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Record Manager account roles

Learn about the roles available for managing accounts in WorldShare Record Manager.

WorldShare Admin

For more information about roles and managing accounts, see WorldShare Admin, User management.

To view all available WorldShare roles, see WorldShare Admin, Roles.

 Note: Please contact OCLC Support for if you need assistance as certain cataloging roles require participation in National Cooperative Cataloging Programs before they can be assigned.

Cataloging roles

  • Cataloging Admin
  • Cataloging Agent
  • Cataloging BIBCO
  • Cataloging Basic
  • Cataloging Bulk Edit
  • Cataloging CONSER
  • Cataloging Export
  • Cataloging Full
  • Cataloging Limited
  • Cataloging Member Merge
  • Cataloging National
  • Cataloging Reports Viewer
  • Cataloging Simplified
  • LHR History Viewer

Cataloging role descriptions

Role Description
Cataloging Admin

Admin can view/create/delete new users and assign roles to them, as well as create or replace various types of records, print labels and export records. 

In some circumstances this may include identifying information about accounts external to OCLC (e.g. where OCLC receives periodic patron updates from an external system, or where authentication is managed by an external system).

Cataloging Agent

For use of agent operations with WorldCat Metadata API and performing the following actions on behalf of other institution(s) in Record Manager:

  Note: Only assign to users that should be limited to the Cataloging Agent functionality. Combining this role with other roles may result in user permission errors.

Cataloging BIBCO Staff with this role can create and replace BIBCO records (contain pcc in the 042 field).
Cataloging Basic Staff with this role can access the simplified cataloging interface to view bibliograpic records, set holdings and send records to an export list.

 Note: Only assign to users that should be limited to the Cataloging Agent  functionality. Combining this role with other roles will result in user permission errors.

Cataloging Bulk Edit Staff with this role can manage LHR and LBD records in work lists and apply scripts to them.
Cataloging CONSER Staff with this role can create and replace CONSER records (contain one of the CONSER codes in field 042).
Cataloging Export Staff with this role can print labels and export records.
Cataloging Full Staff with this role can create or replace various types of records, print labels and export records.
Cataloging Limited

Staff with this role can create or replace local holdings records, print labels and export records.

 Note: Only assign to users that should be limited to the Cataloging Limited functionality. Combining this role with other roles may result in user permission errors.

Cataloging Member Merge Assigned to users at Member Merge libraries only. Contact OCLC Support if the role needs to be assigned.
Cataloging National Assigned to National Libraries only. Contact OCLC Support if the role needs to be assigned.
Cataloging Reports Viewer Staff with this role can run Cataloging/Collection reports.
Cataloging Simplified Staff with this role can access the simplified cataloging interface to update WorldCat holdings, print labels and export records.

 Note: Only assign to users that should be limited to the Cataloging Agent  functionality. Combining this role with other roles will result in user permission errors.

LHR History Viewer Staff with this role can view the LHR and item change history table.

Cataloging role comparison

Action Roles
Cataloging Admin Cataloging Basic Cataloging Bulk Edit Cataloging Export Cataloging Full Cataloging Limited Cataloging Reports Viewer Cataloging Simplified
Add new WorldCat bibliographic records to WorldCat or replace existing ones. x       x      
Add local data. x       x x   x
Add new Local Holdings Records or replace existing ones. x       x x    
Create and edit export lists. x     x x x   x
Create and print labels. x     x x x   x
Create, update and delete users, regardless of module (Circ, Acq, etc.). x              
Export bibliographic records, authority records, and lists of records. x     x x x    
Export bibliographic records only.               x
Insert WorldCat Entity identifiers in bibliographic record fields. x       x x    
Manage and apply scripts to LBD records in the record work list.     x          
Manage and apply scripts to LHR records in the record work list.     x          
Provides access to the simplified cataloging interface.   x           x
Read and update information about self via WorldCat Local/Discovery. x              
Read information about users, regardless of module (Circ, Acq, etc.). x              
Read Only view of bibliographic records.   x           x
Retrieve and view users. Assign roles to other users. Create a user that automatically has the Everyone role assigned. x              
Run Cataloging/Collection and Metadata reports from the Analytics module. x       x   x  
The security context contains all the information about a given user (especially what actions they can perform). This permission allows the user to perform actions on behalf of another user (patron). x              
Send bibliographic records to an export list only (can't export to local system via TCP/IP).   x            
Set WorldCat institutional holdings only.   x            
Set and delete WorldCat institutional holdings. x       x x   x
Update institution configuration information relating to authentication and authorization. x              
Use the Forgot Password feature to get a new password. x              
View and edit Institution Settings. Enable visibility of the LHR Change History, enable user detail retention in the LHR Change History table, and enable and customize WorldCat holdings audience levels. x              
View and interact with a broad range of data and record types. Includes display of holdings information, search and display of records, viewing, adding and replacing of records in the online save file, validation and heading control. x       x x    
View the item change and LHR Change History table. x       x      
View My Library and export data. x     x x x    
View the LBD tab on the Record Work Lists screen.     x          
View the LHR tab on the Record Work List screen.     x          

Authorities roles

  • Authorities Canadiana Names French
  • Authorities Canadiana Names French Deletes
  • Authorities Canadiana Subjects
  • Authorities Canadiana Subjects Deletes
  • Authorities LC NACO Name Authority File
  • Authorities Search Export
  • Authorities Search Export Canadiana

Authorities role comparison

 Note: Add, replace, or lock LC operations only apply to LC Name records.

All Record Manager users can perform the following actions without an assigned role:

  • Search or browse all available authority files, including the save file
  • View authority records in all available authority files
  • Export an authority record using a TCP/IP connection or by downloading the file through your browser
  • Send authority records to the save file
  • Reformat an authority record

 

Action Roles
Authorities Canadiana Names French Authorities Canadiana Names French Deletes Authorities Canadiana Subjects Authorities Canadiana Subjects Deletes Authorities LC NACO Name Authority File Authorities Search Export Authorities Search Export Canadiana
Add Canadiana record from save file x   x        
Add Canadiana record to authority save file and lock Canadiana record x x x x   x x
Add Canadiana record to file x   x        
Add LC record from save file         x    
Add LC record to authority save file and lock LC record x x x x x x x
Add LC record to file         x    
Add new record to authority save file x x x x x x x
Delete and supersede Canadiana record   x   x      
Delete Canadiana record   x   x      
Delete save file record x x x x x x x
Edit and replace BIBCO records (contain pcc in the 042 field)         x    
Recall LC save file record for review x x x x x x x
Release Canadiana lock from save file record display x x x x   x x
Release LC lock from save file record display x x x x x x x
Replace Canadiana record from save file x   x        
Replace existing Canadiana record x   x        
Replace existing LC authority record         x    
Replace LC record from save file         x    
Re-save save file record x x x x x x x
Submit existing save file record for review x x x x x x x

Analytics

See Reports and Report Designer roles for a list of available Cataloging/Collection and Metadata standard reports and associated roles.

Record Manager Fundamentals

See Record Manager Fundamentals account roles for a list of available associated roles.

CatExpress roles

The CatExpress roles provide access to the simplified cataloging interface in Record Manager, and are only assigned to CatExpress subscribers. Refer to Simplified cataloging account roles.