Using WorldShare Collection Manager for CARLI EBL Records

CARLI provides an enhanced set of bibliographic records from EBL for the titles purchased during the CARLI eBook Patron Driven Acquisition Pilot, for CARLI members that do not participate in I-Share. Additionally, for these members and for I-Share members that use WorldCat Discovery, CARLI offers a record set through the WorldShare Collection Manager.

This document provides instructions for libraries that wish to access and use the records from the Knowledge Base. These records may differ from those in the CARLI-modified set. Members may continue to request the CARLI-modified records by contacting CARLI at support@carli.illinois.edu.

Depending on your existing settings, and any other EBL programs, your library may not require all of the following instructions. You may review the decisions available in a flowchart.

Access to WorldShare Metadata Services and Collection Manager

CARLI members may obtain access to WorldShare Collection Manager by creating an account associated with their OCLC Cataloging Service subscription. Libraries may create accounts in one of the following ways:

1. Visit the WorldShare Collection Manager Ordering site, and click "Request Collection Manager Activation." You will need to provide a valid OCLC Cataloging Authorization, your name, and your desired account credentials;

   or,

2. Contact OCLC directly at orders@oclc.org

Once you have access, log in and familiarize yourself with Collection Manager. View OCLC's Help site for Collection Manager for documentation and tutorials. 

Locating and sharing the CARLI EBL Collection

1. Log in to your WorldShare Metadata Services account.
2. Click the Metadata tab, then click Collection Manager.
3. Locate and uncheck “My Library Holdings Only.”
4. In the search box, type “ebook library carli” and click Search.
5. Locate the collection named “Ebook Library Catalogue – CARLI”. Click “Select Collection.”

The “In My Holdings” column will change to say “Locked for re-indexing”

Setting collection properties

Since CARLI makes this collection available to all member libraries, please configure your library’s holdings and the collection name to reflect CARLI’s ownership of the resources. In your own catalog, we recommend a collection title or location name of “CARLI eBooks”.

For libraries that use WorldShare Discovery or WorldCat Local as a discovery layer, you may configure these settings in Collection Manager.

1. Click on the “Properties” blind.
2. Click to the “Local settings.”
3. In the “Collection Name” field, enter “CARLI eBooks” (without the quotes).
4. Click “Save” in the top right.

You will also need to configure the EBL Library ID for the collection, to ensure that links resolve correctly.

1. Click on the “Linking” blind.
2. Click to the “Local settings.”
3. Click “Show Details” next to “Override.” Enter the “EBL Library ID” of “carli” (without the quotes).
4. Click “Save” in the top right.

Obtaining MARC records from Collection Manager

If your library plans to load records to your own ILS, you may configure Collection Manager to provide records on a regular basis. These records will be different from the CARLI-enhanced records (contact support@carli.illinois.edu for these).

If your library already uses Collection Manager to receive updated records for print holdings (formerly the Bib Notification service), you may skip to step 6. If not, follow these steps from step 1 to configure Collection Manager for MARC record delivery.

1. Click the Metadata tab, then click Collection Manager.
2. Click "Institution Settings."
3. Click “MARC Records” to expand the record delivery accordion.
4. Next to “Enable MARC Record Delivery," click Yes.
5. Choose the option for “Yes.”
6. Configure your institution-level preferences for MARC records, (i.e., options that may be applied to all records), and click the “Save” button in the top right when you have finished.
7. Search for the “Ebook Central Perpetual Titles - CARLI” collection: Under search, select "Data Type" of Collection and "Scope" of My Selected Collections, then enter the search terms.
8. Click the link for the collection with title “Ebook Central Perpetual Titles - CARLI” (Collection ID: customer.50842.purchased2). You should see a tag on the right stating "Shared with my library."
9. Click the “Holdings and MARC Records” blind.
10. Next to “Enable MARC Record Delivery,” choose “Use Institution Setting.”
11. Configure your delivery preferences for this collection, and click “Save” in the top right corner when you have finished.

Decision chart for getting records from WorldShare Collection Manager