Ongoing local holdings records collection

Overview

Discover an overview of the ongoing local holdings records collection learning path.

Data synchronization is an automated process that compares records from your local catalog against records in WorldCat and manages holdings on those matching records. These holdings may be at the institution-level, such as your OCLC symbol, or at the local-level, such as local holdings records (LHRs). This process also facilitates adding new records to WorldCat.

Create a local holdings records collection to maintain your institution's LHR information in WorldCat.

Image of the data sync workflow

How to use this guide

This interactive learning path allows you to:

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Step 1: Configure institution settings for local holdings records collections

Learn how to configure institution settings for a local holdings records data sync collection in WorldShare Collection Manager.

Navigate to Institution Settings

Institution settings apply across all your collections. Use caution when changing existing settings as the changes might impact other collections. Please remember to click Save after you select settings. If your session times out, you could lose your work.

Navigate to the institution settings:

Sign in to the WorldShare interface at your library's WorldShare URL. Replace yourlibrary with your library's identifier: https://yourlibrary.share.worldcat.org/wms
Navigate to Metadata > Collection Manager > Institution Settings.

Collection Manager data sync settings

Configure the following settings

OCLC Symbol

Verify that your OCLC Symbol is selected: Use the OCLC Symbol setting to verify that your institution's OCLC symbol is selected. Collection Manager uses the symbol displayed here to maintain WorldCat holdings and to output records.

Reports

Enable emailed reports

If you enable reports in Institution Settings > Reports, reports will be available via email around the time when files of records have been output and/or after there are changes to your holdings in WorldCat. When your first report is available, you will get an email from Usage_Statistics@oclc.org with the subject field: "The report [name of report] you requested for [YYYYMMDD]."

You will not receive an email on days when there is no activity. Reports are also available in the OCLC Usage Statistics Portal and they are identical to the reports that come by email. See how to access reports in the OCLC Usage Statistics Portal.

To receive emailed reports:

Navigate to Institution Settings > Reports.
Select Yes to Receive Email Reports.
Enter your cataloging authorization or an admin code. This is a 9-digit number starting with 100. Only one authorization code is needed per institution.
Expand and select the Report Types you want to receive.
- To find details about the content of each report type see Understand emailed reports.
Enter the Email Address(es) the reports will be sent to. If you are adding more than one email address, separate each email address with a semi-colon (;). Do not put a space before or after the semi-colon (;) separating the email addresses.
Modify the Report Format if needed. Options include:
- HTML
- Excel
Modify the Receive as settings if needed. Options include:
- Email Attachment
  - Users will receive the report as an attachment in the format specified above.
- Hyperlink
  - Users will receive a hyperlink to the OCLC Usage Statistics page.
Click Save.

There is not a way to select only certain reports per email. The email address(es) entered will receive all selected reports.

Many libraries that have collections that output records on an ongoing basis select the Updated Records report. The report will notify you of critical changes like OCLC number merges and the reason you received an updated record even if you have not enabled WorldCat updates.

For a complete list and details about institution settings, see Collection Manager Institution settings.

Configure institution record settings

Note: MARC record settings apply to data sync bibliographic collections.

Enable MARC Records

Use the MARC Records setting to enable record delivery. Note that collection-level record delivery settings will remain disabled. You will need to enable record delivery within your collections before records will be delivered.

To enable record delivery in the institution settings:

Navigate to Institution Settings > MARC Records.
Select Yes for Enable MARC Record Delivery.

Once you enable record delivery, tabs of settings to customize your records will appear. The settings in these tabs apply across all collections and records you output from Collection Manager. To customize your records, complete the settings in each tab relevant for your collection types: Customize Records, WorldCat Updates, Record Delivery, Cataloging Partner Options.

Customize Records

Add Fields

Use the Add fields area of the Customize Records tab to map data elements to your records. Map all data elements you need in records from any of your collections in this single profile area. Record customizations apply across all records you receive from Collection Manager. See the default values in records from Collection Manager.

To add fields:

Enter a Tag, Ind 1, and Ind 2 or leave them blank.
Enter a Subfield.
Choose from the Data values in the Value drop-down list to map the associated data to your records.
If desired, nest multiple values under a single subfield or multiple subfields under a single tag:
1. Use the add button (+) to add another value to the subfield.
2. Alternatively, use the add button (+) to add an another subfield to the tag and then choose a value.
If you would like to add another tag, use the add button (+) to add another field and enter a tag.

Recommended values for data sync collections:

LSN (Local Systems Number) - Libraries that receive WorldCat records for a data sync collection can use the LSN (Local Systems Number) value to include their local system number in a variable field/subfield. If you need your local system number in the 001, you will need to manually add it to your records
OCLC Number - Records from Collection Manager include the OCLC number in the 001 and 035 fields

Local Data

WorldCat Updates

Does not apply: This setting does not apply to data sync collections. It does apply to WorldCat updates for your WorldCat holdings.

