1. Publishing to OCLC
Yoel Kortick
Senior Librarian

2. Publishing Print Holdings to OCLC
Introduction
Publishing Print Holdings to OCLC
Publishing Electronic Holdings to OCLC
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3. Introduction
See also the On Line Help
By publishing to OCLC the Alma institution can automatically synchronize data with the OCLC WorldCat catalog.
It is possible to publish:
Bibliographic records with embedded physical holdings information
Holdings information only

4. Introduction
The publishing to OCLC job exports records to a predefined FTP location from which OCLC
Retrieves the records
Synchronizes the records with the WorldCat records
In order to publish to OCLC the institution should contact OCLC and open a synchronization project. Each such project has a project ID, which is used for data transfer activities between the institution/library and OCLC.
Note: Alma publishing to OCLC supports both ‘project ID’ (older method) and collection ID (newer method).
When creating the profile one of the parameters "Project ID" or "Collection ID" should be filled.
Choose "Project ID" if working with the old OCLC format.
Choose "Collection ID" if working with the new OCLC format

5. Records are exported to OCLC in the following cases:
Introduction
Records are exported to OCLC in the following cases:
Since the last time the publishing to OCLC job ran a record which has inventory and has management tag “Export to WorldCat Publish Bib” was:
Created
Edited
Deleted
Including bibliographic records whose associated holdings records have been deleted
Chosen for “forced export” by a staff user
Tools > Set Management Tags > Force export to WorldCat

6. Introduction
Bibliographic records with and without an OCLC control number in the 035 field are published to OCLC
However, when using the Publish your Local Holdings Records (LHRs) to OCLC publishing profile, only holdings records related to a bibliographic record with an OCLC control number in the 035 field are published

7. Explained in the next slide
Introduction
Explained in the next slide

8. Introduction
The “Export to WorldCat > Publish Bib” is the default value in the following situations:
A new record is created in the metadata editor via “new record” or “search external resources > import”
Quick cataloging (new item, new portfolio, and Fulfillment citation)
Order a bibliographic record from the Community Zone
Simple view - copy to catalog / link from the Community Zone

9. Publishing Print Holdings to OCLC
Introduction
Publishing Print Holdings to OCLC
Publishing Electronic Holdings to OCLC
abc

10. Publishing Print Holdings to OCLC
Either of the following two profiles are used to publish print holdings to OCLC:
Publish bibliographic record (DataSync) to OCLC (includes bibliographic records and holdings)
Publish your local holdings records (LHRs) to OCLC (includes only holdings)

11. Publishing Print Holdings to OCLC
We will now configure and run the “Publish bibliographic record (DataSync) to OCLC”
Access the profile from the publishing profiles.

12. Publishing Print Holdings to OCLC

13. Publishing Print Holdings to OCLC
Edit the profile

14. Publishing Print Holdings to OCLC
Fill in as desired
Institution-specific information for the OCLC project.
For an explanation of the Publishing Mode see here.
FTP location from which OCLC will take the file

15. Publishing Print Holdings to OCLC
If the job is scheduled then an entry will appear under “Monitor Jobs”

16. Publishing Print Holdings to OCLC
Sample record 1
Title “Religion in Latin America: a documentary history” OCLC number has a holding record and an item
It is defined as “Publish Bib”

17. Publishing Print Holdings to OCLC
Sample record 2
Title “Women gender and politics: a reader” with OCLC number has no inventory
It is defined as “Publish Bib”

18. Publishing Print Holdings to OCLC
The publishing job runs and completes
A file named YLK BIBS.mrc is created on the ftp server as specified in the publishing profile

19. Publishing Print Holdings to OCLC

20. Publishing Print Holdings to OCLC
Record sample 1 has been published (here we are viewing the mrc file in MarcBreaker format). It has an ‘n’ in position 5 of the LDR.

21. Publishing Print Holdings to OCLC
The holding information has been added to an 852 field, and subfield a is populated with the value of the OCLC institution symbol in the publishing profile

22. Publishing Print Holdings to OCLC
Sample record 2 is not published. This is because it has no inventory

23. Publishing Print Holdings to OCLC
Now we will
Delete the inventory of sample record 1 Title “Religion in Latin America: a documentary history” OCLC number
Add a holding record and item to sample record 2 Title “Women gender and politics: a reader” with OCLC number
Publish again to OCLC

24. Publishing Print Holdings to OCLC
Sample record 1 item is deleted

25. Publishing Print Holdings to OCLC
Sample record 1 holdings record is deleted

26. Publishing Print Holdings to OCLC
Sample record 1 no longer has inventory

27. Publishing Print Holdings to OCLC
Sample record 2 now has inventory

28. Publishing Print Holdings to OCLC
The publishing occurs again and a new file is created on the specified ftp server

29. Publishing Print Holdings to OCLC
Sample 1 was published again. This time it was published with a “d” in the LDR pos. 5 because it is deleted (because the inventory was deleted). Last time it had ‘n’ in LDR position 5.

