4 MARC Subscription Records and Transaction Reports

4.1 CatExpress: MARC records and transaction reports

Note to MARC Subscription users: Users now see both Download Records and Download Export Files in the Other Options menu in the interface. Save to Catalog for fulling cataloging users and CatExpress subscribers will send records to both files. Export Only for full cataloging users will continue to send records to the export files. Users are encouraged to transition to using Download Export Files in preparation for the retirement of MARC Subscription later in 2015.

MARC Subscription files

Characteristic Description
Availability Each file is constructed from the previous day's activity, which ends at midnight, Eastern Time, USA. You can retrieve files any time of day except Sunday 2:00 am to 6:00 am (Eastern Time, USA).
Note: For CatExpress Plus subscribers, the file of UNIMARC records is delivered the day after the selection of records has been made.
Longevity MARC Subscription record files remain posted for 90 days.
Archive records MARC Subscription files removed after 90 days are archived for one year and must be retrieved by request through your network or regional service center.
Other retrieval methods OCLC offers other methods of record retrieval for these situations:
  • If your library is participating in a consortium or other shared union catalog
  • If your library needs an FTP method of file transfer
Contact your OCLC regional service provider for more information.
Other records in file In addition to records you create, MARC Subscription records include all other records created on behalf of your institution, regardless of their source.
For example, EMS records could include records from:
  • Union listing or cataloging agents
  • Language Set orders
  • Contract Cataloging activity
  • WorldCat Cataloging Partners activity
  • Delete holdings transactions

Note: About UNIMARC delivery

For delivery of the records in UNIMARC, OCLC offers three options to the customer:

  1. Automated delivery (GTD) – the UNIMARC file is delivered to the customer's FTP server.
  2. Automated delivery through e-mail with the UNIMARC file as an attachment.
  3. The UNIMARC file is made available on the OCLC Leiden FTP server, where customers can pick up the file(s).

The option is set when ordering.

For more information, please, contact the OCLC office of your region.

Monthly transaction reports

Who receives reports? Monthly transaction reports for individual libraries and for libraries subscribing as a group are mounted each month on the Product Services Web.

Reports for subscribers only. Reports are not available for libraries that use the CatExpress interface but do not subscribe to the service.

Characteristic Description
Availability Each month OCLC mounts your reports on Product Services Web.
Longevity Reports remain available for 90 days.
Content The reports list transactions for the current month's activity and year-to-date activity (year-to-date activity is for the subscription year, not the calendar year).
Reports include 4 kinds of information:
  • Setholds: The number of times your institution symbol was added to a record as a first-time use. Any usage after your first time use is not counted against your CatExpress subscription level.
  • Deletes: The number of times you delete your institution symbol from a record.
  • Searches: The number of searches you performed in CatExpress.
  • Records Delivered: The number of records in your OCLC-MARC Subscription, including all records cataloged for the first time and subsequent times and all records that have been deleted.
    Note: If you have your records delivered to or picked up by a third party, this count may be zero.
Format The reports are available in both a text format and in a comma-delimited format, which can be loaded into a spreadsheet.

Download MARC Subscription records or transaction reports

Two ways to access MARC records and transaction reports. Files are posted on OCLC Product Services Web. You can access the files on PSW in two ways. The following table gives instructions for using either method.

  • From within a CatExpress session. On the Express tab, under Other Options, click Download Records. You go directly to the Records and Reports screen and you do not need to log on to PSW.
  • Direct to PSW. If not logged on to CatExpress, go directly to PSW. From the Welcome screen, navigate to the Records and Reports screen. When you select a file type, PSW asks you to enter an authorization and password. Use your CatExpress authorization or any valid OCLC authorization.

Rename files of MARC records. Some local systems may have specific requirements for file names. Step 6 explains how to rename files of MARC records if the system-supplied name is incompatible with your local system. Once you have renamed your file, you can load it into your local system.

  Action Result
1 Go to OCLC Product Services Web.
  • From CatExpress session On the Express tab, under Other Options, click Download Records. Or
  • Direct to PSW Point your browser to the Product Services Web site at
From CatExpress session:
The Records and Reports screen appears. Go to step 3.
The screen contains the following lists:
  • Records and their Associated Reports
  • Reports and Statistics
  • Sample Records and Reports
Direct to PSW:
The Product Services Web Welcome screen appears.
Go to step 2.
2 Direct to PSW:
On the left side of the Product Services Web Welcome screen, click Records and Reports.
The Records and Reports screen appears. Go to step 3.
The screen contains the following lists:
  • Records and their Associated Reports
  • Reports and Statistics
  • Sample Records and Reports
3 Retrieve MARC records
Under Records and their Associated Reports, click OCLC MARC Subscription records and reports.
Retrieve transaction reports
Under Reports and Statistics, click OCLC CatExpress Transaction Reports.
From CatExpress session:
If you access PSW from within CatExpress, a screen appears listing files for your institution, either MARC Subscription records or CatExpress transaction reports.
Go to step 5.
Direct to PSW:
If you go directly to PSW, the Product Services authorization screen appears.
Go to step 4.
4 Direct to PSW:
Log on to PSW
If asked to log on, type your CatExpress authorization and password, and then click Enter.
A screen appears listing files for your institution, either MARC Subscription records or CatExpress tranaction reports.
5 Download the file you want
Click the Download link.
View the file (transaction reports only). Click the View link. To close the viewing window and return to the list of files, click the Back button in your browser.
Note: You cannot view files of MARC records.
Download file
Internet Explorer: The Save As dialog box appears.
Netscape Navigator: The Save dialog box appears. ( Note: If Netscape displays a dialog box asking for instructions, select Save it to disk and then click OK.)
To continue and download the file, go to step 6.
6 Optional. Rename file.
On the bottom of the Save dialog box in the File name box, type the name of the file using local file naming conventions.
The name you type appears in the File name box.
Hard drive or diskette: You can save the file to a hard drive or diskette drive by changing the file location in the Save in box.
7 Optional. Select file type and extension from list.
Below the File name box, in the Save as type area, click the arrow to open the list, and choose a file type and extension.
Follow local guidelines to determine the extension to use.
The file type you select appears in the Save as type box.
8 Complete downloading a file
Internet Explorer: In the Save As dialog box, click Save.
Netscape Navigator: In the Save dialog box, click Save.
The browser saves the file on your workstation in the specified location.

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