Enable record delivery in your collection

Enable record delivery within each of your knowledge base collections. Add collection-specific notes and configure collection settings like separate file delivery. Also, customize and edit your records to receive the MARC content you are expecting.

Navigate to your collection

  1. Search for the collection. See Search for collections in Collection Manager for help.
  2. Click on the name of the collection to open it.
  3. Expand the Holdings and MARC Records accordion.

Configure the following settings

Configure the following settings in the Holdings and MARC Records accordion.

Maintain WorldCat Holdings

WorldCat holdings must be enabled in the institution settings in order for the collection-level setting to maintain WorldCat holdings to appear. For information on how to enable holdings at the institution level, see WorldCat Holdings.

Options:

  • Use institution setting (default)*
  • Disable or delete for this collection

*Open-access collections are disabled by default.

Select the default audience level for knowledge base collections. From the Holding Audience Level drop-down, select one of the following options:

  • Use institution setting (default): Refer to WorldCat Holdings for information about the institution setting.
  • Override: Select from one of the following for the collection.
    • All Users: Display to everyone using WorldCat.
    • My Library Users: Display to everyone within my instance of WorldCat Discovery
    • My Authenticated Users: Display to library staff and users who have logged in with their WorldCat Discovery credentials or are recognized by IP address
    • My Library staff: Display to library staff in the WorldShare user interface and when authenticated as staff in WorldCat Discovery

Enable MARC record delivery

 Caution: The collection-level MARC record delivery options will not be available until you enable MARC record delivery in the institution Settings.

  • Use institution setting: [Your institution settings will be displayed here]
  • Disable for this collection (default)

After you enable record delivery in the collection, you will see the following tabs of settings:

  • Customize Records
  • Record Delivery

Customize Records

Local Bibliographic Data

Leave the default setting or override institution settings for LBD. Settings:

  • Use institution setting (default)
  • Disable for this collection
Local Holdings Records

Leave the default setting or override institution settings for LHRs. Settings:

  • Use institution setting (default)
  • Disable for this collection
OCLC Symbols

Leave the default setting or override the OCLC symbols you included at the institution level for LHRs and/or Local Bibliographic Data. Settings:

  • Use institution setting (default)
  • Use these OCLC symbols for LHRs and local bibliographic data
MARC Custom Text

If you mapped custom text to your records in the Customize Records tab, add collection-level text in the corresponding field(s).

collection-manager-custom-text.png

If desired, use the Define Custom Text Labels button to change the text label from "Custom Text 1" to something more meaningful. See Collection Custom Text for more information.

Record Delivery

Delivery Frequency

Leave the default setting or override the institution setting for Delivery Frequency. Settings:

  • Use institution setting (default)
  • Specify delivery frequency for this collection. Settings: 
    • Daily (default)
    • Weekly
    • Monthly
    • Quarterly

If the same item/OCLC number is in multiple collections and the collections are set to different delivery frequencies, you could get the same record multiple times.

Subsequent Record Output

Change the default setting if you want a complete set of records with every delivery. Settings:

  • Include only records with changes (updated, added or deleted) after initial delivery (default)
    • This setting is selected by default. After your first delivery of records, you will receive new, updated, and delete records that reflect changes to titles and collection data.
  • Include a complete set of records with every delivery
    • This setting is available for libraries that would like to receive both records with changes and records for titles that have not changed each time records are delivered.
      • Records will be received in New, Updates, and Deletes files.  Records for titles/OCLC numbers that have previously been delivered will appear in an Updates file with each delivery, even if there were no changes to the records. A separate file of new records will include titles added to collections that have not previously been delivered via WorldShare Collection Manager. Additionally, a separate file of deleted records may also be delivered for titles to which you no longer have access.
Delivery File Output

Set delivery options based on a specified file name across one or multiple collections using the Record Delivery Templates dialog.  

