Batchloading solutions

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Batchloading solutions

  1. 1. Batchload Solutions for Bibliographic Records Introduction • By default, Scan/Deletes are processed to skip any holding set on This document briefly describes how batchloading can help you a record that has a local holdings record (LHR) attached. The LHR synchronize your library’s records with WorldCat and afterwards, keep itself will remain, and the holding will remain set on the record, them up-to-date. regardless of date stamp. However, you can request to remove the LHR and the related holding. Synchronizing your library’s holdings information in WorldCat is key to maximizing your use of OCLC services, including WorldCat Collection When you order a reclamation project, you can also request to add Analysis, WorldCat Local, WorldCat Group Catalog, WorldCat your records to WorldCat that do not match existing WorldCat records. Navigator, and WorldCat Resource Sharing. Retrospective Batchload Project Once your records are in sync, keep your holdings current with ongoing If you are a new OCLC member, or you have gaps either in your batch processing. WorldCat holdings or in the OCLC numbers in your local system You can order a batchload project to match your bibliographic records records, you can order a retrospective project. in WorldCat, set and delete your holdings as appropriate, and, For a retrospective project optionally, add your unmatched records to WorldCat. • You send all of your records or a subset of records to set or To ensure optimal interoperability between your library’s records and cancel holdings in WorldCat and obtain OCLC control numbers for OCLC services, receive output that helps you index consistently records in your local system. formatted OCLC control numbers in your local system. See more about • A retrospective project does not include Scan/Deletes and is OCLC control numbers. usually a one-time project. Synchronize Your Holdings with WorldCat When you order a retrospective project, you can also request to add your records to WorldCat that do not match existing WorldCat records. The following are common batchload options for synchronizing and maintaining your holdings with WorldCat: Symbol flips Sometimes an institution’s holdings are represented in WorldCat by • Order a reclamation project more than one OCLC institution symbol, but the institution prefers • Order a retrospective batchload project holdings to be combined under fewer symbols. OCLC can perform a • Request symbol flips scan to “flip” all occurrences of one institution symbol to another • Order ongoing batch institution symbol. Each of these options is discussed in more detail below. You do not need to send records from your library; simply send a Reclamation project written request to OCLC Batch Services at batchload@oclc.org. If your institution's holdings have not been fully maintained in WorldCat, Ongoing Batchload you may have no easy way of identifying the records for which you Once your holdings are in sync with WorldCat, order ongoing batchload need to cancel or set holdings. When this occurs, you can order a to keep them up-to-date. Use ongoing batch processing to continue reclamation project. setting or canceling holdings as your library collection changes. For a reclamation project: • You send all the records from your local system to OCLC to set Get OCLC Control Numbers for Your Records your library’s holdings in WorldCat. When you order a batchload project for bibliographic records, you can • As your institution’s holdings are set, the date of this batchload get the OCLC numbers as output from the batch processing in three transaction is “stamped” on each record. ways: • After batch processing is complete, a Scan/Delete is performed • Cross Reference (XREF) Report that removes your holdings from records with a date stamp earlier • Your records returned with the OCLC number than the date of the batchload transaction (typically the date when • Copies of matching full OCLC-MARC records you extracted your records for submittal to OCLC). These choices are discussed in more detail below. • Any holdings set after the date of the Scan/Delete are retained in WorldCat. Therefore, you can continue online cataloging while Cross Reference (XREF) report your records are processed. OCLC recommends, however, that Batch processing automatically generates a two-column text file that you stop deleting holdings until the reclamation project is lists the OCLC number (without prefix) across from the unique local complete. record ID from the 001 field. If your local record numbers were not in the 001 field when you sent them to OCLC, batch pre-processing moved them to the 001. 1
  2. 2. Batchload Solutions for Bibliographic Records Example of the format of an XREF Report: Standard batchload ordering in the OSC OCLC Control # Submitted 001 Field OCLC is phasing in automated processes for managing batchload 48110776 .b21361198 projects, starting with automated ordering in the Online Service Center. 179104583 .b21512760 The order process in the OSC sets your project up automatically, and 229024760 .b21512772 for many bibliographic record projects (see exception below), starts You can download this report from the OCLC Product Services processing your records as soon as you send them. No review by an Web as the files in your project are completed. OCLC batchload specialist is necessary. Libraries use the Cross Reference Report to match and merge the Use the OCLC Online Service Center (OSC) to order batchload OCLC numbers into the bibliographic records in the local system. If no processing if your project and your records meet these standard one at your library can perform this task, you may need to work with criteria: your local system provider or choose another option for obtaining the • You are setting or canceling holdings for a single OCLC institution OCLC number. symbol. Your records returned with the OCLC number • Your records are in MARC 21 format. Batch processing can merge matching OCLC control numbers back • Character encoding in the records is MARC-8 or UTF-8 Unicode. into the records that you sent for processing. By default, the OCLC • You do not need to receive full OCLC-MARC records as the numbers are merged into field 035 $a with the (OCoLC) prefix. output of your batch project. If you prefer, you can select a different (or additional) location and Exception: Files received for non-US orders will be reviewed prior to format of the OCLC number when you place your order. For example, processing to accommodate cataloging practices that may differ from you may want the OCLC number merged in field 001, with the ocm or country to country. ocn prefix. Please note: As OCLC continues to enhance batch processing, Your files of records with OCLC numbers inserted are made available the criteria above for using automated ordering in the OSC will for pickup on the OCLC Product Services Web (PSWeb) or via expand to include more project and record types. As your OCLC EDX account as soon as each file in your project enhancements become available, this document will be updated. completes batch processing. To start the order process using the order form in the OSC: Full OCLC-MARC records 1. Go to the OCLC Online Service Center. welcome page at: You can receive copies of matching OCLC-MARC records as output of https://www.oclc.org/webapp/wcs/stores/servlet/OSCPortal?storeId= batch processing. OCLC can merge local data—for example, your local 10051 system control number or other local fields (notes or call numbers) into 2. In the navigation list on the left, click Log on if you already have the copies of the OCLC-MARC records. an OSC account, or click Create a new account. By default OCLC-MARC Records contain the OCLC number in these 3. Once in the OSC, navigate to the list of OCLC services and click fields: Batchload Processing for Bibliographic Records. Follow • 001 prefixed by ocm or ocn directions to complete and submit the form. • 035 $a prefixed by (OCoLC) Results: Custom postprocessing can be applied to the OCLC-MARC records to You receive separate e-mail messages to confirm that: change the default formatting if needed. For example, some institutions • The OSC completed your order (provides your OSC order prefer to have their unique system control number in the 001 field. In number). this case, post-processing can replace data in field 001 with the local system number. • Batchload services received your order. The message provides: o Your unique Project ID number (used to track your files Order a Batchload Project throughout batch processing). o Your order data for one last check. Depending on characteristics of your records, your batchload project o Links to instructions for sending your data to OCLC, setup, and output options you select, you can order a batchload project depending on the method you chose in your order. for bibliographic records using one of two order forms: These messages are also copied to the OCLC support partner • A Batchload Order form for Bibliographic Records in the specified in your order. OCLC Online Service Center (OSC) for projects that meet standard criteria Nonstandard Batchload ordering Currently, during batchload enhancement development, a separate • A Batchload Order form for nonstandard projects order form is available for ordering projects that do not meet the The details that follow will help you to choose which order to use. standard criteria listed above. A nonstandard order is always reviewed and set up by an OCLC batchload specialist. 2
  3. 3. Batchload Solutions for Bibliographic Records Use the nonstandard Batchload Order form when: Depending on the method you use to send your records, click one of • Records will be processed for a group using multiple OCLC the following links to see detailed instructions that include strict symbols. guidelines for file naming conventions: • Records you send are not in MARC 21 record format. • Send Records for Batch Processing Using PSWeb • Send Records for Batch Processing Using FTP • Character encoding in the records is not either MARC-8 or UTF-8 • Send Records for Batch Processing Using Your Unicode. Innovative (III) Local System • Output of the batch project will be full OCLC-MARC records. Note: If you plan to send your data by any other method than the three • Records will be sent to OCLC in non-electronic media. listed above, use the nonstandard (non-OSC) batchload order form • The project contains more than 10,000,000 records. Results Please note that continuing enhancements to Batch Services will Files successfully sent to OCLC are picked up by an internal process gradually incorporate “nonstandard” projects and records with (EBSCAN) at approximately 2:00 a.m. U.S. Eastern Time each day. characteristics listed above into standard ordering in the OSC. Shortly after OCLC pickup, you receive an “EDX batch input notification” email. If you do not receive one of these e-mails, contact To start the order process using the nonstandard order form: OCLC Batch Services at batchload@oclc.org to investigate. 1. Go to: https://www3.oclc.org/app/batchload/. If you used the order form in the Online Service Center: Within 2. Follow directions to complete and submit the form. minutes after OCLC pickup, you receive an email to let you know that See guidelines for using this order form in chapter 6 of the Batch processing has begun on your project (exception: non-US orders). The Services Guide. email summarizes how your records will be processed. Results If you used the nonstandard order form: You receive an “EDX batch • OCLC Batchload Services sends a confirmation e-mail with your input notification” e-mail, and your project is queued for evaluation. An unique Project ID number used to track your files throughout the OCLC database specialist is assigned and will contact you. project and with information about submitting your records. • A batchload specialist is assigned to your project and will work Record Processing with you as needed throughout processing. This section explains how records in your project will be processed. One batchload order for each project type Please note: These are default settings. Some projects, specifically A separate order is needed for each type of project, and for now, you those that are reviewed prior to batch processing (that is, orders placed may need to use different order forms. For example, your library may using the standard order form and non-US orders placed in the OSC), use the OSC order form to order a reclamation project for your overall may have other settings, depending on evaluation and discussions with collection and get the OCLC numbers back in a Cross Reference a database specialist. report. If you also want to get full OCLC-MARC records to replace a Unique Key Matching number of brief records in your local system, you need to order another OCLC number. Properly formatted OCLC control numbers are project using the nonstandard order form. mapped to field 035 $a and prefixed with (OCoLC) for use by batchload software. The match to the OCLC number is qualified by derived title Send Your Records to OCLC Electronically (3,2,2,1) in field 245 $a and by material type to confirm. Once you receive the Project ID number, you can send your records in Other unique keys. The following unique keys used for matching are one or multiple files using one of the following two methods: qualified by: date (008/07-10), derived title (3,2,2,1) in 245 $a, material type, and language of cataloging (040 $b): • Transfer via FTP (file transfer protocol) to your OCLC Electronic Data Exchange (EDX) account. 010 $a (LCCN) 020 $a (ISBN) Note: If you have an Innovative Interfaces local system, you must 022 $a (ISSN) use an FTP feature within Innovative to transfer your records. 016 $a (National bibliographic control number) • Upload to the OCLC Product Services Web (PSWeb). 024 $a (Other standard number) File size determines the recommended method: 027 $a; $z and 088 $a; $z (Report number) 028 $a and 262 $c (Publisher number) File size Recommended method 029 $a (Other system control number) 40,000 or more total records FTP to EDX account 030 $a (CODEN) 40,000 or fewer total records FTP to EDX account 856 $u (Uniform resource identifier) Or Extended matching PSWeb When an OCLC control number is not available, or when the qualifiers rule out the OCLC number as a batch, or when a single match is not retrieved by the other unique keys, the system uses extended matching based on additional data in the body of the record (author, title, publisher, and more). 3
  4. 4. Batchload Solutions for Bibliographic Records Enriching WorldCat automatically for pickup as each file in your project completes processing. Some LC call numbers and subject headings in your records may be merged reports may also be emailed to you upon request. into matching WorldCat records that lack these numbers and headings. To get reports and records: Adding records • Log on to the OCLC Product Services Web. If you requested to add unmatched records to WorldCat, unmatched For more about downloading records and reports, see the records that are intended for setting holdings and that pass OCLC Product Services Web Reference Card. validation are added to WorldCat as original master records. Or Records that do not match or are not added, by request or because of • Log on to your EDX account. validation errors, are written to files for you to pick up. o Change the directory to EDX.EBSB[OCLC Holdings actions symbol].RECORDS for MARC records. Batch processing uses Record Status (Leader byte 05) to determine o Change the directory to EDX.EBSB.[OCLC whether to cancel or set your holdings in WorldCat. symbol].REPORT for most reports. When Record Status (Rec Stat) contains the value d, your institution’s For more information on reports, see appendix E of the Batch holding symbol is canceled (deleted) on matching WorldCat records. Services Guide. For any other value, your holding symbol will be set (added) on What to look for matching and newly added records. Depending on your requested output, copies of your records with Depending on which one of the following types of holdings actions you OCLC numbers in them or full OCLC-MARC records are posted for selected in your batchload order, this is how holdings are processed: pickup. • Cancel for all. Batch preprocessing forces the Record Status Unresolved records—that is, records you submitted that are not value d for all records submitted, regardless of the value in your matched in WorldCat and cannot be added as new records due to records, so that your holdings are canceled on all matched sparseness of data or MARC validation errors—are written to an WorldCat records. .UNRES file and posted for pickup. See more information about • Set for all. Batch preprocessing changes any occurrence of d in managing unresolved records in Import Records from OCLC Record Status to c, so that your holdings are set for all matching Services and Resolve Batch Records in Connexion. or added records. Other categories of records may also be written to files for pickup, • Set or cancel holdings based on value of Rec Stat. Batch depending on the nature of the data. For more information, see preprocessing accepts the Record Status value in your records, chapter 5 of the Batch Services Guide. so that your holdings are canceled for matched records with value d, and holdings are set for matched records with any other value. More Information Note: For this third type of holding action only, preprocessing • See detailed information in the Batch Services Guide. checks record by record. For the other two holding actions— • See separate information about batch processing for local cancel for all or set for all—values are forced for all records. holdings records in the Local Holdings Record Updating Service User Guide. Pick Up Your Reports and Records As each file in your project completes processing, a Batchload Support Processing Summary will be e-mailed to you, with statistics on the If you have questions or need further information, please contact OCLC number of records processed, duplicates dropped, holdings set, and Consultative Services at consult-svcs@oclc.org. more. Other reports and records are available, depending on your requested output and the outcome of processing your records. All are available ISO 9001 Certified The following OCLC product, service and business names are trademarks or service marks of Product Code REF3452 OCLC, Inc.: OCLC, WorldCat and “The world’s libraries. Connected.” 1001/2000342W, OCLC In addition, the WorldCat symbol and OCLC symbol are service marks of OCLC. Third-party product and service names are trademarks or service marks of their respective owners. OCLC grants permission to photocopy this publication as needed. 4

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