Approve or deny changes to the global knowledge base

This topic explains how to approve or deny potential data updates and participate in cooperative management of global knowledge base.

Step 1: View collections with data updates

Approve Changes to Global Collections

Cooperative management of knowledge base data allows you to approve or deny the data updates made by other libraries.

Click the Approve Changes to Global Collections button on the left navigation to see the list of collections in your holdings that are awaiting a decision for the KB Data Update.

The Approve Changes to Global Collections screen gathers all of the collections that are awaiting a decision into a single list. However, you may also access individual KB Data Update tasks for collections awaiting a decision by:

  • Clicking Activity History on the left navigation and selecting the Approve Changes to Global Collections filter
  • Visiting the History accordion in any collection and selecting the Approve Changes to Global Collections filter

Once you have approved or denied the changes to a collection, or the collection has timed out of the approval process, it will no long appear in the Approve Changes to Global Collections list or filter.

Step 2: Review collections with data updates

On the Activity History page, click Review & Decide to access the list of detailed title changes for the collection.

Review and Decide link

You can also click Download Detailed Report to view the changes in a text file or open them in a spreadsheet application (such as Microsoft Excel or Apache OpenOffice Calc). There is also a Download Detailed Report link in the right corner of the History: KB Data Update screen.

Download Detailed Report link

Step 3: View details of the data updates

On the History: KB Data Update screen for the collection update, you will find accordions for New, Updated, and Deleted titles for the collection.

Updates accordion

Each accordion lists the Record and Details for each title added to or deleted from the collection. For updated titles, the new and old values are listed so that you can better understand what is changing about your data. Detailed changes are kept for ninety days and are available to be downloaded for review. After ninety days, the history will still show the update event, but the title level details will no longer be available.

Step 4: Approve or deny changes

After review, you can choose to either approve or deny the changes.

Approve and Deny buttons

After clicking Approve or Deny, you will see a window that asks you to leave a comment about your choice.

Comment window

Comments are encouraged but not required. Once you click Save, your comment as well as your name, institution, and decision will be saved to the Reviews accordion and the Approval or Denial will be saved and tallied.

Reviews accordion

You also have the option of clicking Discuss in the Review accordion to be taken to the Collection Manager discussion forum (sign in required) to discuss data changes with other members of the community.

Goals

Each collection has a Goal number of approvals or denials required to for the data changes to continue through the loading process. The goal number is based upon the total number of libraries that have selected the collection with a maximum of ten.

  • If a collection’s Approvals goal is met, the data changes will proceed through the normal knowledge base data loading process, and all libraries that have the collection selected will get the data updates.
  • If a collection’s Denials goal is met, no data changes will be loaded to the global collection, and libraries with the collection selected will not get the data updates.
  • If a collection does not reach either goal within five calendar days, it will proceed as though changes were approved, continue through the normal knowledge base data loading process, and all libraries that have the collection selected will get the data updates.

OCLC will pay close attention, and we may adjust the Goals described here to maximize participation while minimizing delays in the loading process.

Step 5: Follow the progress of the collection

After submitting a decision for a collection, you will be able to follow the progress of the collection through the rest of the cooperative management process by visiting the Activity History or the Collection History and filtering to KB Data Update.

Activity History

KB Data Updates can have one of four statuses:

  • Awaiting Decision – Neither the Approval nor the Denials Goal has been met, decisions are still being made, and no action has been taken on the data changes.
  • Approved, processing – The Approval Goal has been met, and the data changes are being processed and loaded to the global knowledge base.
  • Completed – The Approval Goal was met, and the data changes have completed loading to the global knowledge base and are available to everyone.
  • Denied – The Denial Goal was met, and the data changes were discarded and no changes were made to the global knowledge base.

Since each library is only allowed to make one decision per collection per update, after a decision has been made for a collection, you will see an Awaiting Decision message on the history screen where the Approve and Deny options were previously located. Once either Goal has been met, the awaiting decision message on the history screen will be replaced by an approved or denied icon and a message.

Step 6: Send OCLC your feedback

We encourage you to discuss the features and functions of the knowledge base cooperative data management on the OCLC Community Center (sign in required). If you have feedback or question for OCLC, post your comments in the Collection Manager discussion forum (sign in required), or send your comments to OCLC Support. We welcome any suggestions for improving or enhancing cooperative features for greater utility by our community in future releases.