WorldCat Daily Updates

Owning group	RM-CMOST
Type of documentation	Policy
As-of date	Sep 15, 2023

Background:

WorldShare Collection Collection Manager offers institutions the ability to create “query” collections that will deliver updated copies of OCLC records: https://help.oclc.org/Metadata_Services/WorldShare_Collection_Manager/WorldCat_updates

This service can be combined with an Alma FTP import profile to automatically load updated copies of OCLC records into Alma, reducing the need for catalogers to import new copies of records and allowing institutions to take advantage of updates and changes made to records in an automated way.

During SILS Phase 4, RMFG voted to set up WorldCat Updates for the entire UC system and to deliver the records to the UC Network Zone: https://uc-sils.atlassian.net/wiki/spaces/RMF/pages/1564606587

Recent Updates:

September 15, 2023

RM has agreed to add the “New” and “Merges” files to the WDU process in production.

May 17, 2023

RM has agreed to include URIs in the MARC records delivered by OCLC. This will include LC names and subjects, MeSH, and GND names and subjects. Please see this page for more information on URIs in MARC: https://uc-sils.atlassian.net/wiki/spaces/RM/pages/2167406626

Current practice:

How are records selected for delivery?

UC San Diego maintains two WorldShare Query Collections that uses the following criteria for record delivery:

One for non-serials

Holdings symbols: CUV, CUY, CLU, CUS, CUI, ZAP, ZAS, UCILW, LLB, CBG, CUX, CLETH, UCFTA, CUN, MERUC, MERA, CUT, RQE, CRU, CUZ

NOT Mt:cnr

Trigger for record delivery: any changes to master

Records updated/holdings added after 01/01/2021

OCLC also adds a 908 field with structure: WorldCat Daily Updates [YYYY-MM-DD] [reason for record output]

One for serials

Holdings symbols: CUV, CUY, CLU, CUS, CUI, ZAP, ZAS, UCILW, LLB, CBG, CUX, CLETH, UCFTA, CUN, MERUC, MERA, CUT, RQE, CRU, CUZ

Mt:cnr

Trigger for record delivery: any changes to master

Records updated/holdings added after 01/01/2021

OCLC also adds a 908 field with structure: WorldCat Daily Updates [YYYY-MM-DD] [reason for record output]

How are records loaded?

CDL manages two scheduled FTP import profiles with the following settings:

File name pattern: ^metacoll.CUS.updates.*.allUCWorldCatNonSerials.1.mrc$

Scheduled: daily at 5:00 AM

Correct the data using: allUC Normalization #2

Match profile: Unique OCLC number match method

Merge method: allUC merge rule #1

Skip matches for CZ records

Skip multi-matches

Upon no match: do not import

File name pattern: ^metacoll.CUS.updates.*.allUCWorldCatSerials.1.mrc$

Scheduled: daily at 5:00 AM

Correct the data using: allUC Normalization #2

Match profile: Unique OCLC number match method

Merge method: allUC merge rule #1

Skip matches for CZ records

Skip multi-matches

Upon no match: do not import

What about multi-matches?

The FTP profile above generates a file of records that are rejected if they match multiple bib records in the UC NZ. That file is manually imported using another import profile managed by CDL with the following criteria:

Correct the data using: allUC Normalization #2

Match profile: Unique OCLC number match method

Merge method: allUC merge rule #1

Allow record deletion: yes

Merge and combine: manually

Preferred record: highest brief level

Secondary record: delete

Upon no match: do not import

This profile will merge the inventory from matched bib records onto one primary record and delete the secondary record from the NZ. The merge and combine process also takes the 001/MMSID from the deleted record and adds it to a 904 field in the primary record.

Finding impacted records:

Any record that was loaded via the scheduled FTP or multi-match profiles listed above will have a 908 field with this structure: WorldCat Daily Updates [YYYY-MM-DD] [reason for record output]

The 908 field is indexed in Alma and should be set up for all campuses. The field can be keyword searched

Excluding records from daily updates:

As of August 04, 2022, RM-CMOS has agreed that all records in the NZ are subject to WorldCat Updates. If a campus has records they wish to leave out of the update process, they should be loaded into a campus IZ.