Setting Holdings for OCLC Z39.50-Derived Records via Batchloading

Setting Holdings for OCLC Z39.50-Derived Records via Batchloading

In this document

OCLC member libraries that use the OCLC Z39.50 Cataloging service as a source for bibliographic records must submit holdings information to OCLC as part of their membership obligations. Libraries have two options for setting holdings:

1. Z39.50
2. Batchloading (for libraries that cannot use the Z39.50 option)

This document describes the batchloading option and the procedures for using tape files or electronic files to submit holdings information for OCLC Z39.50-derived records. For information about the Z39.50 option, see Z39.50 Database Update Implementation for OCLC Z39.50 Cataloging: Extended Service Definition.

Getting Started with Batchloading

Identify files containing OCLC Z39.50 derived records

Libraries must identify tapes or files containing OCLC Z39.50 derived records. OCLC Z39.50 derived records must contain the OCLC control number as well as MARC field 994, containing the OCLC Z39.50 derived identifier. OCLC prefers that the OCLC control number be returned in MARC field 035. Presence of the Z39.50 identifier will insure that OCLC Z39.50 derived records can be sorted and billed correctly.

MARC Field 994

Field 994 is an OCLC-defined field generated on export from the WorldCat database. It places an identifier "Z0" in subfield a, allowing OCLC and member libraries to identify OCLC derived Z39.50 records from records derived from other sources. Users no longer have to send OCLC Z39.50 derived records in a separate file. OCLC Z39.50 derived records can be sorted from other records and processed in mixed-batch, as long as the "Z0" identifier in the 994 field is retained and is present in the record.

Evaluation files

You must provide a file for evaluation even if you already submit non-Z39.50-derived records via batchloading. The file is needed because files for Z39.50-derived records are processed differently than other files. Also, the library's profile will need to be updated or redefined to include return of OCLC Z39.50 Cataloging holdings information.

In the file, include actual holdings information for Z39.50-derived records so OCLC can process the file after the evaluation.

Evaluation fee

Although there is an evaluation fee, OCLC reserves the right to waive the fee for libraries that currently submit OCLC-derived records via batchloading. And, in some cases, OCLC also may waive the fee for libraries already submitting non-OCLC-derived records.

Batchload Order form

Before providing a file for evaluation and subsequent processing you must complete a Batchload Order form. Once submitted, a copy will be forwarded to your Regional Service Provider for approval. Upon approval, OCLC will issue a project id. The project id will be e-mailed to the contact listed on the form. You will use this project id when submitting your file of records. If you have any questions or concerns regarding this form, please contact your Regional Service Provider or you can contact OCLC Batch Services at BatchServices@oclc.org. An online version of the form is available at: https://www3.oclc.org/app/batchload_order.

Types of Physical Media accepted

• IBM 3480-compatible cartridges
• Diskette
• 4mm
• 8mm
• CD

Always label the tape, cartridge, or diskette with the OCLC institution symbol, project ID and the record count. A sticker label that will adhere to the flat portion of the tape or cartridge should be used. Physical media should be mailed to:

Electronic transmission

You can electronically submit data to OCLC for Batch Processing via FTP (EDX). Institutions that submit data on an ongoing basis should establish an EDX account. To do so, you must complete an EDX Assessment form if you are not already subscribing to another OCLC product via FTP. The EDX subdirectory (EBSB) will be created for your institution based on receipt of the Batchload Order form.

If you are submitting data via FTP for a one-time Batch Processing project you do not need to establish an EDX account. You should contact OCLC Batch Services at BatchServices@oclc.org. Files submitted electronically via e-mail attachment should be sent to rbatch@oclc.org.

Sending Files to OCOC

For information on prepapring and sending files via FTP please consult the Electronic Batchload Service (EBSB) section of the Electronic Data Exchange (EDX) Service User Guide at:
http://www.oclc.org/support/documentation/worldcat/records/edxuserguide/putget/ebsb_put.htm.