For help understanding how institution settings and collection-level options interact:
Run time: 19:15
This video shows how to set up your profile for your institution in WorldShare Collection Manager for WorldCat cataloging partner collections.
Institution settings apply across all your collections. Use caution when changing existing settings as the changes might impact other collections. Please remember to click Save after you select settings. If your session times out, you could lose your work.
Navigate to the institution settings:
Configure the following settings:
Use the OCLC Symbol setting to verify that your institution's OCLC symbol is selected. Collection Manager uses the symbol displayed here to maintain WorldCat holdings and to output records.
Collection Manager allows libraries with an OCLC Cataloging Subscription or CatExpress subscription to set holdings in WorldCat based on titles in their Collection Manager instance. Collection Manager will automatically maintain holdings in WorldCat as titles in dynamic collections are added, deleted, or updated.
By default, the WorldCat Holdings setting is disabled in institution settings. WorldCat Holdings settings are not applicable to query collections or to collection-level settings to create data sync collections in Collection Manager.
To enable holdings maintenance across all of your collections:
Navigate to Institution Settings > WorldCat Holdings. Set Maintain holdings in WorldCat to Yes. Now that you have enabled WorldCat Holdings in the institution settings, the setting activates default settings across your collections. Review the list of default collection-level settings:To change a collection-level WorldCat Holdings setting:
Search for the collection. See Search for collections in Collection Manager. Click on the name of the collection to open it and expand the collection-level Holdings accordion. Adjust the setting within the collection. The options are:WorldShare Interlibrary Loan and Tipasa libraries: Make sure you have an appropriate deflection policy in place. See How to deflect lending requests (knowledge base collections) or, if you have a subscription to License Manager, see How to deflect lending requests (License Manager). Most libraries experience an immediate increase in lending requests after setting holdings in WorldCat.
If you enable reports in Institution Settings > Reports, reports will be available via email around the time when files of records have been output and/or after there are changes to your holdings in WorldCat. When your first report is available, you will get an email from Usage_Statistics@oclc.org with the subject field: "The report [name of report] you requested for [YYYYMMDD]."
You will not receive an email on days when there is no activity. Reports are also available in the OCLC Usage Statistics Portal and they are identical to the reports that come by email. See how to access reports in the OCLC Usage Statistics Portal.
To receive emailed reports:
There is not a way to select only certain reports per email. The email address(es) entered will receive all selected reports.
Many libraries that have collections that output records on an ongoing basis select the Updated Records report. The report will notify you of critical changes like OCLC number merges and the reason you received an updated record even if you have not enabled WorldCat updates.
For a complete list and details about institution settings, see Collection Manager Institution settings.
Use the MARC Records setting to enable record delivery. Note that collection-level record delivery settings will remain disabled. You will need to enable record delivery within your collections before records will be delivered.
To enable record delivery in the institution settings:
Once you enable record delivery, tabs of settings to customize your records will appear. The settings in these tabs apply across all collections and records you output from Collection Manager. To customize your records, complete the settings in each tab relevant for your collection types: Customize Records, WorldCat Updates, Record Delivery, Cataloging Partner Options.
Leave the field blank or to enter a four-character code. Use any holding library code that you want mapped to the 049$a of all of your records.
To delete fields from your records:
To delete subfields from your records:
Use the Add fields area of the Customize Records tab to map data elements to your records. Map all data elements you need in records from any of your collections in this single profile area. Record customizations apply across all records you receive from Collection Manager. See the default values in records from Collection Manager.
To add fields:
The following data values apply to cataloging partner collections. See the complete list of values and descriptions in Data values, Table 1.
Does not apply: Knowledge Base Collection 856 Field settings apply only to knowledge base collections.
WorldCat 856 Field settings apply to query collections, cataloging partner collections, and WorldCat updates.
For records from query collections, cataloging partner collections, and for WorldCat updates, Collection Manager will retain all of the URLs from the WorldCat record. If you enter domains in the 856 field customization settings, Collection Manager will retain only the URLs that match the domains you define. If a title with the same OCLC number is in one of your knowledge base collections, we will use the 856 field from your knowledge base, not from the WorldCat record.
To see examples of the WorldCat 856 field in records, see 856 field processing in records.
To limit the URLs in your records to those from the WorldCat record that match specific domains:
To delete subfields from your records:
To add a subfield and a value (such as free text) to 856 fields:
Does not apply: Local data settings do not apply to cataloging partner collections.
Because cataloging partner collections are part of your holdings in WorldCat, you have the option to receive updated records based on changes to the WorldCat record for your holdings in WorldCat. If you enable WorldCat updates, take care to preserve your provider data when you overlay updated records with those in your system. WorldCat update records will NOT have any of your mapped cataloging partner collection provider data.
Additionally, please note:
The type of enhancement that triggers the output of an updated record depends on the update conditions and the including and excluding conditions that you define.
Update Option
Use the settings in Institution Settings > MARC Records > WorldCat Updates to configure whether or not you receive updated records based on changes to the record in WorldCat. By default, records will not be output when the WorldCat record is enhanced.
For information about merged records, please see About WorldCat Updates.
