1 WorldCat Cataloging Partners

Introduction

Use this chapter as an introduction or review of the features and functions of the OCLC WorldCat Cataloging Partners service.

1.1 Introduction to WorldCat Cataloging Partners

WorldCat Cataloging Partners

WorldCat Cataloging Partners (WCP) is a collaborative effort with materials vendors to reduce the cost of cataloging for libraries. WorldCat Cataloging Partners delivers OCLC-MARC records that match the materials you order through participating vendor partners and sets your library's holdings automatically in WorldCat.

This service includes automated functionality such as adding barcodes and acquisitions data (invoice number, invoice date, price, etc.) to records. It also includes an electronic label file of spine and pocket labels that can be delivered to you or your materials vendor for shelf-ready materials.

Pricing

WorldCat Cataloging Partners basic service may be available as part of your OCLC Cataloging Subscription or CatExpress Subscription. Contact your billing partner or distributor for pricing information.

Timing of set holdings

Holdings can be set in WorldCat as records are processed or after a delay of 1-180 days. You may use the delay to allow selectors time to evaluate items sent on approval or to allow materials to circulate among your patrons before ILL requests are received. You also have the option of never setting holdings in WorldCat.

Labels for shelf-ready items

WorldCat Cataloging Partners can provide customized spine and pocket labels that vendors affix to items so that the items come to you shelf-ready. WCP can also provide spine and pocket label records that you print and affix. Labels are provided at no extra cost.

Shared local catalog options

Since WorldCat Cataloging Partners has access to the OCLC WorldCat holdings of all libraries in a shared local catalog, it can provide one record for a joint catalog while setting holdings for individual libraries.

Item check in

The WCP Cataloging Report lists all titles that are processed in a vendor manifest and describes the outcome of the processing. You match the items you receive (using the vendor's invoice or packing list) with the titles on the report.

Data retrieval methods

WorldCat Cataloging Partners provides bibliographic records for your local system or shared local catalog via one or a combination of the following methods. The method or methods you use depend on local needs.

Method Availability

OCLC Electronic Data Exchange (EDX) account

Via the Internet using an EDX account

OCLC Product Services Web

Via the Internet

Authority records

Authority records are not available through WorldCat Cataloging Partners.

Current approval plans and firm orders

With minor adjustments, you can use current approval plans. Some libraries use WCP implementation planning as an opportunity to examine current plans. Your current firm-order methods can remain the same. WCP works well with vendor electronic ordering systems.

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1.2 WCP and Other OCLC Products and Services

Introduction

Use WorldCat Cataloging Partners in conjunction with other OCLC products to enhance your cataloging efficiency.

OCLC Bibliographic Record Notification

This service supplies upgraded and updated records automatically. Use it with WCP so that you can accept less-than-full-level records. Upgraded records are provided automatically when they become available. If you delay setting holdings in WorldCat with WorldCat Cataloging Partners, the system checks for upgraded records at the point when WorldCat Cataloging Partners delivers records, which can be in advance of when your holdings are added to WorldCat.

OCLC Contract Cataloging

You can receive 100 percent of your cataloging, at a lower cost than you might expect, through Contract Cataloging. Use it to catalog titles processed through WorldCat Cataloging Partners that do not retrieve a matching record, titles you purchase from vendors that do not participate in WorldCat Cataloging Partners, for a growing backlog, or for a gift collection.

OCLC Connexion

You can retrieve your records via EDX or the Product Services Web site and import them into OCLC Connexion to edit, perform authority work, or create labels.

OCLC Label Program

You or your vendor can use the OCLC Label Program to edit and print WorldCat Cataloging Partners label files.

WorldCat Selection

This service allows selectors of new materials at your library to view notification records from multiple vendors in one central comprehensive system. With WorldCat Selection, you can easily get WorldCat records for newly purchased materials into your integrated library system earlier in the technical services process. Use WorldCat Cataloging Partners to provide updated cataloging records, including invoicing information that supports shelf-ready processes, as materials are delivered to your institution or to set holdings in WorldCat once a purchase has been made.

CIP Upgrade Program

OCLC, in cooperation with WCP vendors, upgrades Cataloging in Publication (CIP) records in WorldCat so that WCP delivers more full-level records to you.

