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Everything you always wanted to know about WorldCat (but were afraid to ask) / Paul Shackleton

CILIP MDG
CILIP MDG

Paper presented at the Cataloguing & Indexing Group conference in Edinburgh, UK in 2018.

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CIG 2018, Edinburgh
Paul Shackleton
Everything you always
wanted to know about
WorldCat (but were
afraid to ask)
Senior Database Specialist, OCLC UK
A quick introduction to WorldCat:
• Background and the basic idea
• Tools and services
• Quick access to key information
• Your chance to ask questions
Aims and Objectives
Paul Shackleton:
• Librarian/Systems administrator
• Not a cataloguer (but I have catalogued)
• With OCLC for over 4 years, based in Sheffield
• Specialist in loading and updating data in
WorldCat, including migrating library
collections to WorldShare
Introductions
Global, nonprofit library cooperative
5 data centers 70,000+ libraries
17 offices 170+ Countries
The world’s largest and most
consulted bibliographic database
• 2.6 Billion holdings
• 425 Million bibliographic
records
• Collective of collections
Free to use - worldcat.org
• De-duplicated, single Master Record model
• ‘Duplicates’ permitted for:
– Different cataloguing language
– Different Editions
– Different Formats
• Unique/local information should not be added
to a Master Record
• ‘Set Holdings’ – a flag saying ‘I have this’
WorldCat structure
Ad

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Everything you always wanted to know about WorldCat (but were afraid to ask) / Paul Shackleton