Under Delivery File Output, select the Change button to deliver records for this collection in a separate file.  From the resulting Record Delivery Templates screen, select one of the following options

  • Deliver records for this collection in the same file as other collections (default)
    • All records for this collection will be output in the same files (New, Updates, and Deletes files) along with records from other collections.
  • Deliver records for this collection in a separate file
Deliver records for this collection in a separate file

If you select Deliver records for this collection in a separate file, you will be able to specify a file name that already exists or enter a new file name in which to deliver records using the Record Delivery Template. 

  • Collection Manager will output the records from the collection in a separate file and include the file name you entered between the time stamp and the file extension. Example where [XXX] represents your library symbol:
  • metacoll.[XXX].new.D20160214.T210512.[YourFileName].1.mrc

 Note: If your library has a large number of file names, it will take some additional time for the template table to load.

collection_manager_record_deliver_templates.png

Template options:

Column Description
File name

Enter the file name for delivery. This can be shared between multiple collections. 

  • Limit of 25 alphanumeric characters.

You have the option to group records from more than one collection in the same file by selecting the same file name for each collection.

  • For example, if you have a DDA collection and a purchased collection, you could select the file name "DDAandPurchased" within both collections resulting in records from those two collections output together in the same files.
    • You will get a single file separate from files for your other collections. The file will contain records from both collections. Records/titles within the file will be distinguishable by collection name, collection ID, and collection notes or custom text (if you choose to map notes or custom text to your records).
Isolated

Files with this selected will be isolated from other files in Collection Manager.  There will be one file produced for all the collections that use the same file name. Titles in non-isolated files will include information from all collections using non-isolated files, regardless of the file name. 

By default, Isolated is not selected.

Isolating the collection is beneficial if one of the following statements is true for you. 

  • Your ILS requires that records for electronic resources contain a single URL even when a title is available in multiple collections. In other words, select the option to isolate the collection if you want records to only contain the URL from their collection even though you might have the title in multiple knowledge base collections in Collection Manager.
  • You are using query collections in Collection Manager to output records for multiple libraries with unique WorldCat holding symbols. If you are from a consortia with multiple query collections set up to output records based on holdings for each institution, you can select the option to isolate your collections so that when a single library adds or deletes a holding in WorldCat, a New or Delete record will be delivered based on the activity of a single collection.
  • You are running multiple query collections on your institution's holdings and do not want to receive multiple MARC record files from your collection delivery.

The option is available in knowledge base collections in Collection Manager and in query collections with ongoing delivery in Collection Manager.

With this setting unselected:

  • Collection Manager will deliver multiple URLs in a single record for a knowledge base title.
  • When an item’s holding is removed from within a collection, Collection Manager will deliver an Update record if the item’s holding is still set in other collections. Collection Manager will deliver a Delete record only when an item’s holding is removed and no other holdings are set on the item.
Format Users are now able to select a file format based on the file name. Previously, only one record type could be delivered across all file types. Users are now able to choose a format based on a set of collections under a specific file name.
Collections All collections with a specific file name will be listed in this column. Note, WorldCat Cataloging Partners will be delivered separately regardless of the specified file name and their settings will remain the same for file delivery.
Actions

This column specifies whether or not the file name is in use. If it is not in use, there will be an option to delete the file name.  The option to add a new file name also appears in this column, at the end of the collection list.

Use the plus or minus option to add or delete a file name. 
WorldCat Holdings

This setting acts as a filter to filter out from record delivery titles that you have set holdings on through some process outside of Collection Manager.

By default you will receive a full set of records for the titles in the collection. Your initial batch of records will have a record for every title. The default setting is:

  • Include new records already held in WorldCat (default)

If you do not want records for items you already have holdings on in WorldCat, you can choose to have those titles withheld from record delivery. Change the setting to Do not include records already held in WorldCat and you will only receive records that do not already have your holding attached in WorldCat.

 Note: If you choose not to have records output for titles you already hold in WorldCat, we recommend that you change this setting back to "Include new records already held in WorldCat" after you receive your first delivery.

 Note: For a complete list of settings, see Collection-level settings in knowledge base collections.

Next steps

Download files in My Files.