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Export Records from OCLC WorldShare Record Manager to Alma

Last updated: March 5, 2026.

This document identifies the typical process for exporting records to Alma using the Record Manager service in WorldShare Metadata. These instructions assume that you have already configured Record Manager for export; see Configuring WorldShare Record Manager for Export to Alma.

Record Manager offers two modes for exporting records: Direct Export sends one record at a time; Export Lists support sending multiple records in a sequence. In either case, Alma will accept only a bibliographic record; Alma cannot create inventory at the same time as import using these export methods.

CARLI encourages library staff to consult OCLC's WorldShare Record Manager documentation for resources on searching and navigating Record Manager and using any OCLC-specific functionality.

Connecting to Record Manager

Record Manager is a service found in WorldShare Metadata. Each I-Share institution should have access to this platform as part of its OCLC Cataloging subscription. Access to Record Manager is done via username and password. 

  1. Sign in to WorldShare Metadata.
  2. If this is your first time (or if your browser history has been cleared), select your institution by name, zip code, or OCLC symbol; then click Continue.
  3. Enter your WorldShare username and password.
  4. Select your institution, library, or branch, and click OK. (Optionally, tick the box to set the choice as your account's default.)
  5. Click the Metadata tab.
  6. Under Metadata, click and expand the Record Manager menu.

You may now perform a basic search of the WorldCat online catalog for bibliographic records, perform an advanced search, or create a new record and save it to WorldCat.

Direct Export

Begin by searching WorldCat for a bibliographic record that matches the resource that you have to catalog. You may need to review several different records before identifying the correct choice. 

  1. While viewing the record that you want to export, click the Record menu, select Send To, then select Local System (via TCP/IP).
    An image of Record Manager displaying a bibliographic record and cover image, with the Record menu expanded to the Send To sub-menu with three options displayed.
  2. Record Manager will connect to Alma and attempt to load the record. If successful, Record Manager will display a success message along with the MMS ID number of the exported record. If the export is unsuccessful, Record Manager will display an error message.
    An image of the message report from Alma to Record Manager showing one successful export.
  3. You may copy the MMS ID from the message, then use that record ID to search in Alma for the record using an All Titles search. Otherwise, search using the OCLC number with an All Titles search on OCLC Control Number (035a).
    An image of the Alma persistent search box set to search all titles by MMS ID with an id value entered.

Export Lists

You may also save records to an export list, then generate the exported records at a later time. This option is also suitable for producing a single file of records that may be imported in bulk using an Alma import profile.

  1. While viewing the record that you want to export, choose one of the following options to add the record to an export list:
    • Click Set Holding and Export.
    • Click the Record menu, select Send To, then select Export List...
      An image of Record Manager displaying a bibliographic record and cover image, with the Record menu expanded to the Send To sub-menu with three options displayed.
  2. Record Manager will display a screen of export lists. 
  3. Select the list that you want to save records, then click Add.
    An image of the Record Manager Add to Bibliographic Records Export List display. One list is selected.

    • If no lists exist yet or you want to create a new list, then click New List.
    • The screen will refresh with new options; enter the Export List Name then click Create and Add to List.
  4. Continue searching and selecting records for export. When you are ready to export the records, click the Export Lists button on the Record Manager menu.
  5. Click the Bibliographic tab of the lists screen.
  6. Click the name of the list that contains the records you plan to export.
  7. If the list contains any records from past exports, select those records with the checkbox, then click Delete > Delete (#), where # is the number of selected records.
  8. When you have the list ready, click Export All (#), where # is the number of records in the list; then click Send to Local System (via TCP/IP).
    An image of the Record Manager export list with Export All button activated and two menu options displayed.
  9. You may see the screen dim with a "Loading, please wait" message while Record Manager connects to Alma.
    An image of a message box stating "Loading, please wait..."
  10. If successful, Record Manager will display a success message along with the MMS ID number(s) of the exported record(s). If any records fail to export, an error message will display.
    An image of the message report from Alma to Record Manager showing two successful exports.
  11. Copy the MMS ID data from the message, then use that data to search in Alma for the record using an All Titles search.