  • 1. CIG 2018, Edinburgh Paul Shackleton Everything you always wanted to know about WorldCat (but were afraid to ask) Senior Database Specialist, OCLC UK
  • 2. A quick introduction to WorldCat: • Background and the basic idea • Tools and services • Quick access to key information • Your chance to ask questions Aims and Objectives
  • 3. Paul Shackleton: • Librarian/Systems administrator • Not a cataloguer (but I have catalogued) • With OCLC for over 4 years, based in Sheffield • Specialist in loading and updating data in WorldCat, including migrating library collections to WorldShare Introductions
  • 4. Global, nonprofit library cooperative 5 data centers 70,000+ libraries 17 offices 170+ Countries
  • 5. The world’s largest and most consulted bibliographic database • 2.6 Billion holdings • 425 Million bibliographic records • Collective of collections Free to use - worldcat.org
  • 6. • De-duplicated, single Master Record model • ‘Duplicates’ permitted for: – Different cataloguing language – Different Editions – Different Formats • Unique/local information should not be added to a Master Record • ‘Set Holdings’ – a flag saying ‘I have this’ WorldCat structure
  • 7. • Registered libraries are assigned a unique symbol, 3 or 5 characters long • Each library has a Registry record • Registry records should be maintained via Service Configuration WorldCat structure
  • 8. OCLC number: • Unique to each bibliographic record and trusted • Stored in WorldCat in the 001 but distributed in the 035 • Prefixes – om, on, (OCoLC) • Old OCNs never die, stored in the 019 and indexed WorldCat structure
  • 9. 1. Interactive cataloguing using one of our cataloguing clients 2. Bulk upload of additions and deletions via data sync Contributing to WorldCat
  • 10. 1. Connexion client 2. Connexion browser 3. Record Manager 4. Z39.50 5. Metadata API You can export records with any of these clients. Cataloguing clients
  • 11. • Old school client software, Windows only • Seriously powerful – batch functions and bulk editing and setting/removing of holdings for up to 9999 records at a time • Online and offline save files to aid workflow • Direct integration with your ILS via TCP/IP or OCLC Gateway • No access to local data Connexion client
  • 12. • Web based: http://connexion.oclc.org/ • Shares the online save file with Connexion client • Access to Local Holding Records (LHRs) • No batch/bulk options Connexion browser
  • 13. • Part of the WorldShare platform, a web browser based application • Limited batch options and the place for future developments • Supports LHR records and local bibliographic data (LBD) • Got a cataloguing subscription? ask UK support for access to Record Manager Record Manager
  • 14. • Old school but probably the most popular method of accessing WorldCat in the UK • Direct integration with your local system • In June extended services were implemented to allow for the deletion of holdings – ask your system supplier about implementing this so you can update WorldCat when you delete a record or the last item in your system. Z39.50
  • 15. • Build your own interface with WorldCat • Add and edit bibliographic records • Set and delete holdings • Add and edit LBD records • Open to all with a cataloguing subscription • Available to all via MARCEdit • Any organisation can build tools with the API Metadata API
  • 16. • Send records via sFTP or Collection Manager • Complete collection load = reclamation • Send updates – additions, amendments and deletions • Own record replace • Field transfer for record enhancement • Adding records is optional • Add security to your collections and access Bulk upload via data sync
  • 17. • Part of WorldShare metadata management • Upload and download records and reports • Receive WorldCat updates for record changes • Manage e-resources and MARC record delivery • Rolled out to all Ebsco customers for MARC record delivery • Query collections allow targeted selection and delivery of records Collection Manager
  • 18. • MARC 21 only for now, can export in MARCXML, Dublin Core and MODs • Manuals for bibliographic, LHR and authority formats • Bibframe is actively supported and developed by OCLC • AACR2, hybrid and RDA compliant records supported • Records are being upgraded to include 3XX data Formats and Standards
  • 19. • Program for Cooperative Cataloging (PCC) records are protected but can be enhanced, indicated by 042 $a pcc • Library of Congress bibliographic and authority records are synchronised on a daily and weekly basis • QC department is dedicated to maintaining quality • Duplicate Detection and Resolution (DDR) software constantly seeks and removes duplicate records • Request changes via bibchange@oclc.org Quality Control