Record Delivery

(Optional) Change default record delivery settings

Format

If desired, change the default record format. Available formats:

MARC 21 with MARC-8 (default)
MARC 21 with UTF-8 Unicode
MARCXML with UTF-8 Unicode
Dublin Core Qualified with UTF-8 Unicode
Dublin Core Simple with UTF-8 Unicode
OCLC Dublin Core Qualified with UTF-8 Unicode
OCLC Dublin Core Simple with UTF-8 Unicode
MODS with UTF-8 Unicode
TSV (spreadsheet compatible)
- Use a default suggested field set or choose custom fields to include in TSV files. Refer to TSV settings.

Note: You must select MARC 21 with MARC-8, MARC 21 with UTF-8 Unicode, or MARCXML with UTF-8 Unicode, if you choose to add LHRs to your records.

If you specify record customizations in the Customize Records tab, you must enter MARC 21 fields. For more information about record formats, see MARC 21, Dublin Core, and MARC XML and MODS.

Delivery Frequency

Does not apply: This setting only applies to records delivered on an ongoing basis.

File Output

Does not apply: This setting does not apply to data sync collections. It does apply to WorldCat updates for your WorldCat holdings.

Uniform Resource Identifiers (URIs)

Links in records make resources more integrated with the Web and more discoverable for end users. If you select URI settings, linked data URIs will be embedded in your MARC records for 1XX, 6XX, 7XX and 8XX fields and will be included in the $0 subfield. $0 is a valid field for linked data URIs even if your ILS currently does not use the linked data information.

If you would like to download records with linked data URIs, select the identity service(s) from which you would like to retain links. If you select more than one identity service, multiple $0s will be appended to the appropriate tags with the appropriate URIs. The order of $0s will follow the order listed in the interface.

By default, none are selected:

Name Headings Identity Services

GND Authorities - (Die Gemeinsame Normdatei, German)
LC / NACO Authority File - (Library of Congress / Name Authority Cooperative Program)

Subject Headings Identity Services

GND Authorities - (Die Gemeinsame Normdatei, German)
LC Subject Authority File - (Library of Congress)
MeSH Authorities - (Medical Subject Headings)

For more information about Authorities, see Authorities: Formats and indexes.

Cataloging Partner Options

Does not apply: Cataloging Partner Options only apply to cataloging partner collections in Collection Manager.

Step 2: Create a local holdings records collection

Learn how to create a local holdings records data sync collection in WorldShare Collection Manager.

Create a local holdings records collection to maintain your institution's LHR information in WorldCat.

Caution: When entering text into text fields (e.g., Comment, Description, etc.):

Do not add new lines. All text needs to be in one paragraph.
Do not copy and paste text from Microsoft Word, email, a web browser, or other sources. Pasted text can contain hidden formatting codes.

Note:

You cannot delete a collection once it has been saved and/or submitted.
If you have questions while creating your collection, you can:
- Contact the database specialist assigned to your collection using the Comments accordion
- Contact OCLC Support

Review Collection Manager institution level settings

See Configure institution settings for local holdings records collections.

Create the collection

Navigate to the WorldShare interface > Metadata tab > Collection Manager.
Click Create a Collection.
Select Data Sync Collection from the Collection Type drop-down list.
Select Local Holdings Records from the Data Sync Type drop-down list.
Note: If you have already created this type of WorldCat data sync collection, the following warning will appear:
An existing WorldCat Data Synchronization collection of this same type already exists. We recommend editing this existing collection; however, you can create a secondary collection type of the same type.
Generally, you will configure one collection for each type of data to be sent, making it easier to manage the process and maintain up-to-date holdings in WorldCat.
Click Create. The accordions for this collection appear.

Complete the Properties accordion

The Properties accordion must be completed before you can save your progress when creating a collection.

Enter a Collection Name for your collection.
Select No for Group.
Enter the Third Party/Consortia Name if a vendor is sending data for your library or your library is part of a consortia.
Select the Original Data Format of your files.
1. MARC
2. Non-MARC
  Note: If Non-MARC is selected, you must send a .CSV or .TXT file with additional data to create MARC records for processing.
Select whether to Use Record Status for Processing.
- If Yes, processing will delete holdings if record status is d in a record (Leader byte 05 (Leader/05). Please note that where the institution cannot export or change the record status to d and wants to delete holdings, the institution should complete a Delete Holdings data sync collection.
  - Select whether you would like to Remove WorldCat Holding When Final LHR Deleted.
- If No, holdings will be set on all records.
(Optional). Enter a Description for the collection. The description field should be used anytime there is an exception or special consideration with your collection (e.g., setting up a collection to use OCLC number matching only). The exception or special condition should also be added as a comment in the Comments accordion.
Click Save.
Note: The first time you click Save Progress, a Collection ID is generated. The Collection ID is a unique 7-digit number assigned to your data sync collection that is used
- To search for a saved collection
- As the first element in the file name when sending files to OCLC for processing

Complete the Local Holdings Records Information accordion

Click Local Holdings Records Information to open the accordion.

Note: When selecting multiple locations, use the Add button () to create additional rows.

Complete the MFHD tab

For Initial Estimate for Record Count, enter the number of records that will be sent in the first file in the Initial Estimate of Record field.
For System Information:
- Enter the Provider.
- Enter the System Name.
- Enter the Version.
For OCLC Number Location, select the location in your records from the drop-down list.
For Local System Holdings Record Number Location(s), select the location(s) in your records from the drop-down list.
For Local System Bibliographic Record Number Location(s), select the location(s) in your records from the drop-down list. List locations in order of priority.
Click Save.

Complete the Processing tab

Select whether to Use Acquisition Status Value. The Receipt or Acquisition Status is indicated in position 06 of the 008 field.
- If Yes, valid values in the records are used. Valid values are 0-5.
- If No, the value will be set to 2 (Received and complete or ceased) if the Type of record value is x (single-part item holdings) and 0 (unknown) for all other record types.
If applicable, enter the location (Tag, Subfield, or Indicator) and the value that appears in that location to identify records or fields to exclude from processing in the Excluded Information field.
Note:
- When excluded information is encountered in the Fixed Field, the entire record will be excluded from setting/cancelling holdings and added to WorldCat staging.
- When excluded information is encountered in Variable Fields, you can choose to exclude the record or only the field by selecting the corresponding Action.
Click Save.

Complete the MARC Record Output Information accordion

Click MARC Record Output Information to open the accordion.
Select whether to Enable MARC Record Delivery.
- If Yes, select what type of records to return in the Records Returned drop-down list.
  - Deliver my local holdings records only
  - Include a separate file of WorldCat records with my local holdings records
    - For Unresolved Record Delivery, select the Deliver unresolved WorldCat records check box to include unresolved records in your MARC delivery. This allows you to review any unresolved records for further action.
      Note:
      - This option is only available for WorldCat record delivery.
      - To stop delivery of unresolved records after you have submitted your collection, leave a comment for your database specialist in the Comments accordion.
  - Interleave local holdings records with my library records
Click Save.

Complete the Comments accordion

The Comments accordion appears after you save your collection for the first time. It allows you to communicate with the database specialist assigned to your collection.

A database specialist is assigned to your project after you submit a file for review.
Database specialists can also communicate with you about your collection using the Comments accordion.

Note: You would only complete the Comments accordion while creating a collection if you have a question or need to convey information not addressed in the collection.

Click Comments to open the accordion.

Add a comment to the list

Click Add Comment. The Add Comment window opens.
Enter a Topic for your comment.
Enter a Comment about your collection.
Click Add Comment to save your comment to the list. An OCLC staff member will respond to your comment in the Comments accordion, using the same Topic. Check the Comments accordion after 24-48 hours, as you will not receive an email when a staff member responds.
Note: Once you have added your comment to the list, it cannot be edited or deleted.

View a comment in the list

Click the Topic of the comment you wish to view.
Click Cancel to return to the comment list.

Complete the Contact Information accordion

The information entered in the Contact Information accordion is required so that OCLC staff can contact you with questions about your collection. You must add a contact before your collection can be submitted.

Click Contact Information to open the accordion.
Enter the contact's Last Name.
Enter the contact's First Name.
Enter the contact's Title.
Enter the contact's Telephone number and Email Address.
Click Save.
Note: When adding multiple contacts, use the Add button () to create additional rows. List contacts in order of priority.

Submit your collection

Select Submit Collection to OCLC from the Collection Actions drop-down menu.
Note: You cannot delete a collection once it has been saved and/or submitted.

Next step

Data requirements for local holdings records collections

Step 3: Data requirements for local holdings records collections

Find the data requirements for a local holdings records data sync collection in WorldShare Collection Manager.

Introduction

LHR data sync will process MFHD records that contain, at a minimum, a valid OCLC control number and enough information to successfully translate local location codes into valid OCLC institution symbol and holding library code combinations in 852 ‡a and ‡b, respectively, of the WorldCat LHRs.

While LHRs are based on MFHD, there are a few key aspects of OCLC's implementation of the standard that should be noted:

WorldCat LHRs are copy-specific, separate holdings records.
OCLC does not process holdings for multiple locations in one holdings record.

