3 Retrieving Data

3 Retrieving Data

Introduction

Use this chapter if you retrieve bibliographic records, label records, and the WorldCat Cataloging Partners (WCP) Cataloging Report via

• Standard File Transfer Protocol (FTP) from an EDX account
• Product Services Web

3.1 Overview of Data Retrieval

Introduction

The OCLC WorldCat Cataloging Partners service (WCP) provides two methods for Internet data retrieval: your EDX account (which uses standard FTP) and the Product Services Web site.

Product Services Web

For information on using the Product Services Web, see the Product Services Web Quick Reference at < http:/www.oclc.org/support/documentation/batchprocessing/using/productservices/default.htm >.

EDX account

An EDX account allows you to retrieve the following files and reports:

• Bibliographic record files
• Label record files
• WCP Cataloging Report

If you choose EDX as a delivery method when ordering WorldCat Cataloging Partners (WCP), you are automatically given an EDX account.

Combining methods

You can use one or a combination of methods to retrieve bibliographic record files, label record files, and your WCP Cataloging Report. For example, you may retrieve bibliographic records from your EDX account and your WCP Cataloging Report from Product Services Web.

Posting frequency

WorldCat Cataloging Partners can produce and post record and label files and reports as frequently as every day.

Posting notification

You can request that WorldCat Cataloging Partners notify you by e-mail when it posts files to your account.

File availability

You can retrieve files any time of day except for the following:

Monday through Saturday, 2:00 am to 3:00 am U.S. Eastern Time

Sunday 2:00 am to 6:00 am U.S. Eastern Time

File longevity after posting

Bibliographic record files, label record files, and WCP Cataloging Reports remain posted for 90 days. Label files and Cataloging Reports are only archived for one year (files older than one year are not retrievable). Bibliographic record files are archived and retrievable through the Bibliographic Record Snapshot service. For more information, contact your OCLC regional service provider at < http://www.oclc.org/contacts/regional/ >.

Vendor-label file availability

Vendor label record files are available only from the vendor's EDX account so the vendor can affix labels to your items. Vendors cannot access your EDX account to retrieve labels. Vendors have no access to your WCP records or reports.

Summary of WCP data retrieval methods

The table below describes the WCP data retrieval methods. Due to the size of record and label files, standard FTP is usually the most efficient retrieval method. For information on using the EDX service, see the EDX User Guide at: http://www.oclc.org/support/documentation/worldcat/records/edxuserguide/default.htm.

3.2 Access Your EDX Account for Shared Local Catalogs

Shared local catalog EDX accounts

When shared local catalog administrators retrieve records via EDX for multiple libraries, the member libraries are usually set up with an EDX account for their shared local catalog.

In order for a shared local catalog administrator to have access to the records of a member library, a Third Party Vendor form must be filled out by the library and the third party. For more information, contact your regional service provider.

File names for shared local catalog EDX accounts

The table below describes the file names for shared local catalog EDX accounts:

File sort order for shared local catalog EDX accounts

File names in shared local catalog accounts are sorted first by shared local catalog symbol, then by vendor symbol, and then by date.

Reports for shared local catalog EDX accounts

Reports are stored under the library's OCLC symbol. They can be retrieved via EDX by using the library's OCLC symbol or via the Product Services Web site using the library's authorization and password.

Labels for shared local catalog EDX accounts

Labels are stored with the OCLC symbol of the institution that you chose for delivery on the order form. That institution can be the individual library, materials vendor, or the institution administering the shared local catalog. Only the institution that is designated for delivery may retrieve the labels via EDX or the Product Services Web site.

3.3 Using Connexion with WCP Records

You can use OCLC Connexion browser or OCLC Connexion client to display and edit your WCP records before loading them into your local system. To use Connexion you must retrieve the WCP records via EDX or the Product Services Web, then import the records into Connexion.

Record location

• Connexion browser puts your imported records in the online Save File. You can search for imported records by searching for a Status value of Imported, or by the My Status notes that you indicated on the import page.
• Connexion client lets you choose whether the imported records go in the online save file or the offline save file.

Actions you can take

You can take most actions on your imported WCP records, including:

• Display Holdings
• Derive New Record
• Apply Constant Data
• Insert My Status notes
• Validate
• Update Holdings
• Export

Warning: Lock Master Record.  Locking a Master Record loses edits. If you are working on an imported OCLC bibliographic record when you attempt to lock the corresponding master record, Connexion locks and displays the current version of the master record, overwriting any:

• Changes you made to the imported record prior to locking it
• Local data or other editing that WCP automatically included in your record

When you attempt to Lock a Master Record the system warns you that your changes will be lost and asks whether you want to continue.

Actions you cannot take

You cannot Delete Holdings on imported records. Imported OCLC records do not contain the indication that the item is Held or Not Held by your library. To view holdings for the item, use Display Holdings.

More information

For more information on importing records with OCLC Connexion, see Connexion system Help or documentation.

• Connexion browser documentation: http://www.oclc.org/support/documentation/connexion/browser/default.htm
• Connexion client documentation: http://www.oclc.org/support/documentation/connexion/client/default.htm