven Acquisition) collection ends soon what do I need to do?
- Server Communication failed error in Collection Manager
- Server communication failed error when adding a note to title in a knowledge base title record
- Should I choose the option to have Update records delivered in a separate file
- Some Patron types can no longer access e-resources when onsite, as they use to be able to
- There is a link on a Discovery record that takes me to a different book with the same title.
- The citation information on my article resolved incorrectly
- The MARC record in my WorldCat Cataloging Partners file is for the wrong record, the match is wrong
- The OCLC Number for this title is in the grouped OCLC numbers for this item in WorldCat knowledge base, why aren't our library holdings on it?
- The server response could not be understood error when uploading a Data sync file
- The system is unable to send the user an email. Please contact a librarian within your institution.
- This site attempted to download multiple files automatically warning in Chrome
- Unable to find a title in a WorldCat knowledge base collection you know it should be in
- Unable to save error when trying to save Collection Manager Institution Settings
- Using a Query Collection, can I export records not held by my institution?
- We are having trouble obtaining articles in Clinical Key Nursing at article level but other ClinicalKey articles are fine
- We are having trouble with non-Latin characters in Query Collections output.
- We have an ongoing query collection which should be delivering files weekly but is not.
- We have a knowledge base collection of multi-volume ebooks. How can each volume be linked to the OCLC record for the title?
- We have set up our institution to put a non-OCLC vendor number in our MARC records, how do we make sure that it has the right prefix?
- We've submitted a data sync collection to set holdings. Do we have to wait before we create/submit a second data sync for deletions? Can both data syncs occur simultaneously?
- We just changed our ILS. Can we still use a data sync collection set up for our old ILS?
- We recently purchased a collection, and were told that the MARC records would appear in OCLC Collection Manager. But I can’t find a MARC record file.
- We set up a data sync collection in the past, but have switched catalogs since then. Can we still use the same data sync collection?
- We want our symbol removed from all of the eBook collections that are inside our WorldShare Collection Manager.
- We want to edit the 856 fields inside our catalog records. Is there a way I could do a batch update process with our catalog so we won't have to manually go record by record?
- We would like to set up a data sync collection, how do we get a project ID to set this up?
- What are database-only collections?
- What are the implications of having the Coverage setting set to "yes" before the print is represented in the WorldShare Collection Manager/WorldCat knowledge base?
- What are the size limitations for a query collection?
- What can cause WorldCat Cataloging Partners to not output labels
- What causes a 404 not found error and how do I fix it
- What does "available only in collection" mean?
- What does choosing the "Disable for this collection" option for Maintain WorldCat Holdings do?
- What does the error New Record is trying to replace an In Use Local System Id Invalid Request mean?
- In a KBART file what does the terminology displayed in the embargo column mean?
- What do we need to do to get access to WorldShare Metadata Services?
- What happens if we accidentally manually select or deselect a title in a WorldCat knowledge base collection that automatically updates?
- What is stored in knowledge base 029 and 035 fields and how can I search a unique identifier number
- What is the difference between Backlist and Frontlist collections
- What is the OCLC Collection in the Collection Manager Monthly Record Summary in usage statistics?
- What is the query I would use to create a query collection for a list of my library's records without LHRs not including electronic items?
- We completed a weeding project, and records were not updated with OCLC. What options are there to clean up our OCLC Holdings?
- What selection criteria should I use for a query collection that returns the MARC records for all braille items?
- What should I do if I find I am missing a Data Sync report?
- How can I tell why an update MARC record was issued?
- For merged records, when do I get an update record and when do I get new and delete records?
- When a collection is deselected using Collection Manager, what happens to the holdings in the OCLC catalog?
- When a library does a Data Sync collection, is the WorldCat DDR algorithm applied?
- When I click on view full text I am taken to an authentication screen to log in.
- When I click “Refresh from WorldCat Registry” it caused an error, “An error occurred while saving your library’s settings: 6”
- When I log into WorldShare the page does not fully load.
- When I sign in to FileX, it brings me to a folder with no files in it. Where are my files?
- When I try to access an article through the link resolver, I get directed to the wrong article
- When offered a new subscription from a Vendor, how do I know the collection will be available in Collection Manager?
- When searching within Google Scholar, we are able to see links to items held by our institution, however, these links never work, why?
- Where can I download the metadata in XML format?
- Where can I see a list of my collections that are set up for automatic holdings updates?
- Where do I run a report that shows how many MARC records our library has downloaded in the last 12 months?
- Where do I set up email delivery of my MARC records?
- Who should I contact to change or update our email addresses for Contract Cataloging services?
- Why am I getting a server communication error when trying to upload files through Collection Manager?
- Why am I not receiving email notifications from WorldShare Collection Manager?
- Why am I not receiving all the MARC records from a collection?
- Why am I receiving emailed reports from Usage Statistics@oclc.org for the wrong institution
- Why am I receiving minimal or incomplete MARC records from WorldCat Cataloging Partners?
- Why are collections missing when downloading our collection list from Collection Manager?
- Why are links not displaying in WorldCat Discovery for a selected collection in WorldShare Collection Manager?
- Why are my holdings not being set in WorldCat?
- Why are my holdings not displayed in Discovery for titles I have selected in a collection set to maintain holdings?
- Why are my holdings not showing on my abstract only or index only collections?
- Why are my labels missing the period before the Cutter number?
- Why are my MARC records not available for download?
- Why are my provider holdings no longer being updated?
- Why aren't all records in a collection being delivered when I request a complete set of records?
- Why are there duplicate records in record files
- Why are there either no 856 URLs or multiple 856 URLs in my WorldCat Cataloging Partner Records
- Why are Title URLs missing from the KBART?
- Why can't I download records that are in Downloads?
- Why can't I find the recommended replacement for a collection that was discontinued?
- Why can I not create a collection in Collection Manager?
- Why can I not link to NexisUni articles?
- Why didn't my KBART load? I’m using an Excel file.
- Why doesn't my provider customer ID appear in the URLs after updating it within the collection settings?
- Why doesn't the KBART file have the correct linking URLs per my settings in Collection Manager?
- Why does my Calculated Collection Link use http even though my Collection URL Formula uses https?
- Why does my full text link not resolve to the article for my publish ahead of print journals?
- Why does the count of titles in my vendor title list not match the count in the WorldCat knowledge base ?
- Why do I receive PDRs (partnering data record aka partial records)?
- Why haven't I received WCP MARC records or label files?
- Why have my records not been delivered to my email?
- Why isn't the record I selected in Collection Manager visible in other applications?
- Why is my data sync collection in a Being Reviewed status?
- Why is my data sync collection in the Collection In Queue status?
- Why is my KBART file deemed invalid when uploading it to a new collection?
- Why is there not an option to deselect an individual title from a customizable collection?
- Why is the text jumbled on the left side when I go into a WorldCat knowledge base collection?
- Why should I use a Dummy collection?
- Will a hold be placed on a record with a 05 status of "c"?
- Will changing my MARC file format change how I pick up my files?
- Will I be charged, if I download extra titles I don't subscribe to, in my Marc Record Delivery set-up?
- Will the Informit platform changes affect me?
- Would it be possible for one of our WCP collection files to be delivered in a separate subfolder in SFTP?