Note: During the validation process:
You will need to create a holdings translation table after you create any of the following collections:
The table is used during processing to map your local location codes to an OCLC institution symbol in 852 subfield $a; a 4-character OCLC-profiled holding library code in 852 $b; and, in some cases, an 852 $c of the WorldCat LHRs. It can also be used to set the lending (008/20) and reproduction (008/21) policy bytes of the 008 field.
After you create one of the above collections and submit your data, a database specialist will contact you to begin the holdings translation table creation process. They will provide you with a pre-populated workbook with the incoming values on the left-hand side and the 852 $a on the right-hand side. You will need to complete the remaining right-hand columns.
Incoming Data | WorldCat LHRs | |||||||
---|---|---|---|---|---|---|---|---|
852 $a | 852 $b | 852 $c | 852 $a | 852 $b | 852 $c (OPTIONAL) | 008/20 (OPTIONAL) |
008/21 (OPTIONAL) |
|
OCWMS | UMSCI | URF | OCWMS | |||||
OCWMS | UMSCA | UDMF | OCWMS | |||||
OCWMS | UMMDA | UDMF | OCWMS | |||||
OCWMS | UMDUB | USTOL | OCWMS | |||||
OCWMS | FCDPT | UDF | OCWMS |
Create a holdings translation table
Bibliographic and local holdings records received for processing through data sync are subject to record validation to assess the validity of the coding and data in the record. This is the same validation process used in Connexion and Record Manager for checking fixed field elements, variable tags, indicators, and subfields.
In data sync processing, many validation errors are corrected globally before validation processing. Those remaining errors that are detected by validation are used to set a validation error level (VEL) for the entire record based on an assessment of the severity of errors.
Element type | Error type | Description |
---|---|---|
Fixed field | Validity | Returns an error if a code is not valid for a given fixed field element |
Repeatability | Returns an error if a code is repeated in a fixed field element which can contain multiple codes | |
Space | Returns an error if spaces separate codes in a fixed field element which can contain multiple codes | |
Relationship | Returns an error if a code exists in combination with or without another specified element in the fixed field or elsewhere in the record | |
Tag | Validity | Returns an error if a tag is not valid |
Repeatability | Returns an error if a field occurs too few or too many times | |
Length | Returns an error if a field is too short or too long | |
Relationship | Returns an error if a tag exists in combination with or without another specified element in the same field or elsewhere in the record | |
Indicator | Validity | Returns an error if an indicator value is not valid for an indicator position in a given field |
Relationship | Returns an error if an indicator value exists in combination with or without another specified element in the same field or elsewhere in the record | |
Subfield | Validity | Returns an error if a subfield code is not valid for a given field |
Data | Returns an error if the type of data in a subfield is not valid for that subfield | |
Repeatability | Returns an error if a subfield occurs too few or too many times | |
Length | Returns an error if a subfield is too short or too long | |
Relationship | Returns an error if a subfield exists in combination with or without another specified element in the same field or elsewhere in the record | |
All | Special | Special checks are made for record structure, data format, check characters, duplicate fields, etc. |
The validation error level assigned to a record is determined by a combination of element type and error type. For bibliographic records, the validation error levels are None, Minor, Severe, and Critical. For local holdings records, the validation error levels are 0 (None), 1 (Minor), 2 (Severe), and 3 (Critical) in order of least to most severe.
Error levels Severe and Critical will cause an unresolved bibliographic record to be added to the database as an unresolved record requiring further review and action. Local holdings records (LHRs) with Critical errors are not added to the database. They should be corrected and resubmitted for processing.