Note: It is imperative that all holdings records associated with a specific bibliographic record are always included in the same file. If only one holdings record in a set attached to a single bibliographic record has changed, you must send the whole set of holdings records (not just the changed record). OCLC requires all holdings records for a bibliographic record because data sync processing does not match individual holdings records.

OCLC Control Number

Every record submitted for your LHR data sync collection must contain a single valid OCLC control number (OCN) for the corresponding WorldCat bibliographic record. This can be the 004, 014, and 035 field but it must consistently be in the same location in all records. OCLC knows where to find the OCN based on your selection in the collection.

004 - Control Number for Related Bibliographic Record (NR)

When field 004 is selected, a number will be recognized as the OCLC control number if it has no prefix or an accepted prefix. Accepted 004 prefixes are:

(OCoLC)
(OCoLC)ocl7
(OCoLC)ocm
(OCoLC)ocn
(OCoLC)on
ocl7
ocm
ocn
on

Field 004 is not repeatable in MFHD; no more than one 004 field should be present in a record.

014 - Linkage Number (R)

When field 014 is selected, a number in subfield ‡a will be recognized as the OCLC control number only when subfield ‡b contains 'OCoLC'.

Field 014 is repeatable in MFHD; no more than one 014 field containing an OCN should be present in a record; 014 fields containing other numbers are allowed.

035 - System Control Number (R)

When field 035 is selected, a number in subfield ‡a will be recognized as the OCLC control number only when the number follows an accepted prefix. Accepted 035 ‡a prefixes are:

(OCoLC)
(OCoLC)ocl7
(OCoLC)ocm
(OCoLC)ocn
(OCoLC)on
ocl7
ocm
ocn
on

Field 035 is repeatable in MFHD; no more than one 035 field containing an OCN should be present in a record; 035 fields containing other numbers are allowed.

Location codes for 852 ‡a and ‡b

All OCLC LHRs must contain an 852 field with a valid OCLC institution symbol and holding library code combination in 852 ‡a and ‡b, respectively. Once your initial data is received, an OCLC Database Specialist will be assigned to your collection. They will review the source data and work with you to create a Holdings Translation Table. This 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, a shelving location in 852 ‡c of the WorldCat LHRs. It can also be used to set the lending and reproduction policy bytes of the 008 field (008/20 and 008/21, respectively).

Please see Holdings translation tables for more information.

Caution: Field 852 is NOT repeatable in the OCLC LHR format.

The presence of other MFHD fields will vary depending on content. OCLC will supply default values for certain elements if they are lacking or invalid.

LHRs may be loaded to WorldCat with validation errors that will be subsequently reported for correction.

Additional data preparation

Discover how to evaluate your library's records and files for potential problems before sending your files for data sync processing.

Before sending your files for data sync processing there are steps you can take to evaluate and prepare your data, giving you the opportunity to solve potential errors in advance. Note that not all pages listed below are relevant to all types of data sync collections. If you are unsure which data preparation steps to take, please consult with your Database Specialist.

Caution: Currently when the system identifies duplicate records or multiple matches in your submitted data sync file, the file will be rerun in an attempt to resolve the issue. Multiple reports and files may be generated for each retry.

Title	Description
OCLC control numbers and data sync records	Find out how OCLC control numbers are used for matching in data sync processing. Note: Information on this page applies to the following data sync collection types: Bibliographic Local holdings records Delete local holdings records
Local system number	Find out how your local system number is used for data sync processing in WorldShare Collection Manager.
035 field and OCLC control numbers	Find out how data sync processing uses preprocessing routines to map existing OCLC control numbers to field 035 $a, prefixed with (OCoLC).
Record status	Find out how the record status value in a record impacts data sync processing in WorldShare Collection Manager.
Prepare your BIBFRAME data	Discover the specifications and guidelines for BIBFRAME data. Note: Information on this page applies to the following data sync collection types: Bibliographic Delete WorldCat holdings
Other common errors	Find common errors in data sync processing, how they can be prevented, and whether they can be addressed by preprocessing routines in bibliographic data sync collections.

Step 4: MARC 21 format for holdings data and OCLC local holdings records

Find required data elements and selected MFHD elements used for local holdings records data sync collections processing.

Introduction

LHR data sync will process separate, copy-specific holdings records that are compliant with the MARC 21 Format for Holdings Data (MFHD) for the purpose of updating local holdings records (LHRs) in WorldCat. An institution may have one or many LHRs for any given bibliographic record in WorldCat.

Holdings records sent by libraries may contain any element in the MARC 21 Format Holdings Data. However, only those data elements defined for use in the OCLC LHR format will be used. Complete information on LHR data elements can be found in OCLC Local Holdings Format and Standards.

