OCLC Data Sync: Maintaining Holdings in WorldCat: September, 2022-

Cataloging work that affects holdings in OCLC

Catalogers constantly change, move, merge, and delete records in Alma and/or OCLC. These actions affect the status of our holdings in OCLC WorldCat. LTS wrote scripts that fully automate updates to our holdings, with one exception. Review the relevant holdings record fields and the scripts table to learn how the scripts work, and when manual steps are required.

Relevant Alma holdings record fields

Scripts that maintain our holdings in WorldCat

Most steps in the holdings-maintenance process in WorldCat will occur automatically, using scripts. Currently, data sync scripts run monthly during implementation of Local Holdings Record (LHR) Data Sync. Scripts will run weekly after the LHR implementation is completed. 

The scripts include several steps which do not occur simultaneously, or immediately. Some steps occur several weeks apart. 

The chart below explains what the scripts do, how long the steps take, and if something must be done manually. Currently, there is only one scenario that requires manual intervention.

NOTE - do not remove 9XX holdings fields (with the exception of your own reporting fields, e.g. 909, 920). These are present for system purposes. 

NOTE - if all Harvard symbols are removed from a record in OCLC and no other symbols remain, OCLC does not delete the bib. We hope to set up a process for OCLC to remove those "orphans," which can be identified by a Harvard code in the 040 $a, and the lack of any other library symbols or holdings.

Keep in mind

• Cataloging and bib editing are done in OCLC.  These procedures assume you are working in Connexion. See current policy on cataloging in Connexion.
• If your situation is different from those listed above, please report it to the LTS Alma Support Center.
  • In the subject field of the form: "Scenario not covered on OCLC Data Sync Maintaining Holdings wiki page"
  • Choose category "Metadata Corrections"
    
  • Include MMS IDs and OCLC Numbers of any records referenced in the description of the problem
• When in doubt, don’t change records, report them!
• Do not add holdings to OCLC manually.

Other Resources

• Policy on cataloging in Connexion
  
• Alma to OCLC Symbol Mapping
• Report OCLC duplicates to Harvard's OCLC Member Merge Team

Preventing holdings from being set in OCLC

The Bib 914 NO-WORLDCAT field prevents bibs being sent and holdings being set in OCLC. It is most commonly added to vendor-supplied records that have coding problems. If the field is not present in the bib the record will be reported to OCLC via the Bibliographic Data Sync process. To prevent holdings from being set, follow the best practices below. Further explanation of the field can be found in the Harvard defined MARC fields document.

Best practice for use of bib field 914

• • DO NOT USE this field solely because material is on order, recently received or uncataloged.
  • Use for records that are so brief when created that they will cause duplicates in OCLC (e.g. bibs created for acquisitions purposes that lack a publication date)
  • Use for records representing equipment or other items that should not be reported to OCLC (e.g. loaner laptops).
  • Use for special collections materials you don't want to report to OCLC/ArchiveGrid because they are not processed.
  • Suppressed records do not require a 914 field.
    
  • Certain vendor records that are fuller but have inconsistent/incorrect data and therefore cause duplicates in OCLC have a 914 field added as part of the data loads process.

How Bib 914 functions in Alma

• • The 914 is deleted from bibs when they are copy & merged or updated via batch processes.
    
  • This field is searchable in Alma Advanced Search.
  • The only value allowed in this field is NO-WORLDCAT.  Start typing NO in the field, and a window will open with the required full text.
    
  • On April 13, 2020 a batch process added field 914 to any bibs that had a 908 $a p in the holdings record.
    

NOTE: the following scenarios will also prevent records from inclusion in batches sent to OCLC Bibliographic Data Sync:   

• Bib record contains a 913 Data Sync rejection note 
• Holdings are suppressed 
• Bib brief level is 02 – information insufficient for Data Sync

Technical Appendix

Changes to OCLC number in bibs and holdings are captured by the Library Reporting Warehouse in a table that records the old and new OCN. In the case of bibliographic records, OCLC numbers are captured when the OCLC number in 035 $a changes to a different OCN. In the case of holdings, OCLC numbers are captured when the 014 field  becomes blank indicating that the field has been deleted. In both cases the old and new OCN value (including blank) are preserved in a special table in the Library Reporting Warehouse database. 

Automated scripts use the table of old and new OCNs to perform the following actions on the old OCN. 

•  Check 035 $z for the old OCN. If found take no further action since this indicates the old OCN was merged to a different record in OCLC.
• If not found, identify all holdings that have the old OCN and record the library code in 852 $b 
• Look-up the OCLC symbol that corresponds to each library code (see table below)
• Use the list of OCLC numbers and OCLC symbols to delete symbols on the OCLC record for the old OCN. Deleting the symbols will automatically delete any LHR for that symbol.
• Retrieve the Holdings ID of the holdings that have the old OCN.
• Remove 014 fields and 990 fields from the holdings with old OCN so that the holdings are retrieved by Bibliographic Data Sync the next time it runs.