  • 20. • FRBR clustering has been implemented within workid groups • This clustering is visible in the editions and formats grouping in WorldCat and Discovery • Subfield $0 has been implemented in authorities in preparation for linked data triples • More authority record sets are being added • Classify – find call numbers based on WorldCat data • Command line searching – highly addictive Tools and good to know
  • 21. • Support UK: support-uk@oclc.org • Community Centre: https://www.oclc.org/community/home.en.html • Help pages: https://help.oclc.org/ • Training: https://help.oclc.org/Librarian_Toolbox Support and Training
  • 22. Q. Is it OCLC policy to retain Bib records in WorldCat if there are no library holdings attached to them? A. No, but you can request that individual or groups of records be deleted by contacting QC. However we do sometimes clean up after particular projects, such as a WMS migration where we know that the old records, not matched by the load, will no longer be needed. Your Questions
  • 23. Q. We are currently integrating around 45,000 items across 6 museum libraries and I would be interested in knowing more about data standards & formats. A. If your catalogue originates from multiple source catalogues, and has duplicate bib records, setting holdings in WorldCat as part of a group project can help you get a de-duplicated view of your holdings and the spread of copies across your sites. Your Questions
  • 24. Q. How the matching and merging of records is done, and what factors are taken into account with particular emphasis on differences in the 245 (especially the $c field), the 260/264, and 300 fields and to which extend these can prevent a record from matching. Your Questions
  • 25. Matching: • Every record in WorldCat has a set of ‘fingerprints’ (aka ‘keys’) • Every record ingested has a set of fingerprints generated and these are used to compare with existing fingerprints to find candidates for matching Your Questions
  • 26. Matching: Data elements used as the primary source of retrieval and comparison for matching include, but are not limited to the following: • Standard Numbers including OCLC Numbers, ISSN, and others. • Material Types • Dates of Publication • Language of Cataloging • Title • Author • Edition • Publisher • Extent Your Questions
  • 27. Matching: • Process is iterative, bibliographic Kerplunk! • Certain data elements carry a higher weighting but can be invalidated by certain criteria, such as an OCN matching a record that has a different language of cataloguing or record type. • The fingerprint matching is initially ‘fuzzy’ to allow a closer analysis of a set of candidates. • All elements of a record’s core description, including some 5XX notes fields under certain circumstances, are always evaluated. • Completeness is key. • If in doubt the record is added, then Duplicate Detection and Resolution (DDR) will evaluate the record again. Your Questions
  • 28. Q. As some cataloguers have been downloading foreign agencies’ records and editing them and turning them into English, is there going to be any issue in the matching procedure if the ocn number in the 035 field of the downloaded record remains? Does this point to the foreign record? A. No, the mismatch of language and OCN will prevent a match, the 035 will be removed and either a correct match will be found or the record will be added. Always remove the OCN when copy cataloguing. Your Questions
  • 29. Q. I would like to understand how the indexes help in searching for item, particularly non standard search outside the usual of author/title/date. A. See the help pages for indexes: https://help.oclc.org/Librarian_Toolbox/Searching_Worl dCat_Indexes Your Questions
  • 30. Can I search for instance for all engravers in my Collections, if I have used the $eengraver for engravers? Yes, using the rx index which indexes relationship, e.g. li:yt1 AND rx:engraver Your Questions
  • 31. Can I search for materials from a date range (Particularly when dates look like: 18—, 165? , or between 1849 and 1853), or for works by language (English, German...), or for country of publication (taken from the 008/15-17), for items with illustrations etc.? Yes you can refine searches with qualifiers: yr:201? /1914-1918 la:ger (this is a default facet in most WorldCat clients) Your Questions
  • 32. Q. I would like to know if when a library matches its data to OCLC, if at the same time all headings can be batch authorised with equivalent LC headings. A. Yes, software was introduced in 2012 to automatically control headings in records when new records are added and retrospectively. Your Questions
  • 34. Explore. Share. Magnify. Paul Shackleton Senior Database Specialist paul.shackleton@oclc.org 0114 267 7569

