The procedure below allows us to retrieve sets of MARC records for specific collections in WorldShare Collection Manager. If we want MARC records for a particular collection, we enable MARC records delivery for that collection, set a file name, and then set email notifications. When a new MARC file is ready for that collection, we log back in to WorldShare Collection Manager to retrieve it.
Note: Adam Matthew American West is our "test collection" for playing with this function. As of January 2019, MARC record delivery is set for this knowledgebase collection only.
1. Enable MARC Records Delivery in WorldShare Collection Manager at the institution level
This only needs to be done once, and it was done on January 30, 2019.
Log into WorldShare Collection Manager here: https://riu.share.worldcat.org/wms/
Navigate to Metadata => Collection Manager => Institution Settings.
Under MARC Records, set Enable MARC Records Delivery to Yes.
Enter the following settings:
Customize Records Tab
Holding Library Code (049 $a) = MAIN
Delete Fields
655 Any
938 Any
Delete Subfields
[blank]
Add Fields
590 Blank
Subfield a
Value Collection Level Data
Type Provider
Subfield b
Value Collection Level Data
Type Collection Name
Knowledge Base Collection 856 Field
Add Subfields
Subfield u
Value KB URL
WorldCat 856 Field
Retain Fields With These Domains [blank]
Delete Subfields [blank]
Add Subfields [blank]
Customize Local Data [blank]
WorldCat Updates Tab
Update Option: Knowledge base and query collections
Update Conditions: Receive updates for selected criteria:
Include Tab:
Field Changes in Master Record
Tag 1XX
Tag 245
Tag 650
Tag 7XX
Encoding Level Changes [select all]
Other Changes [blank]
Exclude Tab:
Exclude Material Types [blank]
Exclude Electronic Resources [blank]
Exclude Publication Year [blank]
Exclude Records Upgraded by my Library [check RIU]
Record Delivery Tab
Format: MARC 21 with UTF-8 Unicode
Delivery Frequency Quarterly [For knowledge base collections and ongoing WorldCat query collections, the frequency can be overridden at the individual collection level.]
File Output [blank]
Uniform Resource Identifiers (URIs)
Name Headings Identity Services [check LC/NACO Authority File]
Subject Headings Identity Services [check LC Subject Authority File]
Cataloging Partner Options Tab
Do Not Deliver WorldCat Records if WorldCat Holdings Are Already Set for These Institutions [blank]
Deliver PDRs if No WorldCat Record is Delivered: No
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Press the blue Save button.
2. Enable MARC Records Delivery in WorldShare Collection Manager at the collection level
In addition to setting the option to receive MARC records at the institution level, you must set it in each collection that you wish to receive MARC Records for.
In WorldShare Collection Manager, under Metadata => Collection Manager, search by Collection or Provider for the collection you want MARC Records for (e.g. American West or Adam Matthew*). Limit by My Selected Collections.
The relevant collections you have selected will list on the screen.
Click on the blue hyperlinked collection name.
Expand the Holdings and MARC Records menu.
Scroll down to:
Enable MARC Record Delivery: Use institution setting [MARC records are enabled]
Enter the following settings:
Customize Records Tab
Local Bibliographic Data: Use institution setting [no option selected]
Local Holdings Records: Use institution setting [no option selected]
OCLC Symbols: Use institution setting: your symbol(s) [no symbol entered]
MARC Custom Text [blank]
Record Delivery
Delivery Frequency: Depending on the collection, either Use institution setting [quarterly] or Specify delivery frequency for this collection [Daily, Weekly, Monthly, or Quarterly]
Subsequent Record Output: Depending on the characteristics of the collection, select either Include only records with changes (updated, added or deleted) after initial delivery or Include a complete set of records with every delivery
Delivery File Output: Delivery records for this collection in a separate file. [Enter up to 25 alphanumeric characters, e.g. AdamMAmerWest]
Isolate this file output from other collection activity [blank]
Record Output: Include records already held in WorldCat
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Press the blue Save button.
3. Enable email notification of while files are ready for download and to receive a report of what is in the file
In WorldShare Collection Manager, navigate to Metadata => Collection Manager => Institution Settings.
Click on Reports.
Enter the following settings:
Receive Email Reports: Yes
Authorization Code: 100126514
Report Types:
Records reports [select all]
WorldCat holdings reports [select all]
Cataloging partner reports [blank]
Data sync reports [Select Bibliographic Record Processing and Bibliographic Record Processing Exceptions]
Email Address(es): mcerbo@uri.edu; andree@uri.edu
Report Format: Excel
Receive as: Email Attachment
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Press the blue Save button.
4. Retrieve MARC record file after receiving notification
In WorldShare Collection Manager, navigate to Metadata => Collection Manager => My Files.
Click on Downloads.
Under Records and Reports locate the file for the appropriate collection of MARC records. It will have the name you gave it in Step 2 above.
In the Action column, press the Download button.
Note: Files of records are available for 90 days. You may download the files within the 90 days as often as you'd like. Files are zipped after 7 days. Thus, if you cannot process the files right away, OCLC suggests you download the files as soon as possible and then process files as you have time.
If relevant, process the files in this order: Deletes, New, Merges, Updates.
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Note: For our test collection Adam Matthew American West, we set up delivery of MARC records on 1/30/19 and the file was posted to WCM on 1/31/19. Both URI emails received an email on Friday, 2/1/19 with the subject line "RIU -- The report (New Records Report -- Collection Manager) you requested for 20190131." Attached was a spreadsheet titled "20190131-CollectionManagerDailyNewReport.xls" that reported on new records, including the total number of records, provider, collection name, title and other metadata, and file name. Despite requesting a "complete set of records with every delivery" for this collection, the file posted to WCM <metacoll.RIU.new.D20190130.T183026.AdamMAmerWest.1.mrc> only contained 290 records. (In Alma, we have 660 loaded that we retrieved from the publisher's site. We did not load the OCLC file.
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Help
For more information, see https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Use_Collection_Manager_for_content_from_a_specific_provider.
MARC Records settings that apply across all of your collections: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Institution_settings/090MARC_Records
Configure institution settings for knowledge base collections: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Knowledge_base_collections/Configure_institution_settings/Configure_institution_settings_for_knowledge_base_collections
Configure institution MARC Records settings for knowledge base collections: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Knowledge_base_collections/Get_WorldCat_MARC_records_for_knowledge_base_collections/010Configure_institution_MARC_Records_settings_for_knowledge_base_collections
Enable record delivery in your collection: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Knowledge_base_collections/Get_WorldCat_MARC_records_for_knowledge_base_collections/020Enable_record_delivery_in_your_collection
Download files in My Files: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Choose_your_Collection_Manager_workflow/Knowledge_base_collections/Get_WorldCat_MARC_records_for_knowledge_base_collections/030Download_files_in_My_Files
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For questions, attend "Office Hours" every Tuesday from noon to 1:30 PM US Eastern Time. Call or WebEx in. Details and link to join are here: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/Get_started/Collection_Manager_office_hours.