Technical information about vendor-prompted cataloging

Requirements for participation

  • Internet access
  • Ability to send files via FTP
  • A valid Standard Address Number (SAN) assigned by R.R. Bowker, which is a unique identifier that facilitates the communication of data for activities such as purchasing, shipping, and billing
  • Unique vendor control numbers for each title
  • Ability to send customer manifests containing bibliographic data in EDIFACT, MARC, or ONIX formats

How it works

The vendor sends a manifest—a formatted invoice—containing bibliographic information for matching for the specific titles ordered by a library to OCLC when the materials are shipped to a library. Typically, for approval plans, this is weekly. For firm orders, it may be daily. OCLC processes the manifests daily using the library's WorldCat cataloging partners collections profile to create files of records according to the library's specifications. For every file of records, OCLC may:

  • edit, add, delete, or move data within the records;
  • de-select some matching records from the file based on criteria set by the library;
  • deliver the records; and
  • output a file of call number labels for pickup by the vendor or the library.

Since every library's profile may differ, OCLC may process each file differently.

Manifest processing results in a cataloging partners collections report being sent to the library listing OCLC-MARC record-supplied titles. The report also lists titles for which:

  • no record exists in WorldCat;
  • a holding was already set; or
  • the matching record did not meet the library's selected options.