Update option | Description |
---|---|
None (Default) |
For collections that can output records on an on-going basis, you will receive updated records for OCLC number merges, when there are URL changes, and when an essential change to knowledge base data is made. |
Knowledge base and query collections |
In addition to the above, you will receive updated records when WorldCat records are enhanced for titles in your knowledge base and in ongoing query collections. |
Knowledge base, query and data sync collections and WorldCat holdings |
In addition to the above, you will receive updated records when WorldCat records are enhanced for your holdings in WorldCat (i.e., holdings you set via Collection Manager or via another service). If you select this Update Option, a field will appear to enter your library's OCLC symbol. If you enter multiple OCLC symbols, you will receive one set of records. Note: You have the option in Institution Settings > MARC Records > Record Delivery to have updated records for your holdings in WorldCat output in a separate file. |
Update Conditions
The following setting will be visible if you select an option to receive WorldCat Updates. Use the setting to select what types of changes should trigger an updated record.
Including conditions define the changes to the WorldCat record that will trigger output of an updated record. Default settings are shown below. Change the default criteria if desired.
Receive updates when $1 is modified
If enabled and the $1 data is changed in a profiled field in the Field Changes in WorldCat Record section, the record is output. Refer to Control Subfields, $1 Real World Object URI for additional information on this field.
Field Changes in WorldCat Record
Enter the tags and indicators for which you will receive an updated record when they are added, updated or deleted in the WorldCat record.
Add additional criteria, edit or delete the default values. Default values:
Encoding Levels Changes
By default, all of the levels are selected. Choose specific encoding levels to have update records delivered when an encoding level changes to those values:
Other Changes
By default, neither option is selected. Choose to trigger an update if the:
Excluding conditions define criteria to reduce the number of updated records received. All are disabled by default.
Exclude Material Types
By default, none are selected. Select specific material types to exclude them from your update records:
Exclude Electronic Resources
By default, none are selected. Select electronic resources to exclude from your update records.
Online | o = Online. The resource is accessed by means of hardware and software connections to a communications network. |
Direct electronic | q = Direct electronic. Storage is on a directly accessible tangible recording medium, e.g. disc, tape, Playaway device, flashdrive, portable hard drive, etc. Do not use code q for items that do not require the use of a computer (e.g., music compact discs and videodiscs). |
Electronic | s = Electronic. Item is intended for manipulation by a computer. The item may reside in a carrier accessed either directly or remotely. The item may also require the use of peripheral devices attached to the computer (e.g., a CD-ROM player). Do not use code s for items that do not require the use of a computer (e.g., music compact discs and videodiscs). Codes o and q are preferred to separately identify online and direct electronic resources. Whenever possible OCLC will convert instances of code s to either code o or q. |
Exclude Publication Date
By default, no date is entered. Choose to not receive updates for older materials. For example, if you do not want updated records for materials that are 20 years old or older, you could specify:
Exclude Records Upgraded by my Library
By default, nothing is selected. To exclude from your update records any records that were upgraded by your library, select your library symbol(s).
Collection Manager uses information your institution's WorldCat Registry profile. You can quickly review your institution's information by visiting the WorldCat Registry website.
To edit your information in the WorldCat Registry:
Format
If desired, change the default record format. Available formats:
Note: You must select MARC 21 with MARC-8, MARC 21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode, if you choose to add LHRs to your records.
If you specify record customizations in the Customize Records tab, you must enter MARC 21 fields. For more information about record formats, see MARC 21, Dublin Core, and MARC XML and MODS.
Delivery Frequency
Does not apply: This setting does not apply to cataloging partner collections. Records are delivered one time.
File Output
Does not apply: This setting does not apply to cataloging partner collections. It does apply to WorldCat updates for your WorldCat holdings and titles from cataloging partner collections might be included in your WorldCat holdings.
Uniform Resource Identifiers (URIs)
Links in records make resources more integrated with the Web and more discoverable for end users. If you select URI settings, linked data URIs will be embedded in your MARC records for 1XX, 6XX, 7XX and 8XX fields and will be included in the $0 subfield. $0 is a valid field for linked data URIs even if your ILS currently does not use the linked data information.
If you would like to download records with linked data URIs, select the identity service(s) from which you would like to retain links. If you select more than one identity service, multiple $0s will be appended to the appropriate tags with the appropriate URIs. The order of $0s will follow the order listed in the interface.
By default, none are selected:
Name Headings Identity Services
Subject Headings Identity Services
For more information about Authorities, see Authorities: Formats and indexes.
Cataloging Partner Options settings only apply to cataloging partner collections.
Do not deliver WorldCat records if WorldCat holdings are already set for these institutions
This setting is primarily used by consortia and libraries that have multiple OCLC symbols. If you do not want to receive records for titles on which holdings are already set:
Deliver PDRs if no WorldCat record is delivered
Choose whether or not you would like a partnering data record (PDR) delivered:
If you select Yes, OCLC will deliver a record that includes your mapped provider data when:
Include OCLC number in PDR, if available
Choose whether or not you would like OCLC numbers to be included in your partnering data records (PDRs):
What is a partnering data record (PDR)? A partnering data record (PDR) is an optional record created by OCLC when no OCLC record is found or delivered. It contains title, ISBN and provider-provided data.