OCLC Worldshare Management Services from a Music Librarians

OCLC Worldshare Management Services from a Music Librarian's Perspective James Procell and Matt Ertz University of Louisville

What is OCLC Worldshare Management Services? World. Share Management Services (WMS) is a complete, cloud-based library management system that offers all the applications needed to manage a library: acquisitions, circulation, metadata, resource sharing, license management, reports and a single search discovery interface for end users. https: //www. oclc. org/worldshare-management-services. en. html LOUISVILLE. EDU

About the University of Louisville Libraries • ARL member; more than 2 million volumes. • 6 libraries (Main, Music, Art, Law, Health Sciences, University Archives) • 4 OCLC Symbols (KLG, KLM, KLH, KLI) LOUISVILLE. EDU

About the University of Louisville Music Library • 15, 000 sf facility on 3 floors located within the School of Music; opened in 1980. • OCLC symbol KLM • 190, 000 cataloged volumes; 10, 000+ uncataloged • Many archival and special collections (Grawemeyer, Ricasoli, Isidor Philipp and Mildred Hill Archives) • 2 librarians, 4 paraprofessionals, 8 -10 students. • We were previously a Voyager / World. Cat Local library. LOUISVILLE. EDU

Preparing to Transition to WMS • Many meetings. • Twice-weekly web conferences with OCLC implementation manager Cynthia Wilson. • No editing of records permitted in Voyager for over 6 months. • Edits were manually tracked in Excel. • Alternative to manual tracking was no cataloging. LOUISVILLE. EDU

Important Considerations • No local bib records exist in WMS. Everything must have an associated record in OCLC. • Local notes and subject headings can be added. • All local bibliographic records were lost in the transition to WMS. • Patron fines, bills, etc. were kept. • Significant changes to cataloging and acquisitions workflows were required. LOUISVILLE. EDU

Cataloging (Circulation & Acquisitions) • Merged with Circulation & Acquisitions • Purchased items • Receiving = attach holdings. • Adding call number & barcode creates local holding record (LHR) • Non-purchased items (Gifts, etc. ) • Attach holdings through Connexion; create LHR manually • Changing OCLC records • Multi-part items / Added copies LOUISVILLE. EDU

Cataloging (Metadata) • Shelflisting done through Metadata tab • Call number browse (not in Discovery though) • Local data and editing • Ability to add local notes and subject headings • Cannot do local bibliographic editing • Minor inaccuracies • Optional fields • No local authority file • Hence, no authority work LOUISVILLE. EDU

Cataloging (Workflow changes) • Most changes involved acquisitions Administration wanted to “streamline” purchasing • Purchased orders are kept track of meticulously Place order>create invoice>pay invoice>receive • Issues Multi-volume sets Orders not shipped together Items needing original records LOUISVILLE. EDU

World. Cat Discovery • By far, the most problematic part of WMS • List of known issues: • • Author-mess below title proper Copyright dates missing LCMPT & LCGFT displayed twice Analytics not displayed Inability to browse in any way Foreign language headings displayed Editions and Formats tab • Full score vs. vocal score • Analytic records • Dalbavie example LOUISVILLE. EDU