The CIP Upgrade Program updates CIP records in WorldCat as quickly as possible. Material vendors upgrade their CIP records and send them to OCLC to upgrade the WorldCat records.

Vendor Record Contribution Program

OCLC pursues relationships with vendors of library materials and bibliographic records for the contribution of bibliographic records to WorldCat. In particular, OCLC strives to enrich WorldCat with records for materials published outside the U.S. and for audiovisual and electronic materials. Consequently, these records are available to WCP libraries.

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1.3 Ordering WorldCat Cataloging Partners

How to order

You can order WorldCat Cataloging Partners through the OCLC Online Service Center.

Who sets up your profile

Those involved in setting up your WorldCat Cataloging Partners profile may include:

  • Institution staff
  • OCLC staff
  • Materials vendors
  • Local system vendors

Online service center

If you already have an Online Service Center account, use it to order WorldCat Cataloging Partners. If you do not have an account, you can create one.

PDF order form

A PDF order form is available for libraries that cannot complete the order form in the Online Service Center.

The PDF form is here: https://www.oclc.org/catalogingpartners/ordering/ordering/default.htm

Activating your profile

When your WorldCat Cataloging Partners profile is activated, you will be notified along with your material vendor and OCLC staff.

Order method When profile is activated
Online service center Upon submitting order
PDF Within ten business days of receipt of completed PDF

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1.4 Shared Local Catalog Options

Introduction

This section describes the options available to libraries that are members of a shared local catalog and that want to be treated as members of a shared local catalog.

Shared local catalog

Shared local catalogs are local systems that are shared by more than one institution with separate OCLC symbols. One OCLC symbol with separate holding library codes, used in the 049 field, is not considered a shared local catalog.

Profile as a member of a group

To profile as a member of a group, fill out the shared local catalog section of the order form. Check the list of shared local catalog groups on the order form before creating a new group.

Benefit of using shared local catalog options

The primary benefit of using the shared local catalog option is that you will receive only one record for your shared local system, with holdings set for your institution on the WorldCat record.

Shared local catalog options

The following options are available to libraries that are members of a shared local catalog:

  • You can choose to not receive records if holdings are already set for any institution in your shared local catalog. You can also choose to receive a Partnering Data Record (PDR) with or without the OCLC control number.
  • Even if your institution chooses not to receive bib records (because another partner library already has holdings set or because your holdings were previously set) you can choose to receive spine and pocket labels.

Ordering shared local catalog options

Each library in a shared local catalog must fill out a separate profile.

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1.5 Record Selection

Automated processing

The following is a summary of how WCP processes data for the basic service:

  Action
1

OCLC and vendors establish record format standards, technical requirements, and processing schedules.

2

The vendor sends WCP a vendor manifest that contains bibliographic data about the titles ordered.

3

WCP uses OCN, ISBN, UPC, or Publisher Number (from the 028 field) from the vendor's bibliographic data to determine the matching WorldCat records. Potential matches are validated by comparing the record format. If more than one WorldCat record with different cataloging sources is matched, WCP records all matches. If there are no matches, WCP uses OCLC's Duplication Detection and Resolution (DDR) program to try to find a match.

4

WCP creates the Vendor Inventory Database (VID) that links the Vendor control number and the OCLC control number of the WorldCat record. Future manifests check the VID before matching to see if a match was made in the past.

5

If more than one record was matched, WCP follows a hierarchy of sources to determine which record to deliver. For most libraries, including those new to WCP, records with a source of DLC are chosen first. If there are no matches, WCP reports the Vendor control number and title on your Cataloging Report and creates a Partnering Data Record (PDR), if you are so profiled.

