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Create local holdings constant data

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Learn how to create local holdings constant data records new, from an existing local holdings record, or an existing local holdings constant data record in WorldShare Record Manager.

Why create local holdings constant data records?

  • Avoid rekeying frequently used information when you create or maintain local holdings records.
  • Reduce typing errors and improve consistency among related local holdings records.
  • Add specific fields, subfields, or other elements to multiple local holdings records.
  • Develop and maintain standards for use in all local holdings records, for certain collections, or for specific types of resources.

About local holdings constant data records

  • Users at the same institution (same OCLC symbol) share a local holdings constant data file.
  • Any user at an institution can add local holdings constant data records to this file, edit existing local holdings constant data records, use a record as default local holdings constant data, or delete local holdings constant data records.
  • Your constant data records are not shared with users at any other institution.  

Create a new local holdings constant data record

  1. In the left navigation, click Toolbox. The Constant Data tab opens by default.
  2. Select Local Holdings Record from the Data Type drop-down list.
  3. Click New Record.
  4. Update the constant data record with new information.
     Note: Remove any empty fields and/or subfields you do not want added to a local holdings record before you save your constant data record. Empty fields and subfields are retained after saving as some institutions may want to use them as a prompt to add new data in a record.
  5. Click Save.
  6. In the Save Constant Data Record dialog, enter:
    • Name - Enter the name of the new constant data record.
    • My Status - Enter the status of the constant data record. Use this information to help you retrieve constant data records.
    • Make Default - Select if you want this constant data record to be your default bibliographic constant data record.
       Note: You will need to select a default local holdings record constant data record in order to apply constant data when deriving a local holdings record.
  7. Click Save.

Derive a new constant data record from an existing constant data record

  1. In the left navigation, click Toolbox. The Constant Data tab opens by default.
  2. Select Local Holdings Record from the Data Type drop-down list.
  3. Search for a constant data record or click a Constant Data Record Name. The constant data editor opens in the tab.
  4. From the Record drop-down menu, select Derive Constant Data.
  5. Update the constant data record with new information.
  6. Click Save.
  7. In the Save Constant Data dialog, enter:
    • Name - Enter the name of the new constant data record.
    • My Status - Enter the status of the constant data record. Use this information to help you retrieve constant data records.
    • Make Default - Select if you want this constant data record to be your default bibliographic constant data record.
  8. Click Save.

Derive a new constant data record from a local holdings record

  1. From the Local Holdings Records accordion, click the Edit icon for the local holdings record you want to move.
  2. From the Record drop-down menu, select Derive from the LHR Constant Data flyout menu.
  3. Update the constant data record with new information.
  4. Click Save.
  5. In the Save Constant Data dialog, enter:
    • Name - Enter the name of the new constant data record.
    • My Status - Enter the status of the constant data record. Use this information to help you retrieve constant data records.
    • Make Default - Select if you want this constant data record to be your default bibliographic constant data record.
  6. Click Save.