OCLC Bibliographic Data Sync

Owned by Allison Powers
Last updated: Nov 21, 2023
5 min read

Overview of Data Sync collections

Data Sync collections determine how records are handled during processing. Most records are processed by the General collection which uses standard Data Sync matching and field transfer options. Manuscripts and Locally digitized collections receive special handling as described in the column for Data Sync processing below.  Reproductions have a separate collection so we can ensure that OCNs output from Data Sync are only added to holdings for the reproduction format, not to the bib record.


Selection criteria

Data Sync processing FrequencyData Sync output
Manuscripts

Local Field 951 contains "OCLC Data Sync manuscripts workflow". Field 951 is created in bibs automatically on save when the record meets the following criteria: (LDR/06 = d or f or t ) OR (LDR/08 = a) OR (040 $e = amim or appm or dacs or dcrmg or dcrmm or dcrmmss) AND (502 Thesis note is not present AND (533 Reproduction note is not present)

Excludes: Holdings for reproductions and locally digitized 

Trusted partner processing. Bibs in this file are eligible to replace matching master record in WorldCat if: OCLC number matches, Date on File in 008/00-05 matches, and the holding library OCLC symbol is the same as the OCLC symbol in transcribing agency, 040 $c.Monthly
  • OCNs loaded to bibs and holdings
Reproductions 

843 $a contains Microfilm or Microfiche or Electronic reproduction AND 014 Holdings OCN field does not exist 

Excludes: NET holdings for locally digitized

All matching where Form of item coding prevents format mismatch. Reproductions have a separate collection because OCNS for reproductions are only loaded to Alma holdings, not bibs.Weekly
  • OCNs loaded to holdings only
Locally digitized

852 $b = NET AND 852 $c = (GEN or IAML or WAX or RDM)  AND 506 Restrictions on Access Note indicates unrestricted access AND 856 $u contains an URN indicating locally digitized

Customized field transfer instructions. All matching where Form of item coding prevents format mismatch. In matching records fields 538, 583, 506 and 856 from the Harvard record add to the master record.Monthly
  • OCNs loaded to holdings only
General

Eligible records that do not meet the criteria for manuscript, reproductions, or locally digitized AND 014 Holdings OCN field does not exist.

Excludes: Holdings for reproductions and locally digitized 

All matching where Form of item coding prevents format mismatch. Weekly
  • OCNs loaded to bibs and holdings

General collection

Search set used as input to publishing

  • Local holding field 014: OCLC Data Sync is empty
  • Tag Suppressed (Holdings) equals No
  • Local bib field 914: NO-WORLDCAT is empty
  • Brief Level Not Contains Phrase "Insufficient elements for reporting to OCLC"
  • Local bib field 913: Data Sync rejection is empty
  • Local bib Field 951: Data Sync manuscript workflow is empty

Alma Publishing profile configuration

Bibliographic data enriched with selected holdings fields: 

852

Library code maps to an OCLC symbol to set holdings on matching bibliographic records.

Indication rule

After the search set is created, indication rule is applied. Rule determines which records are retained

  • Exclude records with 843 Reproduction Note for microform or electronic format (this excludes holdings for reproductions and locally digitized)

Normalization rules

  • Remove Harvard 9XX local fields
  • Remove 336, 337, 338 in bib
  • Remove 5XX, 710, 711, 730, 800, 810, 811, 830 if |5 is present. Retain 700 with |5 but delete the subfield.
  • Remove 533 if 843 field exists, then change 843 to 533
  • Create Local System Number (LSN) by combining MMSID and Holdings PID
  • Change library code to USMARC code for the library
  • If 040 doesn't exist, create the field with USMARC code for the library in |a and |c

Reproductions collection   

Search set used as input to publishing

  • Local holding field 014: OCLC Data Sync is empty
  • Tag Suppressed (Holdings) equals No
  • Local bib field 914: NO-WORLDCAT is empty
  • Brief Level Not Contains Phrase "Insufficient elements for reporting to OCLC"
  • Local bib field 913: Data Sync rejection is empty

Alma Publishing profile configuration

Bibliographic data enriched with selected holdings fields:

007Physical Description Fixed Field
843Reproduction note. 
852

Library code maps to an OCLC symbol to set holdings on matching bibliographic records.

