Specifications for batch processing of local holdings records
You can update your local holdings records in WorldCat through batch processing. First, review the guidelines. Then follow these detailed requirements when submitting records. If you have comments or questions, please contact OCLC Support—Consultative Services Group at firstname.lastname@example.org.
Your local holdings information can be formatted as either:
- Compliant with the MARC 21 Format for Holdings Data (MFHD).
- Patterned non-MARC holdings data with field descriptions and their content associated in a simple, consistent, discernible and predictable way across the entire file.
MARC 21 elements used in processing holdings data
- General comments.
- Holdings records sent by libraries may contain any element or field in the MARC21 Format for Holdings Data , published by the Library of Congress. However, not all elements or fields will be used.
- An OCLC bibliographic control number (OCLC#) must be included in each holdings record. The OCLC# may be supplied in field 004, 014 or 035. Use the same field in each record of the file.
- There are a number of fields that must be present in the record while some fields may be present depending on content. Fields that must be present are Leader, Directory, 001, 007, 008 and 852. Other fields may be present depending on the content of the record.
- Libraries must supply all holdings records associated with a specific bibliographic record even if there is a change to only one of the holdings records. OCLC will not match individual copy records. Batch processing deletes all the LHRs associated with a particular bibliographic record and replaces them with the records sent. OCLC will not process holdings data embedded in bibliographic records or multiple holdings in one record.
- Each holdings record sent in the set of records for a specific bibliographic record must represent the holdings data for only one copy. (Field 008 elements 17-19 must equal '001', field 008 element 25 must equal '0' and only one 852 tag can be present in each record).
- For details on the elements used in processing at OCLC, see OCLC-MARC Local Holdings Format and Standards.
Patterned non-MARC holdings data
OCLC may be able to create usable local holdings records from "patterned data" in non-MARC formats. The key to successful batch processing of this data is that field descriptions and their content must be associated in a simple, consistent, discernible and predictable way across the entire file. Non-MARC data is unusable if the description/content relationship varies or has to be derived on a record-by-record basis.
Patterned data you send in a non-MARC format must meet the following guidelines:
- Labeled datafield descriptions immediately precede their content (for example, LOCATION: Main)
- Delimited datafields and records are separated by a unique identifiable character or series of characters (for example, tab delimited files or columns of data in a spreadsheet)
- Positional datafield descriptions and their content are related by record position (for example, fixed-length formatted records)
None of these data forms are mutually exclusive. Records may be a composite of all three of these basic data types. Examples of commonly used non-MARC data formats are Excel® spreadsheets, Access® databases and Word® documents.