Providers and contacts for automatic collection loading

OCLC works directly with some providers to automatically add and maintain your library-specific collection data to knowledge base collections in WorldShare Collection Manager.

To find out how to get records and holdings for content from additional providers that send electronic order information, please see Get WorldCat records, holdings, and full-text links for content from your providers.

Follow the instructions for your provider

Find additional support materials

See the Collection Manager support site for links to a complete list of documentation, release notes, and more. Expand the sections below for more information.

Office hours

Office hours

Visit us in office hours. No appointment is needed.

DDA collections, setting options, and automated maintenance

If you participate in a DDA program that is configured to trigger purchases, OCLC will automatically load and maintain two collections for you in Collection Manager.

  • One collection will have all of the e-book titles that are available to your library users (the titles that can be triggered for purchase).
  • The other collection will have your purchased e-book titles.*

Having two separate collections allows you to easily add, maintain, and remove records because you can choose settings that are unique for each collection. Libraries often:

  • Set holdings in WorldCat on purchased titles only
  • Deflect lending requests for both collections
  • Receive "update" records when a DDA title is triggered for purchase
  • Customize records to include a unique note entered in each collection (i.e. "purchased" or "DDA")
  • Assign a separate file name for records output from each collection
  • Track purchases via record reports and WorldCat holding reports delivered via email by Collection Manager
  • See from within their discovery interface which links are purchased titles and which are DDA titles
  • Sustain a purchased collection and the corresponding holdings in WorldCat when it is time to discontinue the DDA program

Once your settings are configured, maintenance is automatic. As titles are triggered for purchase and OCLC refreshes your data, the titles move to the collection of purchased titles. In other words, once a title is purchased, it is subtracted from the collection of available titles and added to the collection of purchased titles. The newly purchased titles inherit any settings in the purchased collection and an updated record that you can overlay with the record in your local system is output.

*Note that the collection of purchased titles can include any titles that your library has purchased (via firm order, DDA, or other method).

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, a URL/856, and be of a readable format and coverage (i.e., Journal [Full Text], E-Book, 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, see What types of materials can output a MARC record? on the FAQ page, Record delivery of knowledge base collections section.

The title does not have an OCLC number. Collection Manager uses OCLC numbers to set holdings in WorldCat and to output records. Holdings cannot be set on titles that lack OCLC numbers and records will not be output if a title is missing an OCLC number. This can include cases where:

  • 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

More information

The percentage of OCLC numbers in a collection as listed in the collection list 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.

Who do I contact to discontinue a feed or automated loading from a data source?

Who do I contact to discontinue a feed or automated loading from a data source?

To discontinue a feed or automated loading:

  1. Contact both your provider and OCLC. Request that we discontinue your feed.
  2. Sign in to Collection Manager, search for the collection, and de-select the collection.
  3. Depending on timing, OCLC or your provider could still have some of your collection data moving through the system. To ensure that OCLC does not again load your collection:
    • Use the collection-level settings to control the data sources that can populate your collection. See the documentation on Data Sources to change the collection-level setting. Note that there are data source settings at both the institution level (in Settings > Knowledge Base Data) and within each collection (Holdings and MARC Records > Data Sources) but using only the collection-level setting is recommended.
    • Alternatively, check back to see if the collection appears again. If it does, simply de-select it once more.

If desired, ask OCLC Support to verify that we received your request to discontinue.

Consortia and libraries with shared collections

Consortia and their member libraries with shared/accepted collections will not have the option to control the data sources in those collections. If you have shared collections with member libraries, ask the libraries to de-select the shared collection. The libraries that have accepted the collection must de-select the collection before you will be able to unshare the collection.

DDA collections

If your library or consortia had a DDA and a purchased collection, you can discontinue the loading of the the unpurchased DDA collection and sustain the purchased collection. Your holdings in WorldCat will automatically be removed from the unpurchased collection when you de-select the collection and your holdings and all of your other settings will be sustained on the purchased collection.

Holdings in WorldCat, full-text links, and local records

When you de-select the collections, WorldShare Collection Manager will remove your holding symbol in WorldCat (after a delay), remove links in WorldCat Discovery (within a few hours), and output "delete" records for you to use with your local discovery system or ILS.