You tell OCLC where to find certain data elements when you create your collection. Once data is received, an OCLC Database Specialist will be assigned to your collection and will assist in creating a Translation Table prior to the collection being accepted by OCLC.

Required data elements for LHR data sync processing

While LHRs are based on MFHD, there are a few key aspects of OCLC's implementation of the standard that should be noted:

WorldCat LHRs are copy-specific, separate holdings records.
OCLC does not process holdings for multiple locations in one holdings record.

OCLC Control Number

004 - Control Number for Related Bibliographic Record (NR)

When field 004 is selected, a number will be recognized as the OCLC control number if it has no prefix or an accepted prefix. Accepted 004 prefixes are:

(OCoLC)
(OCoLC)ocl7
(OCoLC)ocm
(OCoLC)ocn
(OCoLC)on
ocl7
ocm
ocn
on

Field 004 is not repeatable in MFHD; no more than one 004 field should be present in a record.

014 - Linkage Number (R)

When field 014 is selected, a number in subfield ‡a will be recognized as the OCLC control number only when subfield ‡b contains 'OCoLC'.

Field 014 is repeatable in MFHD; no more than one 014 field containing an OCN should be present in a record; 014 fields containing other numbers are allowed.

035 - System Control Number (R)

When field 035 is selected, a number in subfield ‡a will be recognized as the OCLC control number only when the number follows an accepted prefix. Accepted 035 ‡a prefixes are:

(OCoLC)
(OCoLC)ocl7
(OCoLC)ocm
(OCoLC)ocn
(OCoLC)on
ocl7
ocm
ocn
on

Field 035 is repeatable in MFHD; no more than one 035 field containing an OCN should be present in a record; 035 fields containing other numbers are allowed.

Location codes for 852 ‡a and ‡b

Please see Holdings translation tables for more information.

Caution: Field 852 is NOT repeatable in the OCLC LHR format.

The presence of other MFHD fields will vary depending on content. OCLC will supply default values for certain elements if they are lacking or invalid.

LHRs may be loaded to WorldCat with validation errors that will be subsequently reported for correction.

Selected MFHD data elements and their use in LHR data sync collections processing

The following sections cover selected MFHD data elements and provide information about their use in LHR data sync processing.

Leader/05 - Record Status

The Record Status code is used to indicate the relation of a record to the file and there are 3 valid values in MFHD:

c - Corrected or revised
d - Deleted
n - New

This data element is important in maintaining holdings with an ongoing LHR data sync collection. A library should be able to programmatically extract only those records that are in need of updating (adding, replacing, or deleting) since its last batch file was processed.

Libraries must always supply all holdings records associated with a specific bibliographic record, even if there is a change to only one. OCLC will not match individual copy records. The LHR data sync software replaces all LHRs for a specific bibliographic record with the entire set of holdings records sent for updating.

Leader/06 - Type of Record

Be sure to use the correct value to indicate if the holdings record represents serial item holdings (y), single-part item holdings (x), or multipart item holdings (v). OCLC also accepts value 'u' (unknown). OCLC software will dynamically try to verify this against the WorldCat bibliographic records to which your library's LHRs are attached.

001 - Local System Control Number (NR)

This number is used on the LHR Exception Detail File to help you identify records that were not successfully processed. Although OCLC does not require a 001 field for LHR data sync processing, it is recommended that you include this data element.

007 - Physical Description Fixed Field (NR)

Field 007 is not repeatable in separate holdings records. A unique holdings record is made for each physical format for which a holdings statement is needed.

Only the first two bytes are used to generate OCLC displays, but all valid MFHD codes may be used in LHRs. OCLC defaults the physical description to 'zu' if no 007 field is present.

Correct coding of this field is especially important for libraries that use the single record approach for cataloging all formats, particularly electronic resources.

008 - Fixed Length Data Elements (NR)

32 character positions (00-31) that contain data elements which provide coded information about the record. The data elements are positionally defined.

008/06 - Receipt or acquisition status

This element is used to "open" or "close" coded holdings statements when creating the LHR Summary.

If multiple copies attached to the same bibliographic record have different values, the LHR Summary value is set in the following priority order: 4 (Currently received), 5 (Not currently received), 0 (Unknown).

008/20 and 008/21

It is important to consider that WorldShare Interlibrary Loan can use the codes in 008 bytes 20 and 21 of your LHRs to automatically deflect ILL requests.

They can override or defer to your Policies Directory profiles as outlined below.

