Workflow for data sync collections

Introduction

Data synchronization is an automated process that compares records from your local catalog against records in WorldCat and manages holdings on those matching records. These holdings may be at the institution-level, such as your OCLC symbol, or at the local-level, such as local holdings records (LHRs). This process also facilitates adding new records to WorldCat.

This workflow provides an overview of the data sync collection process, from collection creation to report retrieval.

Data sync workflow

Create data sync collection

Note: If you have questions while creating your data sync collection, please contact OCLC Support.

Bibliographic
Note: Institution settings must be configured before creating this collection.
Delete local holdings records
Note: Institution settings must be configured before creating this collection.
Delete WorldCat holdings
Note: Institution settings must be configured before creating this collection.
Local holdings records
Note: Institution settings must be configured before creating this collection.
Non-MARC numeric search key
Non-MARC patterned data (bibliographic or local holdings records)

Create data sync collection for a Reclamation

Note: There is a fee associated with a reclamation.

If you are new to data sync collections, or if it has been awhile since your holdings have been consistently maintained, we recommend starting with a Reclamation and then continuing with an Ongoing collection to ensure your holdings remain up to date.

Bibliographic collection for a Reclamation
Note: Institution settings must be configured before starting the reclamation process.

Submit data to OCLC

Note: If you have questions about data preparation and submittal, please contact your database specialist.

Data requirements

Bibliographic
- For this collection type, you can submit MARC, MARCXML, and ONIX 3.0 or above files for data sync processing.
Bibliographic and local holdings records
Delete local holdings records
Delete WorldCat holdings
- For this collection type, you can submit MARC, MARCXML, and ONIX 3.0 or above files for data sync processing.
Local holdings records
- MARC 21 Format for Holdings Data and OCLC local holdings records
Non-MARC numeric search key
Non-MARC patterned data
- MARC 21 Format for Holdings Data and OCLC local holdings records (local holdings records data only)

Data preparation

Prepare your data

Submit data

Watch a video

Exchange files with OCLC

OCLC staff reviews collection, processes submitted data, and releases output

Note: If you have questions about data processing, please contact your database specialist.

Data processing

Review output files and reports

Note: If you have questions about your reports or file output and retrieval, please contact OCLC Support.

Retrieve files and reports

Output record files

Own Record Return (My Library Records)

Reports

Data sync reports (emailed) - Contain information about records matched and delivered through data sync collections in Collection Manager
My Files reports - Contain information about unresolved records and records which have had actions taken during processing
My Files reports for Bibliographic or Delete WorldCat Holdings collections - Contain information for bibliographic collections and delete WorldCat holdings collections