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Frequently asked questions

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Accounts and subscriptions

Can I use Collection Manager without an OCLC Cataloging Subscription?

Libraries that are part of specific programs or transitions are given access to WorldShare Collection Manager for the exclusive purpose of receiving WorldCat records. Libraries get access if they have providers that are in an agreement with OCLC’s Contract Cataloging. However, collections outside of the agreement are not available without an OCLC Cataloging Subscription.

I have a CatExpress subscription. Will records output via Collection Manager count against my subscription?

New records output via Collection Manager will count against your total record budget for your CatExpress subscription. Updated records for titles/OCLC numbers that were previously delivered will not be billed.

For more information, see Use Collection Manager with a CatExpress subscription.

I forgot the URL for my WorldShare Collection Manager account. How can I find it?

See Find a forgotten WorldShare URL. Contact OCLC Support if you do not have a cataloging subscription.

What if I already subscribe to Collection Manager but want to add a new collection type?

If your library already subscribes to Collection Manager, all that is needed is for you to create or select the collections you wish to receive.

We recommend that each staff member have his or her own credentials. If you need additional staff accounts:

If you need help, contact Order Services regarding access to WorldShare Collection Manager.

Record delivery

What can I expect when using Collection Manager for record delivery?

Record customizations
Record customizations are configured in Collection Manager, a browser-based application. Record customization and set up is self-service. You will need to set aside some time for your initial set up.

You have the ability to add and delete fields, insert custom text, and more. See Customize records. Collection Manager offers a variety of record output formats (Unicode UTF-8, MARCXML, Dublin Core and MODS) and the ability to output records in separate files with customizable names.

If you want to make edits to your customizations, you have the option to do so at any time.

Setting and maintaining holdings in WorldCat is automated
Collection Manager provides the convenience of automatically maintaining holdings in WorldCat as titles are added, deleted or updated in your collections (for libraries with a cataloging subscription).

If this is the first time you are using Collection Manager to set holdings in WorldCat: You will need to turn on the setting that applies to all of your collections.

If you have been using Collection Manager to set holdings in WorldCat: When OCLC adds your library-specific collections, the setting to maintain holdings in WorldCat will be activated automatically.

Note: If you have set holdings in WorldCat via another service (Connexion, batchload, etc.), Collection Manager will take over the holdings maintenance for all titles/OCLC numbers represented in Collection Manager. If at some point a title is added to or removed from the collection or you disable holdings maintenance, the changes will be reflected and your holdings in WorldCat will be maintained.

Downloading records
You can download records from the WorldShare interface and you do not need additional credentials. However, FTP options are available by request.

Reports
Sign up for emailed reports in the WorldShare interface > Metadata > Collection Manager > Settings > Reports. These reports accurately depict what is on the server and are output around the time your files will be available for download.

For help to sign up for reports, see the Reports. For information about the content of reports, see Details about each report.

How do I retrieve my records?

Records will be retrieved from the WorldShare interface > Metadata > My Files. Click the Download button to the right of the file you wish to download. For more information, see Retrieve files.

How long do files stay on the server?

Files are retained both on the server and in the WorldShare interface > Metadata > My Files for 90 days.

How can I distinguish which records are in a file that is ready for download?

File name
The file name can help you determine information about the contents of a file. See Files of records and file names.

Separate files
There are institution settings and collection-level settings that allow you to output files separately. In Collection Manager > Settings > MARC Records > Record Delivery, you can set up separate delivery for all serials and/or for your WorldCat Holdings Collection. You will see the options listed as follows:

  • Deliver my serials in a separate file (.ser)
  • Deliver records for WorldCat holdings collection in a separate file (.wcholdings)

At the collection-level, you have options to set up separate delivery for specific collections. Files will be output to a separate file within the New, Updates and Deletes folders.

Notes and other information in the record
You can add map notes and/or custom text to your records and then add collection-specific notes and/or custom text within a collection.

The provider and collection name will be included in the 590 field by default (if you requested Collection Manager after August 2013):

  • 590 $a: Provider
  • 590 $b: Collection name

Delete records will have the record status code "d" in the leader  

Reports

What types of reports are available in Collection Manager?

Reports that detail MARC record output are available through Collection Manager and will come to you via email after you sign up in the WorldShare interface. Additionally, reports that detail WorldCat holding activities are available.

Report types available in Collection Manager:
  • Records reports
  • WorldCat holdings reports
  • Cataloging partner reports
  • Data sync reports

For information about the content of reports, see Details about each report.

Collection Manager interfaceReports available in the WorldShare interface > Metadata > Collection Manager > Settings > Reports

How do I sign up for reports?

Sign up for emailed reports in the WorldShare interface > Metadata > Collection Manager > Settings > Reports. Collection Manager reports accurately depict what is on the server and are output around the time your files will be available for download.

Reports are available via email or via the OCLC Usage Statistics Portal. For more information, see Reports. Find instructions on how to access reports in the OCLC Usage Statistics Portal.