If your institution's holdings have not been fully maintained in WorldCat, you may have no easy way of identifying the records for which you need to cancel or set holdings. When this occurs, you can order a reclamation project. For a reclamation project: • You send all the records from your local system to OCLC to set your library’s holdings in WorldCat. • As your institution’s holdings are set, the date of this batchload transaction is “stamped” on each record. • After batch processing is complete, a Scan/Delete is performed that removes your holdings from records with a date stamp earlier than the date of the batchload transaction (typically the date when you extracted your records for submittal to OCLC). • Any holdings set after the date of the Scan/Delete are retained in WorldCat. Therefore, you can continue online cataloging while your records are processed. OCLC recommends, however, that you stop deleting holdings until the reclamation project is complete. By default, Scan/Deletes are processed to skip any holding set on a record that has a local holdings record (LHR) attached. The LHR itself will remain, and the holding will remain set on the record, regardless of date stamp. However, you can request to remove the LHR and the related holding. When you order a reclamation project, you can also request to add your records to WorldCat that do not match existing WorldCat records. A Retrospective project is a one-time load without a Scan/Delete. This type of load might for a new OCLC member that has no holdings in WorldCat, for libraries that catalog online with OCLC but never added holdings for items acquired prior to joining OCLC , or if you need to simple fill gaps in your WorldCat holdings or gaps in OCLC numbers in your local system (e.g., special collections). Ongoing batchload: Once your holdings are in sync with WorldCat, you may want to order ongoing batchload to keep them up-to-date. Use ongoing batch processing to continue setting or canceling holdings as your library collection changes. Receive OCLC control numbers in the same format as you requested for the Retro/Reclmn.
There are three options to obtain OCLC control numbers from the batch process: (click)Cross Reference (or XREF) Report (click)Your library’s records returned with the OCLC number in them (click)Full OCLC-MARC recordsI’ll explain the content of each of these in the next several slides. (click)
By default, batch processing generates a two-column text file that lists the matching OCLC numbers (without prefix and without padded zeros) across from the numbers in the 001 fields of the batchload files processed. If your local Unique Record ID is not originally in the 001 field, batch pre-processing routinely moves it to field 001 so it will be listed across from the appropriate matching OCLC number in the XREF report. We require you indicate where in the bib record you Local System control number is located, so we can map it to the 001.(The theory behind the XREF report is to use your Unique Record ID to find the appropriate record in your local system, then merge in the associated OCLC Control number. Many institutions have used the XREF successfully but some do not have the technical staff to utilize this text report. If you do not have the expertise locally you may need to work with your ILS vendor, OCLC cannot provide this level of support.The XREF report is posted for pick-up on the OCLC Product Service Web or by logging into your EDX account. You can request they be emailed if desired.
You can request we return a copy of the records submitted for batch processing, with the OCLC Control Number merged into those records.By default, the OCLC number is merged into 035 $a with the OCoLC prefix, no other changes are made to your record; If you need to have the OCLC number merged into the 001 field, with or without the ocm/ocn prefix, you can indicate this on the order form. Your file or files of records containing the merged OCLC number are available for pick-up as soon as each one completes batch processing.
A third option is getting a file of the matching OCLC MARC Records. When institution request OCLC MARC record batch services typically merges local data form the incoming record into the copy of the OCLC MARC master record returned, especially the library’s Unique Record ID needed for loading back into the local system. Other fields can also be transferred to the records, such as local notes, local call numbers and critical 9XX fields. By default, full OCLC MARC Records returned contain the OCLC control number in both the 001 and the 035. 001 prefixed by ocm or ocn035 $a prefixed by (OCoLC)Custom post-processing is available if these default locations of the OCLC number do not suite your needs. For example, an institution may prefer their unique system control numbers to be in the 001 field of the OCLC MARC record returned. Post-processing can replace the OCLC numbers in the 001 with your local system control numbers. (click)Note that, unlike the other two output options, there may be extra costs involved to produce full OCLC-MARC Records. Consult your Regional Service Provider or OCLC Library Services Representative for more information.
