(Go-live and Beyond) Best practices for the OCLC Connexion Gateway Export

Legend: not started IN PROGRESS STALLED decided

Recommendation

*Note that this decision does not encompass the “Digital Collection Gateway (DCG) used by CDL.”*

Campuses can choose between the following methods for getting records into the Network Zone using the OCLC Export Gateway (set up documentation). Note that the OCLC Gateway export will not set or unset holdings in OCLC. In order to reduce errors and staff frustration, RMFG recommends that campuses choose one method for their catalogers instead of trying to switch between Gateways. Regardless of which method is chosen, any merge or normalization processes applied to OCLC records that wind up in the NZ must conform with RMFG best practices for working in the UC Network Zone, including searching the NZ before going into OCLC Connexion. Campuses should also be aware that any NZ-linked records that are in-scope for WorldCat Daily Updates can be overlaid through that process and so fields removed during local normalization will likely come back into the records.

1. NZ Gateway login will always allow users to add new records to the NZ and update existing NZ records. It cannot be used to export local campus extensions.

   • Adding the record to the IZ:

     • Records can be added through either “copy” or “link”

       • Copy

         1. Will add a copy of the record to your IZ and will need to be manually linked back to the NZ copy

         2. Probably most useful if you need to move local fields around and de-dup multiple IZ copies before linking

       • Link

         1. Will create a linked copy of the NZ record in your IZ to which you can add holdings, local fields, etc.

       • Add inventory to the NZ record

       • Use “share with network” to link pre-existing IZ-only records to the NZ 

         1. The IZ-only record should have the desired OCLC number in 035 $$a before sharing

• Local extensions can be added through:

  • Bibliographic templates

  • IZ-normalization rules (applied manually via split-screen editor in the built-in Metadata editor or in batch)

  • “Add Local Extension” function (Ctrl+L)

  • MARCEdit [link]

• Merge rules and normalization during export will be set by CDL (with RMFG consultation) in the NZ integration. Campuses cannot create an NZ integration in their IZ, the settings live in the NZ.

  • Further normalization can be applied post-export via:

    • “Enhance the record” (NZ norm processes only)

    • IZ-normalization rules applied manually via split-screen editor 

2. IZ Gateway login will behave differently depending on how the OCLC integration profile “Use Network Zone” setting is configured:   

• RMFG recommendation:

• Campus integration should be set up with “Use Network Zone”=”No.” The Gateway will allow users to export new records into their IZ and to update existing IZ-only records but will not update NZ records and will not add records to the NZ during export. Records have to be manually linked to the NZ, at which point Alma will check for existing NZ records and campus catalogers should use existing NZ records when possible. This setting will also allow local fields to be exported and updated in the IZ-only record. Once the record is linked to the NZ, the Gateway export will not add new local fields.

• RMFG does not recommend setting up the campus integration with “Use Network Zone”=”Yes,” since it is unclear how that setting is supposed to work with regard to local fields and because it does not allow users to update existing NZ records.

• Updating existing NZ records:

  • If a campus prefers to use the IZ Gateway, they have the following options to make updates in the NZ:

    • If the record is a brief bib on order from another campus, wait for it to be updated during the receiving process. Campuses are still free to attach holdings to the bib in the meantime.

    • If the record is in scope, make changes in OCLC and wait for the WorldCat updates process to change the NZ data

    • If edits are needed in OCLC and no one at the campus has permission to make needed changes (BIBCO, CONSER, etc.); send a request for changes to the UC Alma listserv with the subject: 

      • Resource Management Please Update OCLC ####

    • Generally, do not delete or manually change/manipulate 035 data in NZ bibs. See the best practices document for further information.

    • Make changes using the Alma Metadata Editor 

Reasoning

While the goal is to get OCLC records into the NZ, some campuses prefer to use an IZ Gateway and link up to the NZ instead of importing directly into the NZ. In addition, local fields behave differently with the IZ Gateway and so it is, in some circumstances, a viable option. RMFG did find that there is one IZ setting that does not work well with local fields and that is currently not working as expected and so does not recommend setting “Use Network Zone” to “Yes.”

Background

RMFG conducted extensive testing on various Gateway setups and had extensive conversations with Ex Libris over Basecamp.

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