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Introduction to WorldShare Record Manager for WMS users

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Discover key information, resources, and workflows that will help you get started with WorldShare Record Manager.

Overview

This page serves as an introductory resource for WorldShare Record Manager, providing essential documentation and training materials. It is intended for users who are:

  • New to using Record Manager
  • Returning to Record Manager and looking to review key workflows and functions

This resource is designed to help you get started and build a solid foundation for using Record Manager effectively. On this page, you will find

  • Information about roles assigned to Record Manager users
  • Learning paths to guide you through common cataloging workflows
  • Additional resources to help you explore advanced features when ready

Record Manager interface

Visit About Record Manager for a detailed overview of the interface. Find information about the full functionality of the module, with links to direct you to key areas of documentation and training.

Roles

The roles assigned to your WorldShare account determine your access level and the actions you can take on records. The main cataloging roles are described below.

For library admin: To manage roles, see WorldShare Admin > User Management.

For library staff: If you are unsure which roles are assigned to your account, ask an admin user at your library. If your institution does not have an admin user, please contact OCLC Support.

To view full descriptions and comparisons of all roles, see Record Manager account roles.

Cataloging roles

Action Roles
Cataloging Admin Cataloging Bulk Edit Cataloging Export Cataloging Full Cataloging Limited Cataloging Reports Viewer
Add new WorldCat bibliographic records to WorldCat or replace existing ones. x     x    
Add local data. x     x x  
Add new Local Holdings Records or replace existing ones. x     x x  
Create and edit export lists. x   x x x  
Create and print labels. x   x x x  
Create, update and delete users, regardless of module (Circ, Acq, etc.). x          
Export bibliographic records, authority records, and lists of records. x   x x x  
Export bibliographic records only.            
Insert WorldCat Entity identifiers in bibliographic record fields. x     x x  
Manage and apply scripts to LBD records in the record work list.   x        
Manage and apply scripts to LHR records in the record work list.   x        
Provides access to the simplified cataloging interface.            
Read and update information about self via WorldCat Discovery. x          
Read information about users, regardless of module (Circ, Acq, etc.). x          
Read Only view of bibliographic records.            
Retrieve and view users. Assign roles to other users. Create a user that automatically has the Everyone role assigned. x          
Run Cataloging/Collection and Metadata reports from the Analytics module. x     x   x
The security context contains all the information about a given user (especially what actions they can perform). This permission allows the user to perform actions on behalf of another user (patron). x          
Send bibliographic records to an export list only (can't export to local system via TCP/IP).            
Set WorldCat institutional holdings only.            
Set and delete WorldCat institutional holdings. x     x x  
Update institution configuration information relating to authentication and authorization. x          
Use the Forgot Password feature to get a new password. x          
View and edit Institution Settings. Enable visibility of the LHR Change History, enable user detail retention in the LHR Change History table, and enable and customize WorldCat holdings audience levels.

 Note: WMS libraries only.

 x          
View and interact with a broad range of data and record types. Includes display of holdings information, search and display of records, viewing, adding and replacing of records in the online save file, validation and heading control. x     x x  
View the item change and LHR Change History table. x     x    
View My Library and export data. x   x x x  
View the LBD tab on the Record Work Lists screen.   x        
View the LHR tab on the Record Work List screen.   x        
Manage WSKeys  at the OCLC Developer Network. x          

Search

Record Manager provides a variety of methods to search and browse WorldCat holdings. For detailed instructions on searching, see the Search guide.

Learning paths

The learning paths featured on this page will help you become familiar with the main functionality of Record Manager. These should be seen as a broad overview of common cataloging processes. 

 Note: Click the plus sign next to a learning path title to view all pages.

WorldShare Record Manager: Copy cataloging
Discover how to get started with Record Manager and complete a copy cataloging workflow.
Pages: 8

 

WorldShare Record Manager: Original cataloging
Discover how to complete an original cataloging workflow in Record Manager.
Pages: 7

Reports

WorldShare Acquisitions offers a variety of reports to monitor your institution's activity in WorldShare. Visit Available WMS reports to find available reports and their locations.

Community Center

Current WorldShare Record Manager product users are encouraged to join the OCLC Community Center to connect with peers and OCLC staff on product workflows, attend webinars, and provide feedback on the product. For more information, see OCLC Community Center: WorldShare Record Manager community.

Training

OCLC offers recorded classes and videos on WorldShare Record Manager. See WorldShare Record Manager self-paced training.

Next steps

Learn more about cataloging

The following resources will help you learn about bibliographic cataloging standards, searching with indexes, and more. These resources will help as you move into original cataloging and working with authorities. 

OCLC Support

For any queries not answered by this page or Record Manager documentation and training, please contact OCLC Support.