6 WCP compares the WorldCat record with your selection rules and checks whether your holdings are already set. The holdings check avoids duplicate records. For libraries in shared local catalogs, WCP also checks holdings set for other members of your shared catalog. If the record does not satisfy your selection rules or holdings are already set, WCP reports the Vendor control number and title on your WCP Cataloging Report and/or creates a PDR (if you are so profiled). Alternatively, you may choose to receive a record even though your holdings (or those of a member of your shared local catalog) are already set in order to get the latest version of the OCLC master record.
7 If the record satisfies your rules, WCP adds data to your records and:
  • Adds the record to the file of records it provides to you
  • Creates a label record (if you are profiled for labels) and adds the record to the file of label records it provides to your vendor or to you
  • Sets holdings immediately or sets holdings after the delay you choose
  • Creates an archive record
  • Adds the requisite information to your WCP Cataloging Report

Record selection rules

  • Encoding level
  • Cataloging source

Encoding level rule

WCP determines whether the record meets your Encoding level selection rule based on your choice of Encoding levels in the table below.

Encoding level

All

CIP (8)

FULL (Blank, 1, I, L, 4)

Not FULL (7, 5, 2, K, M)

Other (3, E)

Cataloging source rule

WCP determines whether the record meets your Cataloging source selection rule based on whether one of the following elements is in Srce (Source), field 040, or field 042 (Authentication code):

Your selection rule Definition

All

All of the following

LC

LC copy cataloging, PCC libraries, minimal-level upgrades and member-input based on LC

NLM

040 ‡a contains NLM

UKM

040 ‡a contains UKM

Other

All valid codes in Srce 040 or 042 that do not fall under the above definitions of DLC, NLM, or UKM

No record delivered or no record found

In addition to listing titles for which you receive a record, the WCP Cataloging Report also lists items for which no record was delivered and/or no matching WorldCat record was found. The table below gives some common examples of such situations.

Item Listed as Because

Record found, but not delivered

Item matches a WorldCat record but does not meet your selection rules

Record found, not delivered

Holdings already set

No record found

No WorldCat record matches the item

Report mismatches

If you find a mismatch (a record that does not match the item), use the following procedure:

  Action
1

If the holding on the record is delayed, go to step 4. If the holding is set immediately, log on to OCLC Cataloging and find the mismatched bibliographic record in WorldCat.

2

Delete your holdings using the Delete holdings command.

3

Find the correct record in WorldCat and set your holdings using Update.

4

Report the mismatch to OCLC by filling out the Mismatch/No Match report on the Web: https://www3.oclc.org/app/pcmismatch/.

5

If correcting a record set for holdings delay, you must wait until your holdings appear before you can delete holdings. If you are using Connexion client, you can delete your holdings in batch.

Note: The Delete holdings command is a credit.

Partnering data record

WCP can produce a Partnering Data Record (PDR) to carry vendor data when a full record is not delivered or not found. A PDR can also be delivered in place of a record when another institution in your shared local catalog has already received the record. The PDR can include the OCLC number when the record is matched but not delivered.

The PDR contains an 019 field if one is present in the master record. The 019 field allows you to match existing records in your local system that have been merged into other records in WorldCat.

The table below lists the data in the PDR by field.

Field Data
001 Byte 0-2 pct
001 Bytes 3-10 PDR entry number
019 019 of master record, if any
020 ISBN from vendor manifest
035 OCLC number (when available)
245 Title from vendor manifest
Local fields All vendor-provided data and notes, as profiled

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1.6 Data Added to Records

Introduction

After record selection, data is added to the record. The materials vendor provides the data to WCP in the vendor manifest. WCP supplies other data based on the WCP profile. Using the WCP Order form, the following parties define the data to be added to records:

  • OCLC has defined many types of data that can be added to your records
  • Your materials vendor has defined types of local data that can be sent to WCP to be added to your records
  • Your local-system vendor has created load tables that define the types of local data needed in your records and where the data should appear
  • You decide what data to add to your records

Data in records accepted by local systems

All WCP processed records, regardless of delivery method, contain data that differs from other OCLC-MARC records. Your local system must accept the following data in the following fields:

Data Contents

001 Byte 0–2

Partnering Data Records only. Contains pct. Identifies that the number following is a Partnering Data Record number.

001 Bytes 3–10

Partnering Data Records only. Contains Partnering Data Record number: a PDR entry number.

Local fields

You, each materials vendor, and your local system vendor define local fields and the data in them.

Vendor-provided data

WCP defines data elements that vendors can send in manifests in coded form. WCP adds this data to fields of your records based on your WCP profile. The following are types of vendor-provided data that WCP can add to records:

  • Invoice data (invoice date, net price, list price, invoice number, etc.)
  • Bibliographic data (notes, etc.)
  • Processing data (barcode, location, etc.)

Limits on vendor-provided data

Consult your vendors to determine what each provides.

User-defined data

You determine what data WCP adds to your records. WCP can:

  • Add holding library code
  • Copy the call number to a local field
  • Add data strings

Notes

Notes are subfields that you would like to have added to records. The most common data string adds a local note that indicates the record came from WCP. Another common practice is to use data strings to add codes that are required by your local system. Location codes are also added as data strings.You define the data strings.

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1.7 Dewey Options

Introduction

This section describes the Dewey ® options available to libraries.

Dewey class length

The list below contains the Dewey options that determine how much of the Dewey classification number you use for your local call number.

  • First three numbers (up to the decimal point)
  • Up to the first slash (prime)
  • Use entire Dewey class number
  • Choose the number of characters past the decimal point

Dewey cutter type

The list below contains the Dewey options that determine which Dewey cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first significant word of the main entry. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

  • Cutter Four-Figure number
  • Cutter-Sanborn Four-Figure number
  • Text cutter (Options below)
  • No cutter

Dewey text cutter

The list below contains the Dewey options that determine which text cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first word of the main entry. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

You can profile to include punctuation or not include punctuation in your text cutter. You can also choose the case of the text cutter:

  • All uppercase
  • All lowercase
  • First letter uppercase, rest lowercase

WCP can also use numerals or spell out the numerals into an English word (e.g, 2 or Two).

Dewey workmark

WCP can add a title workmark to your Dewey call number. The first letter of the title in field 245 is added to the call number at the end of the cutter. WCP can provide the workmark as it appears in the record (usually uppercase), always in uppercase, or always in lowercase.

Biography Type codes

The list below contains the Type codes that determine whether an item is coded as a biography.

Type: a, Biog: a, b, or c

or

Type: i, LTxt: a, or b

Biography call number text

WCP can provide a Biography call number instead of a Dewey classification number for titles that are coded as biographies. For example, a Biography call number may be: 092 Bio b Lincoln. You must supply the text for the 092 a in your profile.

Biography cutter type

The list below contains the Dewey options that determine which biography cutter type you use for your local call number. The biography text cutter is 1-15 characters of the first word of the first 600 field. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

  • Cutter Four-Figure number
  • Cutter-Sanborn Four-Figure number
  • Text cutter (Options below)
  • No cutter

Biography text cutter

The biography text cutter is the first 1-15 characters of the first word of the first 600 field. You can profile to include punctuation or not include punctuation in your text cutter. You can also choose the case of the text cutter:

  • All uppercase
  • All lowercase
  • First letter uppercase, rest lowercase

WCP can also use numerals or spell out the numerals into an English word (e.g, 2 or Two).

Fiction Type codes

The list below contains the Type codes that determine whether an item is coded as fiction.

Type: a, LitF: 1, f, or j

or

Type: i, LTxt: f

Fiction call number text

WCP can provide a Fiction call number instead of a Dewey classification number for titles that are coded as fiction. For example, a Fiction call number may be:

092 Fic b Wilder. You must supply the text for the 092 a in your profile.

Fiction cutter type

The list below contains the Dewey options that determine which Fiction cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first significant word of the main entry. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

  • Cutter Four-Figure number
  • Cutter-Sanborn Four-Figure number
  • Text cutter (Options below)
  • No cutter

Fiction text cutter

The list below contains the Dewey options that determine which text cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first word of the main entry. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

You can profile to include punctuation or not include punctuation in your text cutter. You can also choose the case of the text cutter:

  • All uppercase
  • All lowercase
  • First letter uppercase, rest lowercase

WCP can also use numerals or spell out the numerals into an English word (e.g, 2 or Two).

Juvenile codes

The list below shows how WCP defines juvenile materials.

  • If fixed field Audn contains values a, b, c, d, or j
  • If another code appears in field Audn, but field 082 contains [E]
  • If any 6xx field has a second indicator 1 or a subfield v containing Juvenile literature

Juvenile prefix for non-fiction

For titles that are non-fiction, and are coded as juvenile, WCP can add a prefix to the call numbers. You can choose the prefix. The most common are j, Juv, and YA.