Batch Processing OverviewFor audio please call :1-866-699-3239 Event number: 719 119 553 14 June 2010 Defining Process and Selecting Projects & Output
Agenda OCLC “basics” Review Types of Batchload Projects (bibs) Explore Options for OCLC control number return Ordering Options Process Workflow Questions
Objectives Understand OCLC Holdings and Control Numbers Identify the project type(s) appropriate for my library Identify the best output option(s) for my library Follow the basic OCLC Batchload process Submit an online Batchload Order Form to OCLC Access Batch Processing documentation
Some OCLC “basic” Holdings OCLC Institution Symbol OCLC Holding Library Codes (branch) OCLC Control Numbers
Some OCLC “basics” OCLC Control Number Accession Number
Batchload Project Process Step 1: Ordering (Library) Step 2: Submitting Files to OCLC (Library) Step 3: Pre-processing/Matching (OCLC) Step 4: Reports and/or Record Output
Step 1: Ordering Initiate a Batchload project & obtain a Project ID, complete an order form. Online Service Center (OSC) or “Old” (non-standard) Batchload Order form
Step 1: Ordering from OSC Criteria for OSC form: Setting holdings single (1) OCLC institution symbol Bibliographic data is MARC21 (MARC8 or UTF8 encoded) Options for OCLC # in Own Record Return work for you Do NOT need OCLC-MARC record return
Automated workflow Automated messaging: Project ID Standard setup created based on order criteria Project Active upon file receipt Standard output options are acceptable http://www.oclc.org/servicecenter http://www.oclc.org/us/en/support/documentation/batchprocessing/using/checklistfororderingBib.pdf
Step 1: Ordering via “old” Batchload Order form Criteria for “old” Batchload Order form: Group batchload (setting multiple OCLC Institution Symbols based on library identifier within record) OCLC MARC Records return OCLC # format in Own Record Return not on OSC form Non-MARC input data
Manual Workflow Project logged manually, Project ID e-mailed Queued for Database Specialist Evaluation Translation Table work (group) OCLC MARC output: local data mapping requirements Non-standard OCLC # format in Own Record Return If Non-MARC, script to convert to MARC https://www3.oclc.org/app/batchload/
Step 2: Submitting Files to OCLC Electronic Data Exchange (EDX) Account created for Institution Symbol Distinct User Name & Password FTP Larger files (up to 90,000 records each) OCLC Product Services web (PS Web) Web application Log on with OCLC autho/password (Connexion, FirstSearch, ILL) Upload in browser Smaller files (fewer than 40,000 records each)
Step 2: File submittal DATA file (contains MARC records) DATA.D091101 LABEL file (plain text file about the DATA file) LABEL.D091101 DAT 20091101000000.0 RBF 85950 DSN DATA.D091101 ORS XYZ FDI P012472
File names Multiple files DATA.D100225.FILE1 DATA.D100225.FILE2 DATA.D100225.LAST LABEL.D100225.FILE1 LABEL.D100225.FILE2 LABEL.D100225.LAST One file only for a one-time project, use .LAST DATA.D100303.LAST LABEL.D100303.LAST
Step 3: Record Matching Separate matching categories: (1) OCLC Number matching (2 ) “Other” Unique Key matching (3) Extended Matching Qualifiers available for each category: (1) Language of Cataloging (040 $b) (2 ) Date of Publication (from Fixed Field) (3) Derived Title Key (from 245, 246 & 247) (4) Material Type (Book, Electronic Resource, VHS, Score, etc)
Step 4: Reports and/or Records Batchload Processing Summary Cross Reference Report MARC Record Output Own Records with OCLC# merged OCLC MARC Records with local fields merged Other MARC record files including, UNRES DUPS DESL
Vendor Records Do you have rights to redistribute? If not, have you asked for permission? http://www.oclc.org/us/en/worldcatlocal/support/vendor.htm WCLVendorRecords@oclc.org
Other processes Symbol Flips Branch Level Scoping (full WorldCat Local only) Local Holdings Records Updating service (LHRUS) Create LHRs from Bib Data (BHR processing)
Documentation Batchload Solutions for Bibliographic Records “Quick Reference guide” http://www.oclc.org/support/documentation/batchprocessing/using/bibbatchsolutions.pdf Batch ordering http://www.oclc.org/support/forms/batchprocessing/default.htm General Batch processing Documentation http://www.oclc.org/support/documentation/batchprocessing/default.htm Matching Overview http://www.oclc.org/us/en/support/documentation/batchprocessing/using/record_matching/record_matching_overview.pdf