Indication rule

After the search set is created, indication rule is applied. Rule determines which records are retained

  • Include records that have 843 containing Microfilm, Microfiche, or Electronic reproduction 
  • Exclude holdings for locally digitized materials (where 852 $b is NET or FIG)

Normalization rules

  • Remove Harvard 9XX local fields
  • Remove 336, 337, 338 in bib
  • Remove 5XX, 710, 711, 730, 800, 810, 811, 830 if |5 is present. Retain 700 with |5 but delete the subfield.
  • Remove 533 if 843 field exists, then change 843 to 533
  • Create Local System Number (LSN) by combining MMSID and Holdings PID
  • Change library code to USMARC code for the library
  • If 040 doesn't exist, create the field with USMARC code for the library in |a and |c

Rules applied to reproductions:

  • Change Form of item to 'a' (Microfilm) when 007 starts with "hd" or 843 subfield $a contains "M/microfilm"
  • Change Form of item to 'b' (Microfiche) when 007 starts with "he" or 843 subfield $a contains "M/microfiche"

Manuscripts collection

Search set used as input to publishing

  • Local holding field 014: OCLC Data Sync is empty
  • Tag Suppressed (Holdings) equals "No"
  • Local bib field 914: NO-WORLDCAT is empty
  • Brief Level Not Contains Phrase "Insufficient elements for reporting to OCLC"
  • Local bib field 913: Data Sync rejection is empty
  • Local bib field 951: contains phrase OCLC Data Sync manuscript workflow.

Alma Publishing profile configuration

Bibliographic data enriched with selected holdings fields: 

014Holdings OCN. 
852

Library code maps to an OCLC symbol to set holdings on matching bibliographic records.

Indication rule

After the search set is created, an indication rule is applied. Logic in the indication rule determines which records are retained

  • Exclude records where 843 Reproduction Note is present

Normalization rules

  • Remove Harvard 9XX local fields
  • Remove 336, 337, 338 in bib
  • Remove 5XX, 710, 711, 730, 800, 810, 811, 830 if |5 is present. Retain 700 with |5 but delete the subfield.
  • Remove 533 if 843 field exists, then change 843 to 533
  • Create Local System Number (LSN) by combining MMSID and Holdings PID
  • Change library code to USMARC code for the library
  • If 040 doesn't exist, create the field with USMARC code for the library in |a and |c

Locally Digitized 

Search set used as input to publishing

  • Library Name: Networked Resource (NET) AND Location: GEN, IAMHL, RDM, WAX
  • Local holding field 014: OCLC Data Sync is empty
  • Tag Suppressed (Holdings) equals "No"
  • Local bib field 914: NO-WORLDCAT is empty
  • Brief Level Not Contains Phrase "Insufficient elements for reporting to OCLC"
  • Local bib field 913: Data Sync rejection is empty

Alma Publishing profile configuration

Bibliographic data enriched with selected holdings fields:

007Physical Description Fixed Field
506Restrictions on Access Note
538System Details Note
583Action Note
843Reproduction note
852

Library code maps to an OCLC symbol to set holdings on matching bibliographic records

856Electronic Location and Access

Indication rule

After the search set is created, an indication rule is applied. Logic in the indication rule determines which records are retained

  • Include records that have both of the following characteristics 
    • 856 subfield |u contains a URN for a digitization project
      • nrs.harvard
      • nrs.lib.harvard
      • hollisarchives.lib.harvard
      • listview.lib.harvard
      • id.lib.harvard
    • 506 field indicates access to resource is unrestricted
      • First indicator is 0 OR Field text contains 'U/unrestricted'

Normalization rules

These rules modify published output for OCLC Data Sync. There is one set of rules which is are applied to each output file.

  • Remove Harvard 9XX local fields
  • Remove 336, 337, 338 in bib
  • Remove 5XX, 710, 711, 730, 800, 810, 811, 830 if |5 is present. Retain 700 with |5 but delete the subfield.
  • Remove 533 if 843 field exists, then change 843 to 533
  • Create Local System Number (LSN) by combining MMSID and Holdings PID
  • Change library code to USMARC code for the library
  • If 040 doesn't exist, create the field with USMARC code for the library in |a and |c

Rules applied to locally digitized:

  • If 856 second indicator is 1, change it to 0
  • Append subfield |5MH to holdings fields 506, 538, 583, 843
  • Change Form of item to 'o' (Online) when 007 starts with "cr" or 843 subfield $a has "Electronic"

Example: