Publishing to OCLC Yoel Kortick Senior Librarian 2016

Introduction Publishing Print Holdings to OCLC Publishing Electronic Holdings to OCLC abc https: //slidemodel. com/templates/animated-rainbow-business-powerpoint-template/ © 2016 Ex Libris | Confidential & Proprietary http: //image. shutterstock. com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148. jpg 2

Introduction • See also the On Line Help • By publishing to OCLC the Alma institution can automatically synchronize data with the OCLC World. Cat catalog. • It is possible to publish: 1. Bibliographic records with embedded physical holdings information 2. Holdings information only © 2016 Ex Libris | Confidential & Proprietary 3

Introduction • The publishing to OCLC job exports records to a predefined FTP location from which OCLC 1. Retrieves the records 2. Synchronizes the records with the World. Cat records • In order to publish to OCLC the institution should contact OCLC and open a synchronization project. Each such project has a project ID, which is used for data transfer activities between the institution/library and OCLC. • Note: Alma publishing to OCLC supports both ‘project ID’ (older method) and collection ID (newer method). • When creating the profile one of the parameters "Project ID" or "Collection ID" should be filled. • Choose "Project ID" if working with the old OCLC format. • Choose "Collection ID" if working with the new OCLC format © 2016 Ex Libris | Confidential & Proprietary 4

Introduction • Records are exported to OCLC in the following cases: • Since the last time the publishing to OCLC job ran a record which has inventory and has management tag “Export to World. Cat Publish Bib” was: 1. Created 2. Edited 3. Deleted a) Including bibliographic records whose associated holdings records have been deleted 4. Chosen for “forced export” by a staff user a) Tools > Set Management Tags > Force export to World. Cat © 2016 Ex Libris | Confidential & Proprietary 5

Introduction • Bibliographic records with and without an OCLC control number in the 035 field are published to OCLC • However, when using the Publish your Local Holdings Records (LHRs) to OCLC publishing profile, only holdings records related to a bibliographic record with an OCLC control number in the 035 field are published © 2016 Ex Libris | Confidential & Proprietary 6

Introduction • Note if matching bibliographic records using the OCN (OCLC number) without qualifier, Bibliographic data sync collections can be configured to place bibliographic records that are published to OCLC without OCNs in 035 $$a into staging. • Records that go into a staging file do not have their holdings published to OCLC. • Records in staging can be reviewed in Worldshare and institutions can decide if action (to publish them) should be taken on bib records without OCNs or not. © 2016 Ex Libris | Confidential & Proprietary 7

Introduction • Staging is a file where bib records that are not published to OCLC holdings go based on how the datasync collection is configured. • To not publish bib records without ocns, institutions need to configure their bibliographic data sync collection to omit them from publishing. • This is only possible when institutions match their bibliographic records using the OCN without qualifiers. © 2016 Ex Libris | Confidential & Proprietary 8

Introduction Explained in the next slide © 2016 Ex Libris | Confidential & Proprietary

Introduction • The “Export to World. Cat > Publish Bib” is the default value in the following situations: 1. A new record is created in the metadata editor via “new record” or “search external resources > import” 2. Quick cataloging (new item, new portfolio, and Fulfillment citation) 3. Order a bibliographic record from the Community Zone 4. Simple view - copy to catalog / link from the Community Zone © 2016 Ex Libris | Confidential & Proprietary 10

Introduction Publishing Print Holdings to OCLC Publishing Electronic Holdings to OCLC abc https: //slidemodel. com/templates/animated-rainbow-business-powerpoint-template/ © 2016 Ex Libris | Confidential & Proprietary http: //image. shutterstock. com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148. jpg 11

Publishing Print Holdings to OCLC • Either of the following two profiles are used to publish print holdings to OCLC: 1. Publish bibliographic record (Data. Sync) to OCLC (includes bibliographic records and holdings) 2. Publish your local holdings records (LHRs) to OCLC (includes only holdings) © 2016 Ex Libris | Confidential & Proprietary 12

Publishing Print Holdings to OCLC • We will now configure and run the “Publish bibliographic record (Data. Sync) to OCLC” • Access the profile from the publishing profiles. © 2016 Ex Libris | Confidential & Proprietary 13

Publishing Print Holdings to OCLC © 2016 Ex Libris | Confidential & Proprietary 14

Publishing Print Holdings to OCLC • Fill in as desired Institution-specific information for the OCLC project. For an explanation of the Publishing Mode see here. FTP location from which OCLC will take the file © 2016 Ex Libris | Confidential & Proprietary 16

Publishing Print Holdings to OCLC • If the job is scheduled then an entry

Publishing Print Holdings to OCLC • Sample record 1 • Title “Religion in Latin America: a documentary history” OCLC number 65819928 has a holding record an item • It is defined as “Publish Bib” © 2016 Ex Libris | Confidential & Proprietary 18

Publishing Print Holdings to OCLC • Sample record 2 • Title “Women gender and politics: a reader” with OCLC number 436028850 has no inventory • It is defined as “Publish Bib” © 2016 Ex Libris | Confidential & Proprietary 19

Publishing Print Holdings to OCLC • The publishing job runs and completes • A file named 6499369. YLK. 3709434180000121. BIBS. mrc is created on the ftp server as specified in the publishing profile © 2016 Ex Libris | Confidential & Proprietary 20

Publishing Print Holdings to OCLC © 2016 Ex Libris | Confidential & Proprietary 21

Publishing Print Holdings to OCLC • Record sample 1 has been published (here we are viewing the mrc file in Marc. Breaker format). It has an ‘n’ in position 5 of the LDR. © 2016 Ex Libris | Confidential & Proprietary 22

Publishing Print Holdings to OCLC • The holding information has been added to an 852 field, and subfield a is populated with the value of the OCLC institution symbol in the publishing profile © 2016 Ex Libris | Confidential & Proprietary 23

Publishing Print Holdings to OCLC • Sample record 2 is not published. This is

Publishing Print Holdings to OCLC • Now we will • Delete the inventory of sample record 1 Title “Religion in Latin America: a documentary history” OCLC number 65819928 • Add a holding record and item to sample record 2 Title “Women gender and politics: a reader” with OCLC number 436028850 • Publish again to OCLC © 2016 Ex Libris | Confidential & Proprietary 25

Publishing Print Holdings to OCLC • Sample record 1 item is deleted © 2016

Publishing Print Holdings to OCLC • Sample record 1 holdings record is deleted ©

Publishing Print Holdings to OCLC • Sample record 1 no longer has inventory ©

Publishing Print Holdings to OCLC • Sample record 2 now has inventory © 2016

Publishing Print Holdings to OCLC • The publishing occurs again and a new file

Publishing Print Holdings to OCLC • Sample 1 was published again. This time it was published with a “d” in the LDR pos. 5 because it is deleted (because the inventory was deleted). Last time it had ‘n’ in LDR position 5. © 2016 Ex Libris | Confidential & Proprietary 31

Publishing Print Holdings to OCLC • Sample 2 was published for the first time. This time it was published because it has inventory. Last time it was not published because it only had a bibliographic record and no inventory. © 2016 Ex Libris | Confidential & Proprietary 32

Publishing Print Holdings to OCLC • The published record of sample 2 includes the information regarding the inventory in the 852 field. • The 852 subfield a is populated with the value of the OCLC institution symbol in the publishing profile © 2016 Ex Libris | Confidential & Proprietary 33

Introduction Publishing Print Holdings to OCLC Publishing Electronic Holdings to OCLC abc https: //slidemodel. com/templates/animated-rainbow-business-powerpoint-template/ © 2016 Ex Libris | Confidential & Proprietary http: //image. shutterstock. com/z/stock-photo-business-hand-writing-blank-agenda-list-130255148. jpg 34

Publishing Electronic Holdings to OCLC • Introductory note about publishing electronic holdings to OCLC • Some institutions choose to not automatically publish electronic resources in our bib data sync collections. This is because e-resources in the CZ use records without OCNs, and some CZ records have multiple OCNs in 035 $$a (physical and electronic). • The format od some of the CZ electronic resource records is not always electronic, so publishing these records can be problematic when matching to OCLC holdings. Therefore some institutions set electronic portfolios Set Management Tags to Do No Publish. © 2016 Ex Libris | Confidential & Proprietary 35

Publishing Electronic Holdings to OCLC • For publishing electronic holdings to OCLC the general publishing profile is used. • For more about the general publishing profile see here. This presentation will discuss specifics of the publishing profile related to publishing electronic holdings to OCLC. © 2016 Ex Libris | Confidential & Proprietary 36

Publishing Electronic Holdings to OCLC • Note that when creating the publishing profile all information should also be verified with OCLC. • This includes, for example, the format of the output file, the publishing mode, the ftp server, the ftp directory for the output file(s), and the file name. © 2016 Ex Libris | Confidential & Proprietary 37

Publishing Electronic Holdings to OCLC • First create a set of all records which you will want to publish to OCLC. The set will later be put into the publishing profile. • If you want to publish your entire collection to OCLC then perhaps an electronic titles search for all records with MMSID greater than 0 would be appropriate © 2016 Ex Libris | Confidential & Proprietary 38

Publishing Electronic Holdings to OCLC • Alternatively you may want to publish your all

Publishing Electronic Holdings to OCLC • It is also possible to retrieve and make

Publishing Electronic Holdings to OCLC • In the example here in this presentation we will use a set of all electronic titles which are not suppressed and have LC subject with phrase “Feminist theory” © 2016 Ex Libris | Confidential & Proprietary 41

Publishing Electronic Holdings to OCLC Profile name is clear to denote that this is for OCLC Schedule as desired or run manually Publishing mode full The set we previously saved © 2016 Ex Libris | Confidential & Proprietary 43

Publishing Electronic Holdings to OCLC Publish on bibliographic level to output format MARC 21 Bibliographic Publishing to FTP Verify with OCLC regarding the ftp server and directory as well as the Physical format © 2016 Ex Libris | Confidential & Proprietary 44

Publishing Electronic Holdings to OCLC • Choose “Use Default File Name” = No •

Publishing Electronic Holdings to OCLC • In the "Electronic Inventory Enrichment Section" choose "Add Electronic Portfolio Information". • For "Repeatable Field" choose 866. • For "Access URL subfield" choose ‘u’ • For "Link Resolver Base URL" Enter the link resolver base URL. • For "Collection Name subfield" choose ‘x’ • For "Coverage Statement subfield" choose ‘a’ • For "CZ Collection Identifier subfield" choose ‘t’ © 2016 Ex Libris | Confidential & Proprietary 46

Publishing Electronic Holdings to OCLC © 2016 Ex Libris | Confidential & Proprietary 47

Publishing Electronic Holdings to OCLC • The job runs and completes • The file is on the ftp server in specified location with specified output file name © 2016 Ex Libris | Confidential & Proprietary 48

Publishing Electronic Holdings to OCLC • Sample 1 • Title “Study guide to The woman’s bible” with Identifier 2428159 is in the set and thus should be published © 2016 Ex Libris | Confidential & Proprietary 49

Publishing Electronic Holdings to OCLC • Sample 1 • This record has been published

Publishing Electronic Holdings to OCLC • Sample 1 • Here is the 866 field

Publishing Electronic Holdings to OCLC • Sample 2 • Title “The Cambridge companion to feminist literary theory” with Identifier 9780521001687 is in the set and thus should be published © 2016 Ex Libris | Confidential & Proprietary 52

Publishing Electronic Holdings to OCLC • Sample 2 • This record has been published

Publishing Electronic Holdings to OCLC • Sample 2 • Here is the 866 field

Publishing Electronic Holdings to OCLC • Because the publishing profile works on a logical set: • If a record is deleted, or if electronic inventory of the record is deleted, it will no longer be in the ‘electronic titles’ set and will not be published next time. • If a record is created and meets the criteria of the set then it will be added to the set and published. © 2016 Ex Libris | Confidential & Proprietary 55

Publishing Electronic Holdings to OCLC • Here we delete portfolio from title “The Cambridge

Publishing Electronic Holdings to OCLC • We deleted only the portfolio. • The bibliographic record exists but because there is no portfolio it is no longer in the set of electronic titles. © 2016 Ex Libris | Confidential & Proprietary 57