Automatic Holdings Updates Via OCLC Data Sync Collections

Background

I-Share libraries have been synchronizing their holdings between I-Share’s library management system and OCLC WorldCat since 2003. This service is covered by OCLC Group Services Pricing in Illinois which is managed by the Illinois State Library. All I-Share libraries are profiled for this service. In practical terms, the synchronization process begins when an I-Share library adds or removes inventory from its collection via bibliographic records containing OCLC numbers, then Alma will publish details on that action to OCLC, and OCLC processes will add or remove the library's holding symbol on the matching WorldCat record. This service is sometimes referred to as "backloading" as it is especially beneficial in copy cataloging workflows. I-Share libraries strive to maintain accurate holdings representation in WorldCat, and this services assists in this ongoing maintenance.

Configuration and Processing:

Configuration

1. CARLI works with OCLC to set up a Data Sync Collection for every I-Share member.
   • CARLI recommends I-Share libraries have two current contacts for their Data Sync Collection. Email CARLI Support for assistance with adding new contacts.
   • Collections are configured to automatically match WorldCat records via an OCLC number present in each record sent from Alma. Thus, OCLC numbers are required for holding symbols to be added or removed in WorldCat via this process. Records lacking OCLC numbers that are sent to the Data Sync Collection are reported as unresolved in the processing reports.
2. In Alma, CARLI sets up print and electronic OCLC publishing profiles for every I-Share library during implementation.
3. CARLI staff set up a script to ensure the appropriate library's OCLC symbol is included in the Alma records sent to OCLC.

triggering publishing

• Manual exports: In the Alma Metadata Editor > Record Actions menu > Set Management Tags > Export to WorldCat menu, selecting the flag “Publish Bib” indicates a record should be published to add holdings in WorldCat; selecting the flag “Don’t Publish” indicates a record should be published to remove holdings in WorldCat. 
  
  • The setting "Publish Holdings only" should only be selected by libraries with active LHR projects.
  • Anytime the bibliographic record is modified, it will be republished with the current Export to WorldCat setting.

• Batch imports: The Set Management Tags tab of an Import Profile > Synchronize with OCLC menu contains the options to "Publish Bibliographic Records" indicating the batch of records should be published to add holdings in WorldCat; "Don't Publish" indicates the records should be published to remove holdings.
  
• The setting "Publish Holdings only" should only be selected by libraries with active LHR projects.
• An additional batch condition allows your preference to be applied "Unconditionally" or "Only for new records" for all records processed by the import profile.

Steps for Physical Inventory Processing

1. Alma's publishing job for physical inventory runs each day at 5:00 a.m.
2. CARLI processing to add library OCLC symbols runs each day at 7:00 a.m. Records are then sent to OCLC.
3. OCLC's Data Sync Collection processing completes and reports are added to WorldShare.

Steps for Electronic Inventory Processing

1. Alma's publishing job for electronic inventory runs every Saturday at 6:00 a.m.
2. CARLI processing to add library OCLC symbols runs every Saturday at 7:00 a.m. Records are then sent to OCLC.
3. OCLC's Data Sync Collection processing completes and reports are added to WorldShare.

Reviewing OCLC Reports

OCLC reports will be available daily once processing of the OCLC Data Sync Collection concludes. I-Share staff should review reports to verify the outcomes of Alma's publishing to WorldCat were successful. Errors may indicate further action is necessary in WorldCat and/or in Alma.

Find reports in OCLC WorldShare > Metadata tab > My Files > Downloads.

Review detailed descriptions of the reports such as the Bibliographic Processing Report and Bibliographic Cross Reference Report on OCLC’s Data Sync Reports document. Below each report, select “Report details” to see the column names and a thorough description of each. Example reports are also provided.

When to report a problem to CARLI Support? 

• If you are not receiving bibliographic data sync reports via WorldShare.
• If you see “create” in your Bibliographic Summary Report or Bibliographic Processing Report. Our projects do not add new bibliographic records to WorldCat.

• It is expected that records which lack OCLC numbers will be marked as “unresolved”. However, if upon your review, you find that “unresolved” records contain OCLC numbers in the version of the record in your Alma instance, please report this. 
  • 
    1. In a Cross Reference Report, Alma MMS IDs are displayed in the left column and WorldCat Staging OCLC numbers are in the right column.
    2. Search your Alma instance by MMS ID to identify if an OCLC number was missing from the record sent to OCLC. 

If you see any of these issues or experience other unexpected results, please report them to CARLI Support.

Additional Documentation

CARLI Alma Primo VE Open Office Hours

April 27, 2020. "Keeping WorldCat Holdings in Sync; Utilizing Our Continuing Data Sync Collections with Alma Publishing."

Slides with 5/11 addition: Slide 4 suppress options also need "Don't publish" set to trigger a delete. 
Sample Testing Chart

eX lIBRIS kNOWLEDGE cENTER

Publishing to OCLC

OCLC Documentation

Data Sync Reports