OCLC Holdings Update Project

OCLC is offers a free option to reconcile local records with holdings in OCLC. Each OCLC member is allowed to do an update project like this quarterly. They will set your holdings and send new copies of the corresponding OCLC records. This project does not include any data analysis or clean up.

This page describes what Marmot libraries need to do to implement this process.

Table of Contents

Submit the request to OCLC

• Submit the request on this form https://www.oclc.org/oclc-forms/en/worldcat-holdings-update-project.html

• You will have to set up a login with WorldShare Collection Manager to upload your file

• Information you need for the request:

  • Library Management System: Sierra

  • Can your library supply data in MARC21 format: Yes

  • Choose “WorldCat records” for output

  • Local System Number (LSN) location is 907$a

  • OCLC control number (OCN) is in 001

  • Choose your matching should be “OCN only”

Set up the project

OCLC will send an email asking for more detail.

• They may ask about LBD

  • LBD is Local Bibliographic Data, that is local information stored in the OCLC system

  • We are not aware that any Marmot libraries are using LBD

• They may ask for sample records. Here are 5 records from the Aims project. You can tell them your records will be the same as these.

Open

• Our local system number (.b number) will be in the 907 field of the records we send.

• We want records returned with our system number in the 907 and with new 001 and 019 fields from OCLC.

Send in your records

• Use Create Lists to create a file of the records you want to send in. Send those records you want OCLC to have your holdings for.

• Only send records that have “OCoLC” in the 003. These should be OCLC records. Records with other numbers will be confounding.

• It is up to you what you want to include or not. These are suggestions.

  • You could exclude

    • Temporary items such as ILL, reserves, rental items, etc.

    • Local items like book club kits and equipment

    • Discovery records for a patron driven acquisitions process

    • Ebooks

• How you build the list depends on how your collections are organized, you might use locations, MATTYPEs or ITYPEs

  • Contact Lloyd if you need help with this

• Here is how to export a file of MARC records from Sierra Exporting MARC files

Get records back

• When you get a file of records back, do not try to load it into Sierra. Send them to Lloyd to reload into Sierra.

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