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Vendor-prompted cataloging

Technical information

Technical information about vendor-prompted cataloging

Requirements for participation

  • Internet access
  • Ability to send files via FTP
  • Have a valid Standard Address Number (SAN). SANs—assigned by R.R. Bowker—are unique identifiers and facilitate the communication of data for activities such as purchasing, shipping, and billing
  • Unique vendor control numbers for each title
  • Ability to send customer manifests, containing bibliographic data in EDIFACT, MARC or ONIX formats

How it works

WorldCat Cataloging Partners works from a relation file, called the Vendor Inventory Database (VID), consisting of vendor titles linked to monograph records in WorldCat. The link is the vendor's unique control number for each title and OCLC's unique bibliographic record control number. The VID is built by matching vendor's titles to WorldCat. OCLC does not keep the vendor bibliographic data, only the vendor's unique control number.

The vendor sends a manifest—a formatted invoice—containing bibliographic information for matching for the specific titles ordered by a library to OCLC when the materials are shipped to a library. Typically, for approval plans, this is weekly. For firm orders, it may be daily. OCLC processes the manifests twice daily, using the library's WorldCat Cataloging Partners profile, to create files of records according to the library's specifications. For every file of records, OCLC may:

  • edit, add, delete or move data within the records;
  • de-select some matching records from the file based on criteria set by the library;
  • deliver the records in one of three mediums (EDX, OCLC Online File, or cards).
  • output a file of call number labels for pickup by the vendor or the library

Since every library's profile may differ, OCLC may process each file differently.

Manifest processing results in a WorldCat Cataloging Partners cataloging report sent to the library, listing OCLC-MARC record-supplied titles. The report also lists:

  • titles for which no record exists in WorldCat;
  • titles for which a holding was already set; or
  • titles for which the matching record did not meet the library's selected options.

Accessing WorldCat Cataloging Partners Cataloging Reports

Libraries that use WorldCat Cataloging Partners may give their active vendors permission to view their Cataloging Reports via EDX. To access these reports, contact PCatVendors@oclc.org.