Error level | Error |
---|---|
None | Not applicable/no coding errors detected |
Minor | All validation errors not outlined in levels 2 and 3 |
Severe | Fixed field/Validity — Invalid code in all elements except Rec stat (Leader/05), Type (Leader/06), BLvl (Leader/07), and Desc (Leader/18) |
Severe | Fixed field/Relationships — Type (Leader/06) and BLvl (Leader/07) except invalid combinations of codes in Type and BLvl |
Severe | Tag/Validity — All variable fields |
Severe | Tag/Repeatability — Fields 010 and 245 |
Severe | Indicator/Validity — All variable fields |
Severe | Subfield/Validity — All variable fields |
Severe | Subfield/Data — Invalid code in field 042 |
Severe | Subfield/Data — Invalid characters |
Severe | Subfield/Repeatability — Field 245 $a occurs too many times |
Severe | Subfield/Repeatability — Field 245 $b occurs too many times |
Critical | Fixed field/Validity — Invalid code in Rec stat (Leader/05) |
Critical | Fixed field/Validity — Invalid code in Type (Leader/06) |
Critical | Fixed field/Validity — Invalid code in BLvl (Leader/07) |
Critical | Fixed field/Relationship — Invalid combinations of codes in Type (Leader/06) and BLvl (Leader/07) |
Critical | Fixed field/Special — Invalid data in Entered (008/00-05) |
Critical | Tag/Length — Field 008 too short |
Critical | Tag/Relationship — Field 040 $c must exist |
Critical | Tag/Relationship — Field 245 $$a or $k must exist |
Critical | Tag/Special — Field 008, 040, and/or 245 missing |
Critical | Any $6 errors |
Critical | Any other errors which do not allow the validation process to complete normally |
Error level | Error |
---|---|
0 | Not applicable/no coding errors detected |
1 | All validation errors not outlined in levels 2 and 3 |
2 | Fixed field/Validity — Invalid code in Rec stat (Leader/05) |
2 | Fixed field/Validity — Invalid code in Type (Leader/06) |
2 | Fixed field/Validity — Invalid code in 007/00 and/or 007/01 |
2 | Fixed field/Validity — Invalid code in Acq stat (008/06) |
2 | Fixed field/Validity — Invalid code in Lend pol (008/20) |
2 | Fixed field/Validity — Invalid code in Repr pol (008/21) |
2 | Fixed field/Validity — Invalid code in Lang (008/22-24) |
2 | Tag/Repeatability — All variable fields except 852 |
2 | Tag/Length — Field 008 too short or too long |
2 | Tag/Relationship — All variable fields |
2 | Tag/Special — All duplicate variable fields |
2 | Indicator/Validity — All variable fields |
2 | Subfield — Any field 852 $b errors |
2 | Subfield — Any subfield errors in 853, 854, 855, 863, 864, 865, 866, 867, 868, 876, 877, and/or 878 |
2 | Subfield/Data — All subfields |
2 | Subfield/Repeatability — All subfields |
3 | Tag — Any field 004 errors |
3 | Tag/Length — Leader too short or too long |
3 | Tag/Repeatability — Field 852 occurs too many times |
3 | Tag/Special — Field 004, 007, 008, and/or 852 missing |
3 | Subfield — Any field 852 $a errors |
3 | Any other errors which do not allow the validation process to complete normally |
Sparse records are bibliographic records that lack sufficient data to identify a manifestation of an item. When sparse records match to a single existing WorldCat record, they are used to set or cancel holdings. Unmatched sparse records are added to WorldCat Staging (unindexed) and are not used to replace existing WorldCat records.
A record for the book Dombey and Son by Charles Dickens only has the title and author's name. It does not identify the precise manifestation of the book by publisher, date of publication, language, format (for example, Braille or large print), editor, standard number, and other data that would distinguish the particular manifestation of Dombey and Son. Instead of matching to one of the over 1800 records in WorldCat for Dombey and Son, sparse records are set aside as unresolved records.
In all cases, the Leader, 008 field, and a title (245 $a or 245 $k) must be present. In addition to those mandatory elements, other elements as noted below must be present. The following table is used to determine if a record is a sparse record. Records are checked based on the value in Type, BLvl, and Form elements to see if certain fields or subfields are present. If the criteria is met, the record is considered to be Not Sparse. Otherwise the record is considered Sparse.
The following codes must be present:
Note: N/A = Code(s) not applicable
Type | BLvl | Form must contain one of the following valid values | At least one of these must be present | At least one of these must also be present | Indicator |
---|---|---|---|---|---|
a or c | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
020/a 024/a 027/a 028/a 088/a 100/a 110/a 111/a 300/a 533/a 700/a 710/a 711/a 800/a 810/a 811/a 830/a |
260/a or b 264/b 533/c |
Not sparse |
a or c | i or s | blank, a, b, c, d, f, o, q, r, or s |
260/a or b 264/b 533/c |
N/A | Not sparse |
d or t | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
020/a 024/a 027/a 028/a 088/a 100/a 110/a 111/a 300/a or f 533/e 700/a 710/a 711/a 800/a 810/a 811/a 830/a |
N/A | Not sparse |
e | c, d, i, m, or s | blank, a, b, c, d, f, o, q, r, or s |
007/00 = a, d, or r 300/a 338/a or b 533/e |
260/a or b 264/b 533/c |
Not sparse |
f | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
007/00 = a, d, or r 300/a or f 338/a or b 533/e |
N/A | Not sparse |
g | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
TMat = f, m, p, s, t, or v 007/00 = g, m, or v 300/a 338/a or b 345 346 538/a |
N/A | Not sparse |
g | i or s | blank, a, b, c, d, f, o, q, r, or s |
TMat = f, m, p, s, t, or v 007/00 - g, m, or v 300/a 338/a or b 345 346 538/a |
260/a or b 264/b 533/c |
Not sparse |
i or j | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
007/00 = s 300/a 338/a or b 344 538/a |
N/A | Not sparse |
i or j | i or s | blank, a, b, c, d, f, o, q, r, or s |
007/00 = s 300/a 338/a or b 344 538/a |
260/a or b 264/b 533/c |
Not sparse |
k | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
TMat = a, c, k, l, n, o, or p 007/00 = k 300/a 338/a or b |
N/A | Not sparse |
k | i or s | blank, a, b, c, d, f, o, q, r, or s |
TMat = a, c, k, l, n, o, or p 007/00 = k 300/a 338/a or b |
260/a or b 264/b 533/c |
Not sparse |
m | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
007/00 = c 300/a 338/a or b 347 538/a |
N/A | Not sparse |
m | i or s | blank, a, b, c, d, f, o, q, r, or s |
007/00 = c 300/a 338/a or b 347 538/a |
260/a or b 264/b 533/c |
Not sparse |
o or r | c, d, or m | blank, a, b, c, d, f, o, q, r, or s |
TMat = a, b, c, d, g, q, r, or w 300/a 338/a or b |
N/A | Not sparse |
o or r | i or s | blank, a, b, c, d, f, o, q, r, or s |
TMat = a, b, c, d, g, q, r, or w 300/a 338/a or b |
260/a or b 264/b 533/c |
Not sparse |
p | c or d | blank, a, b, c, d, f, o, q, r, or s |
100/a 110/a 111/a 300/a or f 338/a or b 700/a 710/a 711/a |
N/A | Not sparse |
Any | a or b | blank, a, b, c, d, f, o, q, r, or s | 773 | N/A |
True: Not sparse False: Sparse |
All formats require:
The following properties are highly recommended:
Note that for each Work type and Issuance, the required BIBFRAME properties might vary. The following chart is broken down into formats.