008/20 - Lending policy

Settings that will override Policies Directory Profiles

a - Will lend
b - Will not lend
c - Will lend hard copy only

Settings that will defer to Policies Directory Profiles

l - limited lending policy
u - unknown

008/21 - Reproduction policy

Settings that will override Policies Directory Profiles

a - Will reproduce
b - Will not reproduce

Settings that will defer to Policies Directory Profiles

u - unknown

853 - Captions and Pattern-Basic Bibliographic Unit (R)

‡8 - Field linking number (NR)

Subfield ‡8 contains data that identifies linked holdings data fields and may also propose a sequence for the linked fields.

Subfield ‡8 is required in 853 fields in OCLC local holdings records.

The structure and syntax for subfield ‡8 in the 853 field is: ‡8 [linking number].

The linking number is the only data element used in subfield ‡8 in the 853 field. It is a variable-length whole number that occurs in subfield ‡8 in all 863 fields that are to be linked to the 853 field. A linking number of "0" (zero) is NOT used in this field. Subfield ‡8 is always the first subfield in the 853 field.

‡a - First level of enumeration (NR)

Subfield ‡a must always be present when an 853 field is used in the OCLC LHR format.

When only chronology captions are used on an item (that is, the item carries no enumeration), the chronology captions are contained in the relevant enumeration caption subfields (‡a-‡h).

863 - Enumeration and Chronology-Basic Bibliographic Unit (R)

‡8 - Field link and sequence number (NR)

Subfield ‡8 contains data that identifies linked holdings data fields and may also propose a sequence for the linked fields. It is required in 863 fields in OCLC local holdings records.

The structure and syntax for subfield ‡8 in the 863 field is: ‡8 [linking number].[sequence number]

The linking number is the first data element used in subfield ‡8 in the 863 field. It is a variable-length whole number that occurs in subfield ‡8 in all 863 fields that are linked to an 853 field. Fields with the same linking number are considered linked. A linking number of "0" (zero) is NOT used in this field.

The sequence number is separated from the linking number by a period "." and is required in 863 fields in OCLC local holdings records. It is a variable-length whole number that may be used to indicate the relative order for display of the linked fields (lower sequence numbers displaying before higher ones). Subfield ‡8 is always the first subfield in the 863 field.

‡a - First level of enumeration

Subfield ‡a contains the highest level of enumeration. It must always be present when an 863 field is used in the OCLC LHR format.

When chronology captions are used on an item (that is, the item carries no enumeration), the chronology captions are contained in the relevant enumeration caption subfields (‡a-‡h).

866 - Textual Holdings-Basic Bibliographic Unit (R)

‡8 - Field linking number (R)

Subfield ‡8 contains data that identifies linked holdings data fields and may also propose a sequence for the linked fields. It is required in 866 fields in OCLC local holdings records.

The structure and syntax for subfield ‡8 in the 866 field is: ‡8 [linking number]

Subfield ‡8 in 866 Textual Holdings fields have only the linking number portion of the link and sequence number. Depending on the linking number used, they indicate the following:

Linking number 0: Holdings are recorded only in 866 Textual Holdings field(s). No 853 Captions and Pattern and 863 Enumeration and Chronology fields occur in the holdings record.
Linking number 0: Holdings data are recorded in the linked 853 Captions and Pattern/863 Enumeration and Chronology fields but the display form of the holdings is recorded in a single Textual Holdings field. The 866 Textual Holdings field replaces all of the 853/863 fields for display purposes.
Linking number is the same as the linking number in the linked 853 and 863 fields: Textual Holdings replace the display coded holdings with the same linking number. The content of a single Textual Holdings field will display in place of the Enumeration and Chronology fields linked to a Captions and Pattern field.
Unique linking number: Sequences the display of textual holdings data with the enumeration and chronology of the 863 fields.

When multiple 866 Textual Holdings fields are used in a record that has no 853/863 holdings fields, all linking numbers in subfield ‡8 must be "0". Subfield ‡8 is always the first subfield in the 866 field.

‡a - Textual holdings (NR)

Subfield ‡a contains the textual form of the holdings. This form may be used either instead of or in addition to the 853-855 Captions and Pattern and 863-865 Enumeration and Chronology fields. It must always be present when an 866 field is used in the OCLC LHR format.

LHR Summary

An element that is unique to the OCLC LHR format is the LHR Summary.

This is presented as a single field that is intended to reflect an institution's overall holdings for the item. There can be only one LHR Summary per bibliographic record for an institution, regardless of the number of LHRs they have attached. The LHR Summary is associated with each of the institution's LHRs that are linked to a single bibliographic record.

OCLC software will attempt to create the LHR Summary from available elements in subfields ‡a and ‡i of 853/863 coded field pairs and subfield ‡a of 866 textual holdings fields.

When a record has no coded holdings fields and contains a single 866 textual holdings field, the data from 866 subfield ‡a will appear as the LHR Summary when there is a single LHR attached to a WorldCat bibliographic record.

When only partial summarization is achieved, the phrase ";Summary incomplete" will be appended to the LHR Summary that has been created.

The default statement "Local holdings available" will appear in the LHR Summary field when the software is unable to generate a summary statement.

Best results will always be achieved when the coded 853/863 holdings fields are used. If your library uses only textual holdings in 866 fields, be sure to adhere to the rules set forth in Holdings Statements for Bibliographic Items (ANSI/NISO Z39.71) to ensure successful summarization.

Step 5: Upload files in My Files

Learn how to upload files for a local holdings records data sync collection in My Files.

Upload a file

You can upload your files using My Files, which is located under the Metadata module in the WorldShare interface. You also have SFTP options.

Note:

For bibliographic and delete WorldCat holdings collections, you can submit MARC, MARCXML, BIBFRAME 2.2.0 and ONIX 3.0 or above files for data sync processing.
When uploading using My Files, please note that there is a one (1) gigabyte file size limit. If you have files to upload that exceed the 1 GB size limit, please upload using SFTP.
Uploaded files are retained in the WorldShare interface for one year. To verify that your files have been processed, click Uploads and search for the collection ID and date the file was uploaded in the File Name column.

Navigate to Metadata > My Files.
Click Uploads.
Click Upload your file to locate the file you wish to upload. Refer to File naming conventions below for more information.
Select your file and click Open. The file name appears under Selected file.
Select the File Type.
- Data sync bibliographic
- Data sync LHR
Click Upload file. A confirmation message appears when the file has successfully uploaded. If a file was unable to upload, an error message will appear.

File naming conventions

General rules

Include

A period should be used to separate distinct elements within a file name.
A valid 7-digit data sync collection ID must be included at the beginning of the file name and must be immediately followed by a period.
The OCLC institution symbol for which the file should be processed must be included as the second element of the file name and must be preceded and followed by a period.
Alphanumeric characters are allowed. Letters can be both upper and lower case.
- MARC data files (Bib or LHR) should have the filename extension that corresponds with the datatype, for example .mrc or .xml
- Non-MARC data files should have the filename extension .csv.
Control characters @, $, and # will be converted as follows:
- @ will be replaced with _64
- $ will be replaced with _36
- # will be replaced with _35

Do not include

Periods, dashes, and/or underscores at the beginning of the file name
Spaces and other non-alphanumeric characters

Watch a video

WorldCat data sync collections: Name files to upload

Run time: 2:41

This video reviews how to name files to upload for data sync processing.

Find information about record processing

See Data sync processing for information about data sync collection record processing.

Data sync collections processing

Learn about processing and post-processing for your data sync collections.

If you have questions about data processing, please contact your Database Specialist.

Thema

Details

Data sync processing

Find information about data sync processing, including holdings translation tables, record validation, sparse records, and unresolved records.

WorldCat data sync collections: Process records in WorldCat staging

Find an overview of WorldCat Staging and learn how to fix unresolved records in Connexion client and WorldShare Record Manager.

Note: Information on this page applies to the following data sync collection types:

Bibliographic
Bibliographic and local holdings records

WorldCat data sync collections: Post-processing

Run time: 11:30

This video describes bibliographic reports generated after files are processed through WorldCat data sync collections. You will also learn about unresolved records and how to process them. Timestamps allow you to jump to a specific section of the video.

Step 6: Download files in My Files

Learn how to download files for a local holdings records data sync collection in My Files.

Note: All Own Record Return files are output in UTF-8.

Download a file

Download your files and records using My Files, located under the Metadata tab in the WorldShare interface. You do not need additional credentials to download records from the WorldShare interface. You also have SFTP options.

See Record output and timing for an output schedule for files of records and timing by collection type.

To download a file using My Files:

In the WorldShare interface, navigate to Metadata > My Files.
Click Downloads.
Locate the file you want to download:
- In the File Name column, find the file you want to download, or
- Use the Show filters button to limit the results by file type. Options include:
  - Records - New
  - Records - Deleted
  - Reports
  - Records - Updated
  - Records - Contract Services
  - Records - Cataloging Partner
- Select Hide downloaded files to hide files that have been previously downloaded, or select Show all files to show the files regardless of if they have been previously downloaded.
Select Download in the row for the desired file. The file will automatically download to your workstation.

Watch a video

Download your records in My Files

Run time: 8:26

This video demonstrates where and how to download your files of MARC records, as well as discusses file naming conventions and retentions in My Files.

About columns in My Files

See Files of records and file names for details about file names.

