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Why haven't I received MARC records or label files for my cataloging partner collection?

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Symptom

  • WorldCat Cataloging Partners, MARC records and/or label files not available for download or provider reports they received error "Collection ID is not profiled" when sending data to OCLC

Applies to

  • WorldCat Cataloging Partners (WCP)

Resolution

Make sure your collection is set up correctly

WorldCat Cataloging Partners libraries must create and activate desired collections in WorldCat Collection Manager before the provider(s) start sending data. If the collections aren't created and activated, when the provider sends data, two things may happen:

  • OCLC will not output MARC records which means there isn't anything to download when you expect to have files available for download.
  • OCLC will not output label files if that is something you are expecting.

When either or both issues above occur, check each of your Cataloging Partner Collections to be sure the collection ID in the collection matches the Collection ID with the provider and that the account number matches what is on the invoice. Both the Collection ID and the Account number are on the properties facet in the collection. If they do not match, contact the provider to determine the correct information and update your collection and information on the  Collection Manager collection properties screen if necessary.

This documentation, Create a cataloging partner collection, will assist you in creating and configuring your collection as well as how to activate it. A short video is also provided on that page.

If the vendor has submitted invoices to OCLC before the collections were created and/or activated, the vendor will need to resubmit the invoices to OCLC.

MARC record troubleshooting

If your collection is set up correctly, but the MARC record files you are expecting do not appear in the download list in My Files > Downloads, uncheck the Hide downloaded files checkbox underneath the Filter drop-down. If you are missing specific MARC records and have many MARC files in Downloads, you can use these steps to find the one that has your desired records:

  1. Go to OCLC Usage Statistics.
  2. Log in with your Cataloging authorization and password.
  3. Select Cataloging > WorldShare Collection Manager > WCP Collections > WCP Records Report.
  4. Set the start date and days for a range around the time you received the invoice, and click update.
  5. Search for the invoice number or ISBN/ISSN of the item whose MARC records you are looking for.
  6. Note the File Name that comes up and look for it in My Files > Downloads.

If you cannot find the MARC file, please email OCLC Support and include the provider, invoice number, sample title/ISBN and OCN if you have one for the item. Also, attach the invoice to the e-mail.

Page ID

23764