Formats |
|
---|---|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects all of the following:
AND OCLC expects one of the following at a minimum:
|
Cartographic material (monograph and continuing resource) |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Cartographic material (manuscript) |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Moving image (monograph) |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Moving image (continuing resource) |
OCLC expects the following
AND OCLC expects one of the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following:
AND OCLC expects one of the following a minimum:
AND OCLC expects one of the following at a minimum:
|
Still image (monograph) |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Still image (continuing resource) |
OCLC expects the following:
AND OCLC expects one of the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Computer file (monograph) |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
Computer file (continuing resource |
OCLC expects the following:
AND OCLC expects one of the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
|
OCLC expects one of the following at a minimum:
AND OCLC expects one of the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
MixedMaterial |
OCLC expects the following:
AND OCLC expects one of the following at a minimum:
AND OCLC expects one of the following at a minimum:
|
The transfer of selected bibliographic data may occur after bibliographic record matching has identified appropriate candidate records and record resolution has selected the best record for retention in the WorldCat database. Selected fields that are candidates for being transferred from the Replace records are copied into the Retain record. Software performs field-by-field transfers according to strict and complex rules based upon factors including but not limited to presence or absence in the Retain record, certain indicator and/or subfield $2 values, relationships with other fields, tests of uniqueness, and repeatability. Following the transfer of any bibliographic data, the Retain record becomes a WorldCat record.
Tag | Definition |
---|---|
050 | Library of Congress Call Number (R) |
055 | Classification Numbers Assigned in Canada (R) |
060 | National Library of Medicine Call Number (R) |
070 | National Agricultural Library Call Number (R) |
080 | Universal Decimal Classification Number (R) |
082 | Local Call Number (R) |
083 | Additional Dewey Decimal Classification Number (R) |
084 | Other Classification Number (R) |
085 | Synthesized Classification Number Components (R) |
086 | Government Document Classification Number (R) |
090 | Local Call Number (R) |
092 | Local Call Number (R) |
505 | Formatted Contents Note (R) |
508 | Creation/Production Credits Note (R) |
511 | Participant or Performer Note (R) |
520 | Summary, Etc. (R) |
600 | Subject Added Entry─Personal Name (R) |
610 | Subject Added Entry─Corporate Name (R) |
611 | Subject Added Entry─Meeting Name (R) |
630 | Subject Added Entry─Uniform Title (R) |
648 | Subject Added Entry─Chronological Term (R) |
650 | Subject Added Entry─Topical Term (R) |
651 | Subject Added Entry─Geographic Name (R) |
655 | Index Term─Genre/Form (R) |
856 | Electronic Location and Access (R) |
Unresolved records are records that do not match a record in WorldCat. They are added to WorldCat Staging, a partially indexed area of WorldCat. Unresolved records can only be found using the OCLC number provided in the Unresolved Cross Reference file.
A record may be considered unresolved due to the following reasons:
You can manage unresolved bibliographic records in one of the following ways:
For more detailed information on processing unresolved records in WorldCat Staging, see Process records in WorldCat Staging.
Error Level 1 - An error level 1 record contains minor errors that do not have an impact on the user of the record. The record will be loaded to WorldCat and will not be corrected by OCLC. Any data correction should be done by the providing institution.
Error Level 2 - An error level 2 record contains errors that prevent the record from indexing properly. The record will be loaded to WorldCat and OCLC will attempt to correct the record. At the end of this processing, some level 2 errors may remain. Any remaining data correction should be done by the providing institution.
Error Level 3 - An error level 3 record contains severe errors that prevent the record from being loaded to WorldCat. OCLC will not attempt to correct the record and any data correction needs to be resolved by the providing institution.
You can manage unresolved LHR records in one of the following ways: