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About data sync collections

Find an introduction to data sync collections in WorldShare Collection Manager


Data synchronization is an automated service which allows you to synchronize your holdings with WorldCat to make your collections visible and available through OCLC services by:

  • Adding original cataloging records to WorldCat
  • Enhancing records in your ILS with information from the WorldCat record, minimizing time spent on cataloging
  • Matching records from your local catalog with records in WorldCat
  • Managing local holdings data
  • Setting or deleting holdings for single institutions or groups to accurately reflect what is in your collection
  • Updating your holdings in WorldCat with additional Local Bibliographic data

Watch a video

Run time: 4:41

This video provides a brief introduction to data sync collections in WorldShare Collection Manager.




Why use data sync?

Data synchronization integrates your library's holdings in WorldCat to accurately reflect your collection and make it visible to your patrons, other libraries, and users of the Web through OCLC services such as:

  • Collection Evaluation

  • Connexion

  • WorldCat Discovery

  • WorldCat Navigator

Data synchronization uses MARC-formatted records for processing but can also convert other types of data from your library.

Who is eligible for data sync?

You are eligible for data sync services if you:

  • Are an OCLC member and have an OCLC Cataloging and Metadata subscription

  • Have a Group services contract that authorizes you to do data sync

Collection types

OCLC has incorporated previous Batchload projects into newly defined collections designated by data type.

There are four data sync collection types that can be ordered:

  • Bibliographic

  • Local holdings records

  • Delete WorldCat holdings

  • Delete local holdings records

Separate collections for the same data type

While most libraries have items which require the same type of processing, your library's local system may have different types of records — such as vendor, locally created, special collection / archive, or digital resource records — which require separate collections for the same data type.

For example, you may send a file of records to add archival items to WorldCat. You want to be sure that these records replace any previous records you many have sent to OCLC. At the same time, you have another set of records which you do not want to replace but are interested in creating Local Bibliographic Data for representation in WorldCat Discovery.

Each of these is a unique collection and requires two separate collections and submission of two separate sets of records. Each collection will have its own collection ID for tracking.

Available data sync reports and files



How to access

Data sync reports

After you enable reports in Collection Manager in the institution settings, data sync reports will be available by email.

After your first set of reports have been posted, reports will be also be available through the OCLC Usage Statistics portal where you can modify the e-mail addresses listed for notifications.

See Understand emailed reports and Access emailed reports in the OCLC Usage Statistics portal for more information.

Data sync files

Data sync files will be posted in the My Files area in WorldShare and will be available via sFTP. There is no option at this time to have data sync files delivered by email.

See Understand My Files reports for more information.