Juvenile fiction call number text

WCP can provide a juvenile fiction call number instead of a Dewey classification number for titles that are ordered as juvenile. For example, a juvenile fiction call number may be: 092 Juv b Wilder. You must supply the text for the 092 a in your profile.

E in place of Juvenile fiction text

If the 082 field in the matching MARC record contains E, WCP can place an E in the 092 field instead of the juvenile fiction text for titles that are coded as Juvenile fiction. For example: 092 E b Avery

Juvenile fiction cutter type

The list below contains the Dewey options that determine which juvenile fiction cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first significant word of the main entry. The OCLC label formats support up to 8 characters per line, but you can choose more than 8.

  • Cutter Four-Figure number
  • Cutter-Sanborn Four-Figure number
  • Text cutter (Options below)
  • No cutter

Juvenile fiction text cutter

The list below contains the Dewey options that determine which text cutter type you use for your local call number. The text cutter is the first 1-15 characters of the first word of the main entry.

You can profile to include punctuation or not include punctuation in your text cutter. You can also choose the case of the text cutter:

  • All uppercase
  • All lowercase
  • First letter uppercase, rest lowercase

WCP can also use numerals or spell out the numerals into an English word (e.g, 2 or Two).

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1.8 Label Production

Introduction

WCP can create a label record for each item sent by the vendor. WCP posts a file of label records to an EDX account or at the Product Services Web site. You or your vendor retrieve the file of label records and print them using the OCLC Label Program; then affix labels to items. You can also produce labels locally if you import MARC records into the Connexion client.

Label content

You define the label content, which consists of:

  • Location
  • Call number format
  • Arrangement of data for labels

Labels and prefixes

If you are profiled to have a prefix (such as J, YA, or Juv) added to the call number in the record, the prefix will also appear on your spine and pocket labels as Location Text.

Methods of label record file retrieval

WCP makes the label record file available to libraries via an EDX account and on the Product Services Web site.

Label printing

Use the Cataloging Label Program to print labels efficiently. This program is available from OCLC at no charge. Most commercially available label printing programs can also print WCP labels.

Label format

Label records in the label file can print in the following formats:

Spine Label 6 (sl6). 1 spine label and 2, 6-line pocket labels.

Spine Label 4 (sl4).1 spine label and 2, 4-line pocket labels.

Spine Label B (slb).1 spine label and 1, 4-line pocket label.

These label formats also can be imported into the Cataloging Label Program.

Pocket label title truncation

For pocket labels, the printed line limit for the title is 2 lines of 28-characters each. To ensure this limit and to ensure no blank lines appear on the pocket label, WCP uses the following process to determine where to split the title into 2 lines:

  Action
1

Fills up to 28 spaces available for the first line with the title, including characters and spaces between words.

2

Moves back to the first space it finds and breaks the title.

3

If no space is found, moves back to within 4 characters of the beginning of the title and breaks the title.

Spine label character limit

For spine labels, each line has a maximum of 8 characters. If, after formatting the call number, a line exceeds 8 characters, WCP places the extra data on the next line.

Label records not created

WCP may provide a bibliographic record, but produce a placeholder label record when:

The bibliographic record has no call number.

The bibliographic record also has an alternative call number; that is, multiple subfields a in field 050, 060, 090, or 096.

Adding vendor-provided or user-defined data makes the call number exceed its printing line limit. The printing line limit for Spine Label 6 (sl6) is 15. The printing line limit for Spine Label 4 (sl4) and Spine Label B (slb)is 9.

Match labels to items

WCP places label records into the label file in the same order as the titles appear on vendor manifests. If WCP cannot create a label record, a placeholder label record with the text No Label is created. After printing a file of label records, you or the vendor attach the printed labels.

Multiple labels

You can edit and print multiple copies of labels using the Cataloging Label Program or Connexion client. Some vendors can supply multiple label records as needed.

Vendor labels

Some materials vendors can use the WCP label file to create labels and affix them to materials before sending them to you. If you are interested in this option, contact your materials vendor.

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