This topic explains how to add or update title information to cooperatively manage collections in the global knowledge base.
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.
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:
To edit multiple Global records within a collection at once:
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:
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.
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.
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.
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.
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.
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.
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.