Map titles from a holdings file from EBSCO, Serial Solutions, or SFX to your knowledge base

EBSCO, Serial Solutions, and SFX allow OCLC to map holdings files exported from their services. Using these files, OCLC will attempt to identify and select corresponding collections in your WorldCat knowledge base.

To output your WorldCat knowledge base titles to complement another service, navigate to Collection Manager > Settings > Knowledge Base Data and use the Download KB Data settings.

1 Understand third-party file processing options 

Mapping third-party files is one option for building your WorldCat knowledge base. Depending on your institution's collections, it might or might not save you time over adding the collections without using a third-party file.

The first step is to export a holdings file from your third-party service. Then, you upload the file to your WorldCat knowledge base (Collection Manager). Once you upload a file, contact OCLC Support to alert us. After the file is processed, a report will be available in Collection Manager, in the Activity History. The third-party holdings file report details which collections from your third-party provider were matched to your WorldCat knowledge base and other details.

You have the option to refresh your mapping as needed. We recommend that you allow two weeks from the time the file is submitted to allow for processing maintenance of your holdings in WorldCat.

Please note that there is rarely a one-to-one parallel between providers. Therefore, mapping is an iterative and imperfect process. OCLC will map, review the results, identify new indexes to improve the results, and then map again.

2 Examine and choose a processing option

Examine the two options below and choose the option best suited for your institution:

Option 1: Default processing

Titles that have changed will be added and updated via the default process to map third-party files. However, titles selected in your WorldCat knowledge base collections that are not present in the file will not be removed or deselected. Note: The process will not change titles in collections that are selected in full.

To use this process, simply continue the path outlined on this page.

Option 2: Replace processing

Libraries that choose replace processing typically plan to upload a file on a regular basis in order to keep their knowledge base data up-to-date and in parallel with their provider's data. Each time a holdings file is submitted, the system will add, update, and remove titles or data that has changed. Titles will be removed if they are no longer in your holdings (unless the title exists within a collection you have selected in total).

This option is only available for members who want to map holdings from one alternate service provider (EBSCO Full Text Finder, Serial Solutions, SFX, etc.). Replace processing cannot be configured if you want to map from two providers.

To initiate the process, send a request to OCLC Support. When you update the file in the future, you can do so without contacting us first.

Contact OCLC Support or visit Office Hours if you have questions.

3 Choose and follow the instructions to export your holdings

Use one of the following sets of instructions to export your holdings from your third-party provider. Make sure to download the file in the format specified in the instructions so you are able to upload your file:

4 Upload your file

After you have exported a file from your provider in the recommended file format, follow the instructions to upload your file (via the WorldShare interface or via FTP/SFTP):

5 Contact OCLC Support and view your Activity History report

  1. Contact OCLC Support to let us know you have uploaded a file so we can work with the file for the best results. Please include in your message:
    • Your institution name and
    • Your registry ID or your file name
  2. View your third-party holdings file report in Collection Manager > Activity History.