2 Using the WCP Cataloging Report

Introduction

Use this chapter to learn how to use the WorldCat Cataloging Partners Cataloging Report to manage your WCP account.

2.1 Overview of the WCP Cataloging Report

Introduction

You can check items on the WorldCat Cataloging Partners Cataloging Report against invoices and packing lists from vendors. The report provides statistics, lists all titles, and describes how titles are treated by WCP.

Access

You retrieve the WCP Cataloging Report from your EDX account and/or the Product Services Web site.

Posting frequency

WCP posts the report when it produces a file of records. WCP can produce and post records as frequently as every day.

WCP Cataloging Report

The WCP Cataloging Report has the following parts:

Part

Description

Grand summary

Compiles information for all the invoices in the report. Lists the number of invoices, total titles sent, date for holdings set, label production status, and so forth.

Invoice summary

For each invoice listed in the Grand summary, the report has an Invoice summary. It includes summary data as in the Grand summary, but specific to one invoice. Each Invoice summary also has the following sections:

Records Matched, Records Delivered. A title list of records matched and sent. It includes characteristics of the record, for example, vendor control number, call number, cataloging source, encoding level, series indicator, and label production indicator.
Records Matched, No Records Delivered. A title list of items for which a record matched but for which no bibliographic record was sent. It includes why the record was not delivered and any vendor-provided data for the item from the vendor manifest.
No OCLC Record Found. A title list of items for which no record was found. It includes vendor-provided data for the item from the vendor manifest.
Shared Local Catalog, Records Not Delivered. A title list of items for which a record matched, but for which no bibliographic record was sent because the record already had holdings set for another member of the shared local catalog. It includes vendor-provided data for the item from the vendor manifest.

Type of software to use with the report

The WCP Cataloging Report is an ASCII file that you can use with word processing software, for example, Microsoft Word^® or WordPerfect^®.

Sort order

The WCP Cataloging Report is sorted alphabetically by title under each invoice.

2.2 Example of the WCP Cataloging Report

Introduction

This section contains an example of the WCP Cataloging Report. The format has been altered to fit this page. The WCP Cataloging Report represents items processed from vendor manifests, which closely match packing lists and invoices sent to you. The report and the invoices or packing lists, however, may not have one-to-one correspondence. Note: The WCP Cataloging Report has not yet been renamed, and continues to be titled "PromptCat Cataloging Report."

2.3 Description of the WCP Cataloging Report

The following table describes the elements in the Grand summary:

Element Name	Description
DATE PROCESSED	The date WCP processed the vendor manifest.
INSTITUTION	The institution name.
VENDOR	The vendor name.
INVOICE NUM	Invoice Number. The vendor assigned invoice number.
INV DATE	Invoice Date. The date the vendor created the invoice.
ITEMS	Items. The number of titles in the invoice.
TOTAL INVOICES	The number of invoices in the report.
TITLES SENT	The total number of titles from all invoices.
RCDS MATCHED, PROD DELIVERED	Records matched, products delivered. The number of records delivered.
RCDS MATCHED, NO PROD DELIVERED	Records matched, no products delivered. The number of records that matched a WorldCat^® record but for which no record was delivered.
SHRD LOC CAT RCDS NOT DELIVERED	The number of records that matched a WorldCat record, but which were not delivered because another library in the shared local catalog had holdings attached.
NO OCLC RECORD FOUND	The number of items for which no matching WorldCat record was found.
NO SITE ID	The number of titles that did not have a collection ID (usually location or fund code) in the vendor manifest, which means they could not be processed.
DATE HOLDINGS SET	The date on which holdings are set for all the titles in the report.
LABELS GENERATED	The number of label records generated for all invoices. Note: Placeholder label records are not counted.
NUMBER OF ERRORS	The number of items on the vendor manifest that could not be processed.

