Configure settings for MARC record delivery

Collection Manager delivers WorldCat records for titles in your knowledge base collections. As collections in the WorldCat knowledge base are refreshed, the service automatically outputs new, updated, and delete records so your collections, access URLs, and title metadata stay up-to-date.

If your library would like records, follow the instructions to configure settings for record delivery for knowledge base collections in Collection Manager.


If you haven't already, add a knowledge base collection in Collection Manager and configure institution settings:

For a complete list of settings, see Settings.


1 Configure institution record settings

Follow the steps to configure record settings for your institution. Institution record settings apply across all of your collections.

Please remember to SAVE after you select settings. If your session times out, you could lose your work.

a) Enable record delivery in the institution settings

  1. Navigate to Settings > MARC Records.
  2. For Enable MARC Records Delivery, select Yes.

Once you enable record delivery, tabs of settings to customize your records will appear.

b) Customize records in the institution settings

If you are not already there, navigate to Settings > MARC Records. Follow the instructions to complete the settings in each tab. Please note that these settings apply across all records you output from Collection Manager:


1. Customize Records

Complete the settings in the Customize Records tab to customize all records from Collection Manager.

(Optional) Complete the settings in the Customize Records tab to customize all records from Collection Manager. See the default values in records from Collection Manager. Customize your records as much or as little as your library requires.

To customize your records:

  1. Holding library code (049 $a)
    • Enter a 4-digit code. For example: MAIN
  2. Delete fields
    • Delete fields from WorldCat master records
  3. Delete subfields
    • Delete subfields from WorldCat master records
  4. Add fields
    Use the Add fields area of the Customize Records tab to map data elements to your records. Map all data elements you need in records from any of your collections in this single profile area. You might find it useful to review the collection-level settings for record delivery as you are customizing the record profile for your institution.

    To add fields:
    • Enter a Tag, Ind 1, and Ind 2
    • Enter a Subfield
    • See the values table for information about the values you can map to your records and choose a value from the drop-down list
    • If desired, nest multiple values under a single subfield or multiple subfields under a single tag:
      • Use the add icon (+) to add another value to the subfield
      • Alternatively, use the add icon (+) to add an another subfield to the tag and then choose a value
    • If you would like to add another tag, use the add icon (+) to add another field and enter a tag
  1. Knowledge base collection 856 field
    • Use the Knowledge base collection 856 field settings to add a subfield and a value (such as free text) to 856 fields. Your customizations will apply across all of your records from knowledge base collections. Example of a customized 856 field in a record for a title from a knowledge base collection:
      =856 40$uhttp://LibraryID.eblib.com/patron/FullRecord.aspx?p=123456$zClick here for access
    • See 856 field customization for more help
  2. WorldCat 856 field
    • The WorldCat 856 field settings do not directly apply to knowledge base collections. They apply to links in WorldCat update records if you enable WorldCat updates for your holdings in WorldCat
    • See 856 field customization for more help
  3. Local data
    • Select local data options to have LHRs interleaved with your records and/or LBD embedded in your records

For more information on the options in the interface, see Customize Records.


2. WorldCat Updates

The settings in the WorldCat Updates tab are optional and require a cataloging subscription. If you set holdings in WorldCat on one or more collection and you would like updated records when the master record in WorldCat is enhanced, enable WorldCat updates. For more information, see About WorldCat updates through Collection Manager.

Use the settings in the WorldCat Updates tab to enable WorldCat updates. By default, records will not be output when the master WorldCat record is enhanced.

To enable WorldCat updates:

  1. Change the default setting.

None (Default)

For collections that can output records on an on-going basis, you will receive updated records for OCLC number merges, when there are URL changes, and when an essential change to knowledge base data is made.

Based on changes to WorldCat master records for my knowledge base and query collections

In addition to the above, you will receive updated records when master records are enhanced for titles in your knowledge base and in on-going query collections.

Based on changes to WorldCat master records for my knowledge base, query collections, and WorldCat holdings

In addition to the above, you will receive updated records when master records are enhanced for your holdings in WorldCat (i.e., holdings you set via Collection Manager or via another service).

You have the option in Settings > MARC Records > Record Delivery to have updated records for your holdings in WorldCat output in a separate file.

If you select this option, a text box will appear for you to enter your library's OCLC symbol. If you enter multiple OCLC symbols, you will receive one set of records.

  1. Select what types of changes should trigger an updated record:
    • Any change to the WorldCat master record
    • Select options for specific changes to the WorldCat master record (recommended)
      This option allows you to define the conditions and the types of enhancements for which you would like an updated.
  1. Specify Including conditions and Excluding conditions.

For more information on the options in the interface, see WorldCat Updates.


3. Record Delivery

Many libraries leave the default settings in the Record Delivery tab. Plan to use the collection-level settings to define separate file names.

Use the settings in the Record Delivery tab to define institution delivery policies.

To define institution delivery policies:

  1. Standard
    • Leave the default record standard selected (MARC 21 with MARC-8) or choose another format
       
  2. Delivery Frequency
    • Leave the default setting (Daily) or choose another frequency for record output:
      • Weekly
      • Monthly
      • Quarterly

Note: You can override the delivery frequency within collection-level settings in knowledge base and ongoing query collections.

  1. File Output
    • Leave the default settings (unselected) or if desired, select the option to have all serials and/or to have WorldCat update records for your WorldCat holdings output in a separate file

Note: If you enabled WorldCat updates for your WorldCat holdings and you do not choose the option to have the records output in a separate file, updated records for your WorldCat holdings will be in a file of updates that includes titles from your knowledge base collections and your ongoing query collections.


For more information on the options in the interface, see Record Delivery.


4. Cataloging Partner Options

Skip the settings in the Cataloging Partner Options tab.

[The settings in the Cataloging Partner Options tab apply to cataloging partner collections.]


For more information on the options in the interface, see Cataloging Partner Options.


2 Enable record delivery in the collection and configure record settings in the collection

The following section guides you to configure record settings at the collection level. If in Settings > MARC Records > Customize Records, you mapped collection-level values to your records, note that the actual collection-specific data resides within your collections. Be aware that you have options within a collection to override institution settings. For example, you could configure a specific collection to output records weekly while your other collections that rely on your institution setting which could be left at the default setting, daily.


a) Enable record delivery in the collection

  1. Search for your collection via Collection Manager's search box.
    For tips on searching, see Search in the help system.
  2. Open your collection.
  3. Expand Holdings and MARC Records and for the Enable MARC Record Delivery setting, select Use institution setting.

Once you enable record delivery in the collection, delivery settings will appear.

b) Configure record delivery settings in the collection

  1. Determine if the default delivery settings are appropriate for your library.
  2. Change the default settings if needed. Note that many libraries:
    • Configure the Delivery File Output setting in order to output records for a collection in a separate file. If you do not configure this setting, records from your collections will be output in a file with records from other collections
    • Enter a collection-specific note or custom text

To configure the Delivery File Output setting in order to output records for a collection in a separate file (Optional):

  1. Within your collection, expand the Holdings and MARC Records accordion.
  2. For the Delivery File Output setting, select Deliver records for this collection in a separate file. A field will appear.
  3. Type a unique file name for that collection.

To enter collection-specific notes or custom text (Optional):

If when you configured institution record settings in Customize Records, you mapped the Collection Level Data, Notes value to your records:

  1. Open your collection and navigate to Properties > Notes.
  2. Type a note in the field.

If when you configured institution record settings in Customize Records, you mapped one of the five Collection Custom Text values to your records:

  1. Open your collection and navigate to Delivery Settings > Custom Text.
  2. Type custom text in one or more of the field in the appropriate fields.

See the documentation on the Customize Records tab for a complete list of values you can map to your records.


5 Retrieve records from the WorldShare interface

About data processing

Receive reports

Retrieve files



Related information

Expand the sections below:

Missing records?

Missing records?

See the possible reasons why you did not receive a record for a title:

The title does not meet content type requirements

Titles in Collection Manager must:

  • Have an OCLC number and have a URL/856 and be of a readable format and coverage (i.e., journal [fulltext, print], ebook, and so forth), or
  • Have an OCLC number and lack a URL/856 but have a content type of other or print

For more details, about the types of materials that can output a MARC record, see the knowledge base FAQ page and navigate to the section on Record delivery of knowledge base collections.

The title does not have an OCLC number

  • No record exists for the item in WorldCat
  • A record exists but because of the complexities of cataloging electronic items, it is not classified as an electronic resource in a way that corresponds to the knowledge base’s matching process

About the percentage of titles with OCLC numbers in a collection

The percentage of OCLC numbers in a collection listed in the Collections available in the WorldCat knowledge base can help you determine the percentage of records that will be output for a collection.

If a matching OCLC number becomes available at a later date, the corresponding WorldCat record will be issued automatically. You can add an OCLC number manually. Doing so will trigger the output of the corresponding record.

To view gaps in OCLC number coverage for an individual collection, search for and open the collection in Collection Manager and expand Titles. Download the collection's KBART sheet and review the oclc_number column.

How to help improve OCLC number coverage for all libraries

To have OCLC numbers added to a global collection by the knowledge base team:

  1. Complete the OCLC number correction form with as much detail as possible for each title.
  2. Submit the form as a support request to OCLC support, indicating that you'd like the knowledge base team to add the OCLC numbers to the attached titles.
  3. The knowledge base team will review and schedule the addition of these OCLC numbers typically within 1-3 months.

How to help improve OCLC number coverage for all libraries

How to help improve OCLC number coverage for all libraries

To have OCLC numbers added to a global collection by the knowledge base team, complete the OCLC number correction form with as much detail as possible for each title. Submit the form as a support request to OCLC support, indicating that you'd like the knowledge base team to add the OCLC numbers to the attached titles. The knowledge base team will review and schedule the addition of these OCLC numbers typically within 1-3 months.