Data Sync FAQ

General

Q. Isn't it easier to change the OCLC number (OCN) in the 014 when I copy/merge a different OCLC record to Alma?

It might seem easier, but manually editing 014/904 fields creates problems for Data Sync's automated processes. Do not change OCNs in these fields manually. Likewise, do not add our holdings in OCLC manually in this particular situation; when copying/merging a different OCLC record to Alma than the one already present in the 014/904 fields. In general practice, add holdings to OCLC manually only when creating an original record.

Q. What strategy do you have in mind for dealing with the non-English language of cataloguing records?

Non-English language of cataloging records with Harvard holdings will be identified in WorldCat, and OCNs from that set will be used to identify the corresponding bib in Alma. A project can then be scoped to upgrade or correct Alma records that have non-English language of cataloging so they can be resubmitted to OCLC via Data Sync.

Q. Does the Data Sync project mean that records we bring in to Alma directly from DLC (they are not in OCLC), will go into OCLC from Alma?

Yes. LC typically loads records to OCLC every Monday, but as noted by Harvard catalogers, LC does not load all of the records that are in their database to OCLC. DLC records brought into Alma and sent to OCLC via Data Sync will add to WorldCat, and should eventually be replaced by the DLC record that LC loads (based on matching LCCNs or other factors). The Harvard-contributed LC records will likely become the master records in WorldCat, when LC does not send them.

Local Holdings Records (LHR)

Q. What are local holdings records, and how are they different from the holdings in WorldCat?

Local holdings records, or LHRs, are MARC-format holding records. LHR Data Sync loads our holdings records to WorldCat, which uses holdings data to generate a summary holdings statement for serials and multi-volumes; to set lending and reproduction policies at the library and location level; and to manage Harvard’s OCLC holdings symbols.

Q. For individual libraries under the HUL symbol that do not participate in ILL, how are those records differentiated? Is that a function of the Local Holding records too?

ILL lending and reproduction policies will be set based on library code (Schlesinger, Houghton and other libraries do not lend at all); or by a combination of library and location codes, rather than by values in individual LHRs. That configuration is still to be done.

Sending records to OCLC

Q. If the 914 field for OCLC Holdings, or the 913 field for Data Sync rejected records are removed from a bib, will the record be sent to OCLC?

Yes, search criteria for records sent to OCLC via Data Sync exclude bibs with a 914 or 913. Once those fields are removed, and assuming the record isn’t excluded from export for other reasons, it will be sent to OCLC via Data Sync. 

Q. Will 913 fields be added to records that were rejected during reclamation?

Yes. The first prospective export will include all records rejected during reclamation, and a 913 field will be added to all rejected records in that export.

Data Sync project

Q. How can we learn more about Phase 3 of the OCLC Data Sync project to implement Data Sync for Local Holdings Records (LHR)? 

Phase 3 to implement Data Sync for LHR will be documented and tracked on a page on the Data Sync project wiki. A project update meeting will be held when LHR Data Sync testing and configuration is further along.

Locally digitized content

Q. When information such as links in holdings for a locally digitized non-manuscript materials are updated/added will Data Sync update the master record in OCLC?

The first time the record is sent to OCLC via Data Sync, links will add to the master, but subsequent updates will only be included in the LHR.

Q. For NET RDM (Registry of Digital Masters) will the authentication code "dlr" be retained on export? I saw it in the sample record, but wanted to double check.

No, authentication code “dlr” will not be retained. OCLC no longer provides a user interface for Registry of Digitized Masters although records meeting the criteria continue to exist in WorldCat and Harvard will continue to contribute our NET RDM records. 

Data Sync for manuscripts

Q. There are manuscript records in WorldCat that have Encoding level M (for batchloaded). Isn't own record update functionality supposed to retain the Encoding level in our record? 

For the time being the own record update function in Data Sync for manuscripts requires manual post-processing to reset the Encoding levels according to the value in our records. That means some manuscripts will be Encoding Level M for a brief period at the beginning of each month until our OCLC Data Sync specialist takes the manual steps to fix them. OCLC will not address this issue with own record update until they are further along in the project to convert all the OCLC-specific encoding levels to a MARC standard value. We will only be sending updated manuscripts to Data Sync each month, so this issue should not affect large numbers of records going forward.