Update title information for existing collections

This topic explains how to add or update title information to cooperatively manage collections in the global knowledge base.

Note: Before you begin making changes to collections, view the list of WorldCat knowledge base collections for which cooperative management changes are retained. Do not add titles or submit title data changes for collections that are not included in the list. If you submit changes for a collection that is not included in the list, they will be overwritten on the next data load that OCLC processes from the provider.  For more information, see the Collection Manager Known issues page.

Step 1: Update title information or add a new title

Cooperative data management allows you to contribute changes you have made to title information in collection back to the global knowledge base collection so that other libraries may benefit from your work and use that metadata in their collections. You may choose to contribute changes by adding titles to a collection or by updating title information for records in a collection.

Option A: Update existing title information

You can update any editable title field in a collection and submit it for changes. Note: The only fields that cannot be contributed to the cooperative are any local notes you may have added to your local copy of the record.

You can edit both Local and Global records for cooperative management on the Entry screen for customizable collections. For non-customizable collections, you can only edit the global version record:

Record Type Description of Changes
Local You can edit and save changes to all editable fields in Local records for items in Customizable collections, including Title, URL, OCLC number, ISBN, and others. All changes saved in the Local record will be preserved in the local collection following data loads containing that record.
Global You can edit and save changes to all editable fields in the Global record. However, we recommend consulting the Collection Manager Known Issues page to see which collections will retain title data changes before making edits to any fields other than the OCLC number field.

To edit and submit individual Global records:

  1. Locate the collection to which you want to make the changes.
  2. On the Collection screen, under the Title accordion, click the pencil icon () next to the title you want to update.
  3. Click Global in the upper left corner of the Entry screen.
  4. Edit the applicable fields.
  5. Click Save in the upper right corner of the screen.

To edit multiple Global records within a collection at once:

  1. Locate the collection to which you want to make the changes.
  2. On the Collection screen, under the Title accordion, click the pencil icon () next to the title you want to update.
  3. Click Local in the upper left corner of the Entry screen.
  4. Edit the applicable fields.
  5. Click Save in the upper right corner of the screen.
  6. Repeat this process for all records that need to be updated in the collection.
  7. Return to the Collection page.
  8. Click Contribute Changes to Global Collection > Add all local title edits to the global KB collection.
  9. This will send your modifications to the review queue for other libraries who have selected the collection to review and approve or deny.

Option B: Add a new title to an existing collection

In addition to changing title data, you can also add titles to collections. Titles can be manually added one by one, but if you have multiple titles you want to add to a collection, submit your changes to OCLC Support.

To submit a title to the global KB collection:

  1. Locate the collection to which you want to add the title.
  2. On the Collection page, at the top of the screen, click Contribute Changes to Global Collection > Add a new title to the Global KB collection.
  3. On the Add New Entry screen, fill in the fields.
  4. Click Add Title to Global KB Collection.

When adding titles to existing collections through the global cooperative, you must also include linking key values in the Title Link Formula field and Database Linking Key field of the title's metadata. These values are used to build the URL to the location of the item on the vendor's platform.  For information on the title link formula and linking key values, see the Knowledge base collections settings.

To submit multiple titles:

If you want to add titles in bulk to a collection that already exists, compile the titles into a KBART spreadsheet and send it to OCLC Support. OCLC Support will load the files for you and add them to the collection for review by other libraries.

Sign in with your WorldShare credentials to the Collection Manager Community Center and visit the Workflows tab for tips such as how to: Enter a Linking Key when adding titles and Submit title edits in bulk.

Step 2: Confirm your changes

After making your changes or adding a title, you will see a confirmation window where you can enter the reason why you made your changes and confirm your submission.

Confirmation window

Comments are encouraged but not required. Once you click Yes, the comment as well as your name and institution will be saved to the Reviews accordion. After submitting your changes, your edits are submitted to the global KB and a review entry will be created in the review queue for other libraries that hold the collection to review and decide on the changes. For information on the review process and how cooperative management decisions are made, see Approve or deny changes to the global knowledge base.

Step 3: Await a decision

After a successful submission of your changes, you will see the history entry for the submission including approval / denials counts and goal number. You cannot approve or deny your own changes, so instead you will see a Withdraw button and an Awaiting decision message.

Awaiting decision

If you find an error, or want to withdraw your submission for some other reason, you may do so by clicking Withdraw at any time before the changes have met the approval or denial goal or timed out of the review process. If the changes are withdrawn for any reason, a denial will be written into the review accordion. History entries for withdrawn changes are only visible to the submitting library and any library that had registered a decision.

Step 4: Other libraries approve or deny your changes

Once your changes have been submitted and are available in the Approve Changes to Global Collections review queue, all other libraries that have the collection selected will be able to review your changes and make a decision (approve or deny). Any cooperatively contributed set of changes that has not met the Goal within the five calendar day threshold 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. For more information on the review process, see Approve or deny changes to the global knowledge base.

Step 5: 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.