Column name	Description	Notes
File Name	Each file name will be unique. See Files of records and file names for details.	This column can be sorted (A to Z; Z to A).
File Type
Size	The size listed reflects the size of the file (e.g., 10KB). File size does not reflect the number of records, only the size of the file.
Post Date*	This is the date the file became available for your institution to download. The most recent post date will be listed first.	This column can be sorted (ascending / descending).
Download Date*	After you download a file from the WorldShare interface, the date of the download will appear in this column. If the file is downloaded multiple times, the date will reflect the most recent date of download.	United States Data Center The date value in the interface will not reflect downloads performed by FTP, SFTP, or SCP. Australian, Canadian, and European Data Centers The date value in the interface will reflect all file downloads (My Files, SFTP, or SCP).
Download	Click the Download button to download the file. You may download a file multiple times.
*Depending on your geographic location, the date format will vary. For example, DD/MM/YYYY is used for the United States, DD.MM.YY is used for Germany, and so forth.

File size

Files include no more than 100,000 records each. Batches of records that include more than 100,000 records will be split into multiple files with successive files extensions.

File retention

Files are retained for 90 days.

Files are available for download in the WorldShare interface and on the server for 60 days. Files can be downloaded multiple times.
Files older than 60 days can be requested via OCLC Support and are not available for download in the WorldShare interface or on the server. The filename for files older than 60 days will still be listed under their original filename with -stub.txt appended to the end.
- To request the file, contact OCLC Support and include the original file name in your request, and use Collection Manager File Request as the subject line.
  - The file will be available for download within 2-4 business days. It will be available to download for 30 days and then deleted.

Note: Collection Manager output files older than 7 days will be compressed (i.e., zipped) in order to improve performance. Compressed files are given the .zip extension but retain their original file name (e.g., metacoll.OCWMS.new.D20170612.T141740.1.mrc becomes metacoll.OCWMS.new.D20170612.T141740.1.mrc.zip).

It is recommended that you process record files in date order. When processing records for a specific date, it is recommended that they are processed in the following order: Deletes, New, Merges, and Updates. See Criteria for new, update, delete, and merged records for more information.

Watch a video

Download your records in My Files

Run time: 8:26

This video demonstrates where and how to download your files of MARC records, as well as discusses file naming conventions and retentions in My Files.

About columns in My Files

See Files of records and file names for details about file names.

Column name	Description	Notes
File Name	Each file name will be unique. See Files of records and file names for details.	This column can be sorted (A to Z; Z to A).
File Type
Size	The size listed reflects the size of the file (e.g., 10KB). File size does not reflect the number of records, only the size of the file.
Post Date*	This is the date the file became available for your institution to download. The most recent post date will be listed first.	This column can be sorted (ascending / descending).
Download Date*	After you download a file from the WorldShare interface, the date of the download will appear in this column. If the file is downloaded multiple times, the date will reflect the most recent date of download.	United States Data Center The date value in the interface will not reflect downloads performed by FTP, SFTP, or SCP. Australian, Canadian, and European Data Centers The date value in the interface will reflect all file downloads (My Files, SFTP, or SCP).
Download	Click the Download button to download the file. You may download a file multiple times.
*Depending on your geographic location, the date format will vary. For example, DD/MM/YYYY is used for the United States, DD.MM.YY is used for Germany, and so forth.

File size

File retention

Files are retained for 90 days.

Files are available for download in the WorldShare interface and on the server for 60 days. Files can be downloaded multiple times.
Files older than 60 days can be requested via OCLC Support and are not available for download in the WorldShare interface or on the server. The filename for files older than 60 days will still be listed under their original filename with -stub.txt appended to the end.
- To request the file, contact OCLC Support and include the original file name in your request, and use Collection Manager File Request as the subject line.
  - The file will be available for download within 2-4 business days. It will be available to download for 30 days and then deleted.

Understand reports

Additional resources

Learn about reports and discover additional resources for data sync collections.

Reports

Data sync reports (emailed) - Emailed data sync reports contain information about records matched and delivered through data sync collections in Collection Manager
Access emailed reports in the OCLC Usage Statistics portal - Once files have been output for your library, reports are available on the OCLC Usage Statistics Portal. These are the same reports that come to you by email. These reports are available for up to three years
My Files reports for Bibliographic or Delete WorldCat Holdings collections - Reports that contain information specific to bibliographic collections and delete WorldCat holdings collections

Additional resources

Workflow for data sync collections - The data sync collection workflow provides an overview of the data sync collection process for all collection types, from collection creation to report retrieval
Create a bibliographic collection for a reclamation - If you are new to data sync collections, or if it has been a while since your holdings have been consistently maintained, we recommend starting with a Reclamation and then continuing with an Ongoing collection to ensure your holdings remain up to date
Learner guide: Collection Manager - What it is and how to use it - This guide will introduce you to Collection Manager and the types of available collections