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WorldShare Record Manager release notes, September 2025

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Release Date: September 25, 2025

Introduction

This release of WorldShare Record Manager provides one new feature in addition to one bug fix. The feature will help you manage more complex workflows, including:

  • Integration of an AI metadata enrichment service 
    • new role Cataloging_AI 
    • new user preference under “Working with Records” that allows you to select which classification and subject headings you want the AI service to suggest
    • new option "AI Metadata Enrichment" when editing a bibliographic record 
  • Bugfixes 
    • A locked bibliographic record was overwritten by another institution 

This enhancement is the direct result of your feedback.

Recommended actions

For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.

  • Decide if your institution is going to use the new AI metadata enrichment service option in Record Manager
  • Assign the new role Cataloging_AI to all catalogers who should be able to use the AI metadata enrichment service. For reference, see Record Manager roles 

New features and enhancements

AI metadata enrichment service 

A new option, "AI Metadata Enrichment," allows you to enrich the bibliographic record you're currently working with AI for better discoverability. If the new role "Cataloging_AI" is enabled for your user account, you will now see a button on each bibliographic record giving you the option to view AI enrichment suggestions.
You can currently receive AI-provided suggestions for Dewey classification numbers (DDC), Library of Congress classification numbers (LCC), and Library of Congress Subject Headings (LCSH).

AI suggestions for classification numbers and subjects are based on existing WorldCat data.

New role Cataloging_AI 

A new role, Cataloging_AI, allows you to make use of the new AI Metadata Enrichment service. Users with the Cataloging_Admin role can assign the role to catalogers of the institution who should be able to work with the AI metadata enrichment service.

 Visit Record Manager account roles for additional information and workflows.

New user preference under “Working with Records”

You can currently receive AI-provided suggestions for DDC, LCC, and LCSH. You can choose which of these options you want to enable under User Preferences / Working with Records / Bibliographic Records. 

The new user preference "Use AI Metadata Enrichment Service" allows you to select the available options. Please note that all options are unselected by default. 

AIUserPreference.png

 

 Visit Working with Records for additional information and workflows.

New option "AI Metadata Enrichment" when editing a bibliographic record 

When working with a bibliographic record, you will now see the additional option "AI Metadata Enrichment" if these two conditions are true:

  • You have been assigned the Cataloging_AI role
  • You have enabled at least one of the options for the parameter "Use AI Metadata Enrichment Service" in Working with Records

When clicking on "AI Metadata Enrichment," the current record is sent to OCLC's AI service. As providing appropriate suggestions can take some time, you might see a pop-up window asking you to wait. 

AIWaitMessage.png

You can cancel out of the window or wait until suggestions are provided. 

Once the AI service is ready to provide suggestions, another window will pop up and show the suggested classification numbers and/or subject headings.

The bibliographic record in the background will show up as disabled, but you can still scroll up and down to review what's already in the record or to check if the suggestions look appropriate. 

You also move the window to another position on your screen in case it hides content you wish to see. Click into the header of the window and drag and drop the window. 

AIProvidedSuggestions.png

As said above, AI suggestions for classification numbers and subjects are based on existing WorldCat data. 

A link to the underlying OCLC number allows you to verify the suggestion within Record Manager by viewing the reference record.

For the suggested classification numbers, the "Browse associated call number" link allows you to browse for the call number in your local collection in order to e.g., check which call numbers are already in use. 

AI_LCC.png

For suggested subject headings, the "Search subject headings" link allows you to submit a search for the selected subject headings in WorldCat and will return other records that contain the selected subject headings. 

 

AI_LCSH.jpg

 

 Visit View AI Metadata Enrichment suggestions for additional information and workflows.

Bug fixes

A locked bibliographic record was overwritten by another institution

A bibliographic record that has been locked and saved to the Saved- In Progress file by an institution cannot be replaced by another institution as long as the lock exists. Previously, the locked record could be replaced by another institution from that institution's Saved - In Progress file record.

Important links

Post-release sessions

To help you become familiar with the new features, the following pre-recorded video is available in the Community Center: WorldShare Record Manager Release Overview (25 September 2025)

Support website(s)

Support information for this product and related products can be found at: