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Institution Records


Why is OCLC migrating Institution Records to Local Bibliographic Data (LBD)?

In March 2015, we made the decision to migrate Institution Records (IR) to Local Bibliographic Data (LBD). We made this decision because IRs don't take advantage of cooperatively managed master record data or linked data initiatives. For example, if headings in a bibliographic record are linked to authority records, the bibliographic record is automatically updated if the linked authority record changes. IRs don’t have this type of functionality, and we know this is an important step in cataloging workflows.

With LBDs, libraries benefit from the combination of the cooperatively managed master record data and library-specific local data, as well as, linked data and entities-based cataloging workflows. Additionally, if you ever need a copy of your records, you would receive the current master record in WorldCat with your local information embedded, instead of the static IR information.

Some libraries created IRs because they couldn’t add data to the master record in WorldCat, but with the Expert Community member libraries now have the ability to improve, upgrade and make changes to the majority of WorldCat master records.

Libraries also created IRs because their data couldn’t be added to the master record in WorldCat via batchload, but batchloading has changed and more data is merged into the master records than ever before.

Are there any costs associated with the change from Institution Records to Local Bibliographic Data?

No, there are no associated costs with this change.

Can non-CONSER libraries edit a master record?

Yes. OCLC's Expert Community allows with Full-Level cataloging authorizations and higher to make additions and changes to almost all fields in almost all records. PCC records (BIBCO and CONSER) are excluded from this configuration.

Local Bibliographic Data

If I want LBD for part of my collection but not all of my collection, how will it be handled in batchload?

If your library would like to load LBD for only part of your collection, you can order a Batchload project for that particular collection. The records will need to be sent from your ILS, and the Batchload team will work with you to determine the LBD fields that will meet your needs.

How do I specify what should go to the master record vs LBD?

Batchload merging and LBD retention are completely separate options which are turned “on” or “off” on a per-field basis for a Batchload project.

Currently supported LBD fields include 240, 500, 501, all 59X fields, Subject Headings (6XX, 69X) and Added Entries (7XX, 79X). If LBD retention is turned on for any or all of these fields, they will be retained as LBD, regardless of whether the particular field is merged into the master record or not. For further information please see "Specify how to display Local bibliographic data information" in the OCLC Batchload for Bibliographic Records User Guide.

For more information on merging of data from the Batchload record into the master record, please see the question below.

What data gets merged to the master record?

A number of fields can be merged into the Master record during Batchload processing. The “default merging fields” include both LC and Dewey style call numbers (050/090, 082/092); 505, 508, 511, and 520 notes (only); and LC/other subject headings (specified by 2nd indicator value).

Merging of Batchload data is turned “on” or “off” on a per-tag basis, and occurs only if the master record does not already have that particular field. The content is not examined between the Master record and the Batchload record to determine if they are the same, or different.

For more information on Batchload merging, please see "Processing: Merging" in Batchload for Bibliographic Records Online Help.

The Batchload team will work with you to determine which merging and LBD options are appropriate for your data.

Where can I find a list of fields valid for LBD?

How are Institution Records and Local Bibliographic Data different?

An IR is a static copy of your full bibliographic record that is attached to an OCLC master record in WorldCat. LBDs store only pertinent information (e.g. local notes, subject headings, added entries) from your bibliographic record, to be displayed to your users.

What data can be stored in LBD?

LBDs can store uniform titles, notes, subject headings, and added entries.

For what types of materials would I create Local Bibliographic Data?

LBDs can be created for all types of materials, but libraries might find them most useful for rare and special materials.

Local Bibliographic Data doesn't support all of the fields in Institution Records. How can I migrate my Institution Records or create new Local Bibliographic Data to represent my items?

We encourage libraries to include as much information as possible in the bibliographic record, and use Local Bibliographic Data (LBD) as a way to capture the information that doesn’t have a place in the master record. LBD should be reserved for information that is truly local to a copy of the item. We may accept requests for fields to add to LBD in the future.

How can I create and edit Local Bibliographic Data?

You can create and edit Local Bibliographic Data with:

  • Batchload
  • WorldCat Metadata API
  • WorldShare Record Manager

How will I view other libraries edits when IRs are discontinued?

You can choose to make LBD visible to end users through views of WorldCat scoped to your institution, and LBD can be exported for use in local discovery systems.

Will any of the information in my IRs that is not in the master record be merged with the master record?

OCLC would be happy to discuss this option with you. If you decide to have LBDs created from your existing IRs, please be sure to mention this when you contact IRInfo@oclc.org

If I delete my Institution Records now, do I also have to create Local Bibliographic Data now?

No. These tasks are exclusive of each other and can be done separately. OCLC will be happy to work with you to coordinate these efforts in a way that meet your needs.

If I elect to have my Institution Records deleted, will my WorldCat holdings still be maintained?


If I choose the option to convert my existing IRs to LBD, how will I update and/or keep my LBD current going forward?

LBD can be replaced manually using Record Manager, or via Batchload. Batchload replacement and updating of LBD is dependent on the Local System Bib Number (LSN) from the incoming Batchload record. If your WorldCat IRs do not have a current LSN that would match your ILS records, we will not be able to replace/update the IR-converted LBD via Batchload in the future. For this scenario, we recommend loading LBD from your ILS records instead of converting the WorldCat IRs to LBD.

Options and timelines

What are my options concerning the discontinuation of Institution Records?

OCLC can delete your existing IRs and/or create LBDs from your existing IRs or from your local system records. The deadline for notifying OCLC if you want LBDs created from existing IRs is 15 December 2015.

What is involved in requesting one or more of these options?

Simply contact IRInfo@oclc.org and let us know how you would like to proceed. We’ll work with you to complete your request, provide more information if needed, or help you identify the best option for your library.

Can you describe WorldShare Record Manager more fully?

The current release of WorldShare Record Manager complements functionality available in Connexion. OCLC will continue to enhance Record Manager over the next few years to further streamline metadata management and to enhance discoverability of your library's materials.

With WorldShare Record Manager, you can:

  • create and enrich WorldCat bibliographic records using either a MARC 21 editor or a Text View editor;
  • set and delete WorldCat holdings;
  • export bibliographic records and manage lists of records to export;
  • save in-progress bibliographic records to an online save file, accessible from both Record Manager and Connexion;
  • manage local holdings records (LHRs) and local bibliographic data (LBD);
  • create and print spine labels from LHRs or bibliographic records;
  • search and display Library of Congress and MeSH authority records
  • incorporate auto-suggest FAST and LC subject headings;
  • save/reuse field strings; and
  • link to the RDA Toolkit via IP authentication

Can we test WorldShare Record Manager?

Yes. You can use http://oc.lc/getrecordmanager to get started. Training materials are available for Record Manager related courses.

When will the ability to create and manage Institution Records end?

Batchload support for Institution Records and Institution Record processing will end 31 December 2015. Connexion will support creation of Institution Records until June 2016, when all support for Institution Records will end.

What will happen to my IR Batchload project after 31 December 2015?

Please contact IRInfo@oclc.org to discuss your Batchload options.

Available options

  • Cataloging Label Program manages the creation, display, editing and printing of pocket and spine cataloging labels.
  • Terminologies Service provides access to multiple controlled vocabularies to help you create consistent metadata that will help improve discovery and access of your materials.

Other cataloging services

  • Contract Cataloging lets OCLC professionals help you with cataloging needs.
  • WorldCat Cataloging Partners service provides automatic delivery of OCLC-MARC records and sets WorldCat® holdings for materials you order through participating vendor partners.

Related OCLC services

  • WorldShare Metadata offers complete metadata management for physical and electronic resources.
  • CONTENTdm now includes a Connexion digital import feature, allowing you to attach digital files to your WorldCat records and your CONTENTdm® collections using the Connexion client.
  • Log on to OCLC Usage Statistics using your Connexion authorization number and password to view statistical data summarized at the institution level.

Service availability

  • Connexion cataloging tool

    Available everywhere except Germany and the Netherlands

Learn more

Join OCLC-CAT, a listserv discussion of all OCLC cataloging services. Or browse the archives.

Join OCLC-CJK, a listserv discussion of OCLC Chinese, Japanese and Korean functionality. Or browse the archives.