With Batchload, OCLC can help you:

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Ensure your collections are represented in WorldCat®

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Convert brief records to complete WorldCat records

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Get complete WorldCat records from a list of numeric indexes

Ensure your collections are represented in WorldCat

Whether you need to update or cancel holdings, Batchload provides many options.

  • Synchronize holdings: Maintain holdings or add records to WorldCat cost effectively. You can even submit consolidated holdings records for a group of institutions through batch processing.
  • Delete holdings: Easily remove out-of-date holdings information from WorldCat by sending a file of your local records or search keys for batch processing.
  • Update local bibliographic data: Efficiently add or update your local bibliographic data in WorldCat, and make your information available to users of WorldShare® Interlibrary Loan, WorldCat Discovery Services and other services.
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Convert brief records to complete WorldCat records

Batchload processing can upgrade minimal-level MARC records from your local system to full WorldCat records. If your records are not in MARC format, OCLC can convert non-MARC by sending files of patterned data.

Learn more about patterned data

Get OCLC-MARC from patterned data files

You may send files of structured non-MARC bibliographic data and receive OCLC-MARC records in return. Examples of commonly used non-MARC formats are Excel® spreadsheets, Access® databases and Word® documents. The data must fit a standard pattern, although a record may be a composite of multiple formats that meet these guidelines:

Labeled data: A field descriptor followed immediately by its content (e.g., AUTHOR:Smith, John TITLE:My Life Story)

Delimited data: Fields and records separated by a unique identifiable character or series of characters, for example, tab-delimited files; or fields separated into columns of data in a spreadsheet

Positional data: Field descriptors and their content related by record position, for example, fixed-length formatted records

To process non-MARC records, OCLC "normalizes" your files into a basic MARC format and processes using the standard batch processing routines. This pre-processing step may extend the initial project evaluation period.

No matter how incomplete your cataloging, you can prepare files for patterned data processing if you have any of these access points:

  • OCLC control number
  • Library of Congress card number (LCCN)
  • International Standard Book Number (ISBN)
  • International Standard Serial Number (ISSN)
  • Music publisher number (MPN)
  • Government document number (GDN)
  • Personal name-title
  • Title
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Get complete WorldCat records from a list of numeric indexes

Batchload uses the numeric search keys you send as a single match point to find matching records in WorldCat for projects that cancel or set institution-level holdings.

You can submit search keys for a WorldCat numeric index in a word processing or spreadsheet file. You can submit a set of search keys for only one numeric index in a single file, or you can send multiple files, each containing search keys for a different numeric index.

Learn more about numeric indexes

With Numeric Indexes you can send one file per number type or multiple files, each based on a single number type i.e., a file of OCLC numbers for one set of records and a file of ISBNs for another set of records. You cannot, mix OCLC numbers and LCCNs in a single file.

File Formatting Requirements

Number index Formatting Example of search key
LCCN—Library of Congress Control Number Include hyphens. 84-23765
ISBN—International Standard Book Number Omit hyphens. 0818903457
OCLC record control number Include one search index prefix: #, *, ocm/ocn/on. #1299 or *13713166 or ocm32551273/ocn141381273/on1234567890/ on1234567890123
  • Enter numeric search keys in a single column, one search key per line.
  • Combine smaller files for the same index into one.
  • Limit: 80,000 search keys per file.
  • Be sure to remove any duplicate entries, blank lines, invalid numbers, and/or spurious data from the files.

Caution! The match rate for lists of LCCNs and ISBNs tends to be very low. If possible, please provide OCLC numbers for your numeric search key project.

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