Editor's Notes

  1. If reading this as a hand out note that links in the notes are often hot links in the slides – move your cursor around to find the links.
  2. First UK metadata specialist, part of a metadata team that is based in Leiden, the Netherlands.
  3. Our headquarters are in Dublin, Ohio. OCLC was established in 1967 to support library cooperation and the result was WorldCat which began life in 1971. OCLC? Originally the Ohio College Library Center, now the Online Computer Library Center but OCLC for short. Anyone who has a subscription is a member, and all members can vote and gain a place on the board of trustees or the regional council: https://www.oclc.org/en/membership/councils/directory/emea.html
  4. Some stats: https://www.oclc.org/en/worldcat/inside-worldcat.html Bibliographic records, a Knowledge Base and a Central Index https://www.oclc.org/en/worldcat/watch-worldcat-grow-popup.html https://www.worldcat.org/ Note that worldcat.org includes more than just the WorldCat bibliographic database but also includes the central index and KB content: https://help.oclc.org/Discovery_and_Reference/WorldCat_Discovery/FAQ/What_is_the_difference_between_WorldCat_and_WorldCat.org%3F_What_do_I_need_to_know_about_the_central_index%3F But today I just want to talk about collection cataloguing and WorldCat records.
  5. Actual duplicates do occur. Hybrid records are not permitted, e.g. trying to use a print record for the electronic version as well. We need the record to describe the actual item in whatever form it exists, while we aim to make the user experience more simple by FRBRization in the discovery interface. Some local data can be registered in subfield $5 where this is permitted by the WorldCat manual Bibliographic Formats and Standards.
  6. https://www.worldcat.org/registry/Institutions https://worldcat.org/config/ - contact support if you need to establish access
  7. Where records are merged the OCN is retained in 019 of the retain record.
  8. WorldCat does not represent a threat to your work, quite the opposite. We rely on individual cataloguers to do the work of contributing original records and completing and correcting the records that exist. OCLC cannot do the cataloguing, we don’t have the items to hand, but we do work hard to maintain quality to support you. Many records are now supplied directly by publishers.
  9. Yet another client does exist, Cat Express, designed for copy cataloguing only, and this is a cut down version of Connexion browser.
  10. https://www.oclc.org/support/services/connexion.en.html No screen shot but it’s the grey one, quite a retro look these days.
  11. LBD – when you load records via data sync your local system number will get recorded in a LBD record https://help.oclc.org/Metadata_Services/WorldShare_Record_Manager Demonstrate WorldShare here. Community centre - https://www.oclc.org/community/record_manager.en.html note release notes and roadmap.
  12. https://www.oclc.org/support/services/z3950.en.html An obvious workflow but it does not offer a means to get your corrections and additions back into WorldCat so if you use this method think about sending regular updates via data sync and having one of the clients to hand to go and fix something that is wrong as if you don’t when you set holdings in WorldCat that record might not be as complete as you would want.
  13. If you need help getting set up with WorldCat API functionality in MARCEdit please open a support call.
  14. https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Understand_record_processing/Data_sync_processing https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Understand_record_processing/Data_sync_processing#Transfer_of_bibliographic_data You get more than just holdings maintenance – a metadata specialist is assigned and you will get feedback, reports in validation and record cleaning, plus reports of your holdings with the matching OCNs. If you maintain your holdings in WorldCat you have a ready-made disaster plan, some libraries have pointed users to WorldCat when their local systems have been down. All records can be delivered back to you via a Collection Manager query collection.
  15. Collection Manager does a number of jobs but mostly it is where KB collections are managed – select collections, set holdings, receive MARC records for upload to your local system. Query collections use command line search syntax, more on that later.
  16. OCLC manuals are ubiquitous in USA cataloguing departments. We are taking a pragmatic approach to RDA, see the links to the RDA information page and the OCLC statement from bib formats and standards. Any cataloguing rules are acceptable so long as the resulting records are well formed and valid.
  17. We actively support PCC, CONSER, NACO and SACO. NACO/SACO membership should be considered if you want to steer authority record creation for the UK, forming a UK funnel might be a good idea. https://www.loc.gov/aba/pcc/naco/ https://www.oclc.org/bibformats/en/quality.html#qualityassurance Note the Ask QC email address and askqc@oclc.org Note the excellent article by Jay Weitz on how to work with DDR.
  18. You can see the worked grouping at the top of the record edit view in Record Manager. https://help.oclc.org/Metadata_Services/WorldShare_Record_Manager/Authority_records – recently added German names, Maori subject headings, but LC names and authorities are still the default. In future name and subject headings will be contextual based on a user’s language, i.e. a German user would see the German headings and names rather than LC. If you want to add or edit authority records you need to be part of one of the authority programmes, such as NACO. If you use authorities that WorldCat does not support the headings are permitted but there will be no authority record linked to the heading, we call these ‘uncontrolled’ headings’. https://help.oclc.org/Librarian_Toolbox/Searching_WorldCat_Indexes/Indexes – example command line search, excluding e-resources from the results as follows (the ‘li’ index (find holdings for a the symbol supplied) not valid in ‘worldcat.org’ web service) - li:yt1 AND x0:books NOT mt:url
  19. Access to the Community pages will require a WorldShare login and is limited by what modules you have access to.
  20. The over-view should have covered many of the aspects of WorldCat holdings maintenance that may be of interest to you. If your catalogue originates from multiple source catalogues, and has duplicate bib records, setting holdings in WorldCat as part of a group project can help you get a de-duplicated view of your holdings and the spread of copies across your sites. You will need to ensure that your branches each have symbols or request branch level symbols to create basic LHR entries to ensure that sites can be profiled in WorldCat
  21. This lists the kind of data used to build a ‘fingerprint’ or match key.
  22. We can’t share any more detail, this is complex proprietary software. DDR picks up on looking for duplicates within WorldCat while ingest matching is trying to find a match before resorting to adding a new record.
  23. The answer given assumes that the OCN is supplied in the 035 $a but it could be any field and subfield.
  24. Use Record Manager for the li (holding library symbol) search, NOT worldcat.org. ‘rx’ is the index for relationship and covers a range of tags and subfields.
  25. Have not found an option to search for illustrations yet.
  26. Automated heading control announcement: https://www.oclc.org/en/news/announcements/2012/announcement1.html