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2. Create a local holdings records collection

Learn how to create a local holdings records data sync collection in WorldShare Collection Manager.

Create a local holdings records collection to maintain your institution's LHR information in WorldCat.

 Caution: When entering text into text fields (e.g., Comment, Description, etc.):

  • Do not add new lines. All text needs to be in one paragraph.
  • Do not copy and paste text from Microsoft Word, email, a web browser, or other sources. Pasted text can contain hidden formatting codes.

 Note:

Review Collection Manager institution level settings

See Configure institution settings for local holdings records collections.

Create the collection

  1. Navigate to the WorldShare interface > Metadata tab > Collection Manager.
  2. Click Create a Collection.
  3. Select Data Sync Collection from the Collection Type drop-down list.
  4. Select Local Holdings Records from the Data Sync Type drop-down list.
     Note: If you have already created this type of WorldCat data sync collection, the following warning will appear:
    An existing WorldCat Data Synchronization collection of this same type already exists. We recommend editing this existing collection; however, you can create a secondary collection type of the same type.
    Generally, you will configure one collection for each type of data to be sent, making it easier to manage the process and maintain up-to-date holdings in WorldCat.
  5. Click Create. The accordions for this collection appear.

Complete the Properties accordion

The Properties accordion must be completed before you can save your progress when creating a collection.

  1. Enter a Collection Name for your collection.
  2. Select No for Group.
  3. Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
  4. Select the Original Data Format of your files.
    1. MARC
    2. Non-MARC
       Note: If Non-MARC is selected, you must send a .CSV or .TXT file with additional data to create MARC records for processing.
  5. Select whether to Use Record Status for Processing.
    • If Yes, processing will delete holdings if record status is d in a record (Leader byte 05 (Leader/05). Please note that where the institution cannot export or change the record status to d and wants to delete holdings, the institution should complete a Delete Holdings data sync collection.
      • Select whether you would like to Remove WorldCat Holding When Final LHR Deleted.
    • If No, holdings will be set on all records.
  6. (Optional). Enter a Description for the collection. The description field should be used anytime there is an exception or special consideration with your collection (e.g., setting up a collection to use OCLC number matching only). The exception or special condition should also be added as a comment in the Comments accordion.
  7. Click Save.
     Note: The first time you click Save Progress, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your data sync collection that is used

Complete the Local Holdings Records Information accordion

  1. Click Local Holdings Records Information to open the accordion.

 Note: When selecting multiple locations, use the Add button (Add button) to create additional rows.

Complete the MFHD tab

  1. For Initial Estimate for Record Count, enter the number of records that will be sent in the first file in the Initial Estimate of Record field.
  2. For System Information:
    • Enter the Provider.
    • Enter the System Name.
    • Enter the Version.
  3. For OCLC Number Location, select the location in your records from the drop-down list.
  4. For Local System Holdings Record Number Location(s), select the location(s) in your records from the drop-down list.
  5. For Local System Bibliographic Record Number Location(s), select the location(s) in your records from the drop-down list. List locations in order of priority.
  6. Click Save.

Complete the Processing tab

  1. Select whether to Use Acquisition Status Value. The Receipt or Acquisition Status is indicated in position 06 of the 008 field.
    • If Yes, valid values in the records are used. Valid values are 0-5.
    • If No, the value will be set to 2 (Received and complete or ceased) if the Type of record value is x (single-part item holdings) and 0 (unknown) for all other record types.
  2. If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
     Note: 
    • When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging.
    • When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
  3. Click Save.

Complete the MARC Record Output Information accordion

  1. Click MARC Record Output Information to open the accordion.
  2. Select whether to Enable MARC Record Delivery.
    • If Yes, select what type of records to return in the Records Returned drop-down list.
      • Deliver my local holdings records only
      • Include a separate file of WorldCat records with my local holdings records
        • For Unresolved Record Delivery, select the Deliver unresolved WorldCat records check box to include unresolved records in your MARC delivery. This allows you to review any unresolved records for further action.
           Note:
          • This option is only available for WorldCat record delivery.
          • To stop delivery of unresolved records after you have submitted your collection, leave a comment for your database specialist in the Comments accordion.
      • Interleave local holdings records with my library records
  3. Click Save.

Complete the Comments accordion

The comments accordion allows you to communicate with the database specialist assigned to your data sync collection. It appears after you save your collection for the first time. Database specialists can also communicate with you about your collection.

 Note: You would only complete the Comments accordion while creating a collection if you have a question or need to convey information not addressed in the collection.

Click Comments to open the accordion.

Add a comment to the list

  1. Click Add Comment. The Add Comment window opens.
  2. Enter a Topic for your comment.
  3. Enter a Comment about your collection.
  4. Click Add Comment to save your comment to the list. An OCLC staff member will respond to your comment in the Comments accordion, using the same Topic. Check the Comments accordion after 24-48 hours, as you will not receive an email when a staff member responds.
     Note: Once you have added your comment to the list, it cannot be edited or deleted.

View a comment in the list

  1. Click the Topic of the comment you wish to view.
  2. Click Cancel to return to the comment list.

Complete the Contact Information accordion

The information entered in the Contact Information accordion is required so that OCLC staff can contact you with questions about your collection. You must add a contact before your collection can be submitted.

  1. Click Contact Information to open the accordion.
  2. Enter the contact's Last Name.
  3. Enter the contact's First Name.
  4. Enter the contact's Title.
  5. Enter the contact's Telephone number and Email Address.
  6. Click Save.
     Note: When adding multiple contacts, use the Add button (Add button) to create additional rows. List contacts in order of priority.

Submit your collection

  1. Select Submit Collection to OCLC from the Collection Actions drop-down menu.
     Note: You cannot delete a collection once it has been saved and/or submitted.