The following table describes the elements of the Invoice summary:

Element Name	Description
DATE PROCESSED	The date WCP processed the vendor manifest.
INSTITUTION	The institution name.
VENDOR	The vendor name.
VENDOR INVOICE NUMBER	The identifying number assigned by the vendor. (The invoice number on your vendor invoice matches this number.)
TITLES SENT	The number of titles for this invoice.
RCDS MATCHED, RCDS DELIVERED	Records matched, records delivered. The number of records delivered.
RCDS MATCHED, NO RCDS DELIVERED	Records matched, no records delivered. The number of records that matched a WorldCat record but for which no record was delivered.
SHRD LOC CAT RCDS NOT DELIVERED	The number of records that matched a WorldCat record, but which were not delivered because another library in the shared local catalog had holdings attached.
NO OCLC RECORD FOUND	The number of items for which no matching WorldCat record was found.
NO SITE ID	The number of titles that did not have a collection ID (usually location or fund code) in the vendor manifest, which means they could not be processed.
LABELS GENERATED	The number of label records generated for all invoices. Note: Placeholder label records are not counted.
NUMBER OF ERRORS	The number of items on the vendor manifest that could not be processed.

The table below describes the detailed elements of Records Matched And Delivered/No Records Delivered/ Shared Local Catalog Records Not Delivered:

Element Name	Description
TITLE	The title taken from field 245 (Title Statement) subfield ‡a of the WorldCat record.
OCLC NUM	OCLC Number. The OCLC control number of the record delivered for the title.
VENDOR CONTROL NUM	Vendor control number. The unique number assigned by the vendor for the title.
CALL NUM	Call number. The Library of Congress, National Library of Medicine, or Dewey^® call number (from subfield ‡a of the call number field). If you do not have an OCLC Cataloging Profile, you do not have call numbers listed.
SRC	Cataloging source. The agency that created the record. Taken from field 040 (Cataloging Source) subfield ‡a of the WorldCat record.
EL	Encoding level. The encoding level of the record. Taken from ELvl (Encoding Level) in the fixed field of the WorldCat record.
TYP	Record type. The type of material: Books, Scores, Sound Recordings, Visual Materials, Maps, or Computer Files. Taken from Type (Type of Record) in the WorldCat record.
SER	Series. Y indicates the title is a series. N indicates it is not. Y indicates that the WorldCat record has field 400, 410, 411, 440, or 490 (with indicator value 1).
LBL	Label. Indicates if a label has been generated for this title. Y indicates a label record was generated. If the space is blank, no label was generated.
STATUS	For Records matched, records delivered area, gives additional information when needed. For Records matched, no records delivered area, explains why no record was delivered.

The table below describes the status messages:

Status Message	Description
INSTITUTION NOT PROFILED FOR THIS CATALOGING SOURCE	The record matching this title has a cataloging source that your profile indicates you do not wish to receive.
INSTITUTION NOT PROFILED FOR THIS ENCODING LEVEL	The record matching this title has an encoding level that your profile indicates you do not wish to receive.
HOLDINGS ALREADY SET FOR THIS INSTITUTION	Your holding symbol was already attached to the matched record and your profile indicates you do not wish to receive a record.
SHRD LOC CAT RCDS NOT DELIVERED	The holding symbol of an institution that shares your local catalog was already attached to the matched record and your profile indicates you do not wish to receive a record.
RECORD DELIVERED, BUT THE FOLLOWING FIELDS WERE TRUNCATED	The record had to be truncated. The truncated fields are listed.
DUPLICATE OCLC NUMBER	The matched record was already delivered in this manifest.
Note: Following the Title, Vendor control number, and International Standard Book Number (ISBN) is other vendor-provided data for the title from the vendor manifest.

The table below describes the elements of No OCLC Record Found Detail Lines:

Element Name	Description
TITLE	Short title taken from vendor manifest.
VENDOR CONTRL NUM	The Vendor control number for a title.
ISBN	International Standard Book Number. ISBN taken from vendor manifest.
Note: Following the Title, Vendor control number, and International Standard Book Number (ISBN) is other vendor-provided data for the title from the vendor manifest.

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