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OCLC Bibliographic Record Notification Overview

1 Introduction to OCLC Bibliographic Record Notification

The OCLC Bibliographic Record Notification service automatically delivers upgraded cataloging records to institutions that have previously added holdings to a less-than-full-level bibliographic record in WorldCat.

In addition to less-than-full upgrades, Bibliographic Record Notification can also deliver records in which field 505 (Formatted Contents Notes) has been added, changed, or deleted.

System operation and workflow

The service automatically makes an upgraded record available when a master record is upgraded from less-then-full-level cataloging or when a 505 field has been added or enhanced for records you have previously used for cataloging. You can retrieve the records from Product Services Web or EDX (Electronic Data Exchange). You load the upgraded records into your local system and process them to replace your local records.

Reports

OCLC provides daily reports of your Bibliographic Record Notification activity. You retrieve the reports through an EDX account through the Product Services Web or standard file transfer protocol.

Posting Notification

If you have an EDX account, you can request that the Bibliographic Record Notification service notify you by e-mail when it posts files to your account.

Choosing type of record to receive

Options allow you to choose types of records received. The following table lists and describes the options. You select options when you order Bibliographic Record Notification.

Option Description
Limit by format Allows you to secure local edits. For example, by receiving Books format only, you exclude serial records that might overwrite locally added serial information in your local system.
Limit by encoding level Allows you to select which encoding-level upgrades to receive; thus avoiding duplicate processing. For example, by excluding M and K level upgrades, you avoid overwriting already upgraded local records.
Limit by publication date Allows you to maximize library resources by providing upgraded bibliographic records for items of current interest only. For example, by excluding older publications, you exclude upgrades of old, unused, or discarded records.
Limit by records you upgrade Allows you to avoid duplicate processing of records your institution has upgraded simultaneously in OCLC Cataloging and your local system. By excluding your institution's online upgrades, you avoid duplicate processing.
Receive enhanced 505 (Formatted Contents Note) records Allows you to receive records in which the 505 (Formatted Contents Note) has been edited to include complete contents (First indicator value 0), which enhances search retrieval in your local system.

Order or cancel

To order or cancel the Bibliographic Notification Service, go to the Online Service Center. More information is available on the web.

Field 505 option restriction

If you choose to receive enhanced 505 (Formatted Contents Note) records, you receive records for all formats whose 505 is enhanced regardless of your format limitation option. For example, if your format limitation option is for Books only and a 505 is enhanced in a Scores format record, you receive the Scores format record with your other Bibliographic Record Notification records.

505 enhanced

Field 505 is enhanced when the first indicator or second indicator (or both) of the master record changes. The following table describes the changes:

Indicator Changed from Changed to
First indicator 1 (Incomplete contents) 0 (Entire contents)
  2 (Partial contents) 0 (Entire contents)
  8 (No print constant provided) 0 (Entire contents)
Second indicator Blank (Basic) 0 (Enhanced)

Added or deleted 505 fields

In addition to making available records in which existing 505 fields have been enhanced, the system also makes available records with added or deleted 505 fields. For added 505 fields, the system includes records with either the Basic level 505 fields (second indicator value blank) or Enhanced level 505 fields (second indicator value 0) additions.

Encoding levels

The following table describes the Encoding Levels for which you can receive upgraded records:

Encoding Level Description Upgraded to
2 Less-than-full level, not examined 4, I or blank
3 Abbreviated level 4, I or blank
5 Partial (preliminary) 4, I or blank
7 Minimal level 4, I or blank
8 Prepublication level 4 or blank
K Less-than-full input by OCLC participants 4, I or blank
M Less-than-full added from tape 4, I or blank
I-level records are input by OCLC participants. Blank-level records are created by national libraries.

Record delivery methods and frequency

The following table describes the available delivery methods and their frequency:

Method Description
Product Services Web (PSW) (daily delivery) OCLC posts a file of upgraded records to your PSW account. You retrieve the file and load it into your local system.
Electronic Data Exchange (EDX) (daily delivery) OCLC posts a file of upgraded records to your EDX account. You retrieve the file and load it into your local system.

Records with CJK data

CJK records contain vernacular CJK data. To retain the data, you must use OCLC CJK software. If you access these records using Passport or CatME, the vernacular CJK data disappears and cannot be restored. Note: Records with CJK data that are retrieved with OCLC CJK can be subsequently accessed only with OCLC CJK software.

2 Bibliographic Record Notification Report

Report delivery methods

You may retrieve Bibliographic Record Notification reports by the following methods:

Method Description
Product Services Web OCLC posts a report of your Bibliographic Record Notification activity on Product Services Web. You retrieve the report.
Electronic Data Exchange (EDX) OCLC posts a report of your Bibliographic Record Notification activity to your EDX account. You retrieve the report.

Report frequency

OCLC posts the report to Product Services Web or your EDX account for any day that you receive at least one Bibliographic Notification record.

Bibliographic Record Notification sample report

Your report contains the same types of information as the sample below, but the format may vary depending on how you obtain it, the printer you use, or your monitor:

Bibliographic Record Notification sample report

3 Import records

Use Connexion to import records. For information on importing records, see the Connexion document Export and Import Bibliographic Records, third section (Import bibliographic or authority records).

4 Retrieve Records from Product Services Web and EDX

Access to the Product Services Web

Use current OCLC Cataloging or OCLC FirstSearch authorizations and access methods to access Bibliographic Record Notification reports and records through Product Services Web.

For information on retrieving files via the Product Services Web, see the Product Services Web Quick Reference.

Access to EDX

Use EDX (Electronic Data Exchange) authorization and access method to access Bibliographic Record Notification reports and records through EDX.

For information on retrieving files via EDX, see the EDX User Guide, Bibliographic Record Notification section.

Authorization and access

Contact your OCLC regional service provider, OCLC international distributor, or OCLC for information on obtaining an EDX authorization and access.

File posting

OCLC posts Bibliographic Record Notification record files and cataloging reports to your account between 5:00 am and 7:00 am US Eastern time, Sunday through Saturday.

Automatic deletes

OCLC deletes Bibliographic Record Notification record files and cataloging reports from EDX accounts 90 days after posting.

Questions about local system record loading

Contact your local system vendor for information about loading Bibliographic Record Notification records into your local system.