Share knowledge base collections with other libraries

You and your partner libraries can share WorldCat knowledge base collections that you have modified to reflect your library's subscription.  

For a video tutorial on sharing your collections, see Share your WorldCat knowledge bases collections.

Share individual collections

You can share individual collections with your partner libraries directly within the WorldCat knowledge base interface.

  • The work you have done to customize or create a new collection will benefit your partner libraries.
  • Any updates you do in the future to maintain a collection will be automatically applied to your partner libraries once the collection is shared.
  • If you make the collection customizable and one of your partner library chooses to further customize the collection, any updates you make to the collection will not apply to them.

Share a collection with a library

  1. Before you can share a collection, you must either modify an existing collection or create a new collection.

When you create a collection, use the "When Sharing" setting to determine whether or not libraries can select a subset of the collection or if they must select the collection as a whole. See Customizable vs. Non-Customizable knowledge base collections to help you decide which setting to choose and for instructions to include required data when you add titles to your Customizable collection.

when_sharing
  1. Retrieve the collection you want to share in the Collection Manager section of the Metadata (or Licenses) tab.
  2. Click the Sharing accordion.
  3. You have two options. You can share the collection one library at a time or multiple libraries at once:
    1. To share the collection with a single library:
      1. In the search box, type the name or the WorldCat Registry ID of the library you want to share the collection with and select the library from the list.
      2. Click Add to add the library to the list of institutions that currently have access to the collection.
    2. To share the collection with multiple libraries:
      1. Click Share to multiple libraries.
      2. Enter the Registry IDs of the libraries you want to share the collection with.
      3. Click Share to add the libraries to the list of institutions that currently have access to the collection.
shareme

Collections can only be unshared when the library the collection was shared with deselects the collection from its holdings. The Use column indicates whether the collection is in use by the library. For more information, see Stop sharing a collection, below.

Find and select a collection another library has shared

Once a collection has been shared with you, you must locate the collection and select it in order to use it. If the collection is customizable, you can also select individual titles within the collection. For more information on selecting titles, see Selecting individual titles.

To find and select a collection that has been shared with you:

  1. In Collection Manager, uncheck My Selected Collections.
  2. Click Search.
  3. Click the Filter accordion.
  4. Select Collections shared with me.
  5. In the In My Holdings column for the collection you want to select, click Select Collection.

The Pubget service was officially retired on 1 October 2017. Please see Manage collections previously updated by Pubget for step-by-step instructions on how to manage holdings with WorldShare Collection Manager.

In order for a collection that has been shared with you to appear as part of your holdings in WorldCat, you must have your institution-level Maintain Holdings setting set to Yes. For more information on enabling your holdings, see WorldCat Holdings.

findshared

Stop sharing a collection

Before you stop sharing a collection, you must make sure that it is not in use by another library. If a collection is in use by another library, you must contact them and ask them to deselect the collection before you can stop sharing the collection.

To stop sharing a collection:

  1. Retrieve the collection you want to stop sharing in Collection Manager.
  2. Click the Sharing accordion.
  3. In the Share column, click Unshare for all institutions you want to stop sharing with.

Share all collections

It is more efficient for some libraries to share all of their holdings rather than sharing collections one by one. For example, a consortium that negotiates the same content for many member libraries might want all their holdings shared with a set of other libraries.

  • The Pubget service was officially retired on 1 October 2017. Please see Manage collections previously updated by Pubget for step-by-step instructions on how to manage holdings with WorldShare Collection Manager.
  • If a receiving library does not wish to accept the entire collection from the parent library, they have the option to accept individual collections by searching for and selecting them one by one.

Share all your collections with a library

  1. In the Collection Manager section of the Metadata (or Licenses) tab, click Settings.
  2. Click the Sharing accordion.
  3. You have two options. You can share all your collections with one library at a time or multiple libraries at once:
  4. To share your collections with a single library:
    1. In the search box, enter the name or WorldCat Registry ID of the library you want to share all of your collections with and select the library from the list.
    2. Click Add to add the library to the list of libraries that currently have access to all of your collections.
  5. To share your collections with multiple libraries:
    1. Select the Multiple libraries radio button.
    2. Click Share to multiple libraries.
    3. In the Share All Collection to Multiple Libraries window, enter the Registry IDs of the libraries you want to share the collection with.
    4. Click Share to add the libraries to the list of institutions that currently have access to all of your collections.
share_all_coll

All collections can only be unshared when the library the collections were shared with turns off their subscription. The Usage column indicates whether the collection is in use by the library. For more information, see Stop sharing all collections, below.

Find and accept a library's set of shared collections

Once a library has shared all of their collections with you, you can subscribe to their collections.

To subscribe to another library's collections:

  1. In Collection Manager, click Settings.
  2. Click the Sharing accordion.
  3. Click the Subscribe tab.
  4. Select the library whose collections you want to subscribe to.

Stop sharing all collections

Before you stop sharing all your collections with other libraries, you must make sure that they are not in use by another library. If a collection is in use by another library, you must contact them and ask them to turn off their subscription before you can stop sharing your collections.

To stop sharing all collections:

  1. In Collection Manager, click Settings.
  2. Click the Sharing accordion.
  3. In the Share column, click Unshare for all institutions you want to stop sharing with.