30. Publishing Print Holdings to OCLC
Sample 2 was published for the first time. This time it was published because it has inventory. Last time it was not published because it only had a bibliographic record and no inventory.

31. Publishing Print Holdings to OCLC
The published record of sample 2 includes the information regarding the inventory in the 852 field.
The 852 subfield a is populated with the value of the OCLC institution symbol in the publishing profile

32. Publishing Print Holdings to OCLC
Introduction
Publishing Print Holdings to OCLC
Publishing Electronic Holdings to OCLC
abc

33. Publishing Electronic Holdings to OCLC
For publishing electronic holdings to OCLC the general publishing profile is used.
For more about the general publishing profile see here. This presentation will discuss specifics of the publishing profile related to publishing electronic holdings to OCLC.

34. Publishing Electronic Holdings to OCLC
Note that when creating the publishing profile all information should also be verified with OCLC.
This includes, for example, the format of the output file, the publishing node, the ftp server, the ftp directory for the output file(s), and the file name.

35. Publishing Electronic Holdings to OCLC
First create a set of all records which you will want to publish to OCLC. The set will later be put into the publishing profile.
If you want to publish your entire collection to OCLC then perhaps an electronic titles search for all records with MMSID greater than 0 would be appropriate

36. Publishing Electronic Holdings to OCLC
Alternatively you may want to publish your all electronic titles which are not suppressed

37. Publishing Electronic Holdings to OCLC
It is also possible to retrieve and make a set of all titles which are defined to be published to OCLC

38. Publishing Electronic Holdings to OCLC
In the example here in this presentation we will use a set of all electronic titles which are not suppressed and have LC subject with phrase “Feminist theory”

39. Publishing Electronic Holdings to OCLC
Create the publishing profile

40. Publishing Electronic Holdings to OCLC
Profile name is clear to denote that this is for OCLC
Schedule as desired or run manually
Publishing mode full
The set we previously saved

41. Publishing Electronic Holdings to OCLC
Publish on bibliographic level to output format MARC21 Bibliographic
Publishing to FTP
Verify with OCLC regarding the ftp server and directory as well as the Physical format
Export records to One File

42. Publishing Electronic Holdings to OCLC
Choose “Use Default File Name” = No
For file name use syntax: HOLDINGS_<registry_id>.xml-marc

43. Publishing Electronic Holdings to OCLC
In the "Electronic Inventory Enrichment Section" choose "Add Electronic Portfolio Information".
For "Repeatable Field" choose 866.
For "Access URL subfield" choose ‘u’
For "Link Resolver Base URL" Enter the link resolver base URL.
For "Collection Name subfield" choose ‘x’
For "Coverage Statement subfield" choose ‘a’
For "CZ Collection Identifier subfield" choose ‘t’

44. Publishing Electronic Holdings to OCLC

45. Publishing Electronic Holdings to OCLC
The job runs and completes
The file is on the ftp server in specified location with specified output file name

46. Publishing Electronic Holdings to OCLC
Sample 1
Title “Study guide to The woman’s bible” with Identifier is in the set and thus should be published

47. Publishing Electronic Holdings to OCLC
Sample 1
This record has been published (viewing the mrc file in MarcBreaker format).

48. Publishing Electronic Holdings to OCLC
Sample 1
Here is the 866 field with the relevant subfields from the publishing profile definitions

49. Publishing Electronic Holdings to OCLC
Sample 2
Title “The Cambridge companion to feminist literary theory” with Identifier is in the set and thus should be published

50. Publishing Electronic Holdings to OCLC
Sample 2
This record has been published (viewing the mrc file in MarcBreaker format).

51. Publishing Electronic Holdings to OCLC
Sample 2
Here is the 866 field with the relevant subfields from the publishing profile definitions

52. Publishing Electronic Holdings to OCLC
Because the publishing profile works on a logical set:
If a record is deleted, or if electronic inventory of the record is deleted, it will no longer be in the ‘electronic titles’ set and will not be published next time.
If a record is created and meets the criteria of the set then it will be added to the set and published.

53. Publishing Electronic Holdings to OCLC
Here we delete portfolio from title “The Cambridge companion to feminist theory”

54. Publishing Electronic Holdings to OCLC
We deleted only the portfolio.
The bibliographic record exists but because there is no portfolio it is no longer in the set of electronic titles.

55. Publishing Electronic Holdings to OCLC
A new title “Figuring age” with identifier is imported

56. Publishing Electronic Holdings to OCLC
It has LC subject “Feminist theory” and it has electronic inventory so it is in the set.

57. Publishing Electronic Holdings to OCLC
The publish electronic holdings to OCLC runs again

58. Publishing Electronic Holdings to OCLC
The “Cambridge companion to feminist theory” is no longer in output because it is no longer in set

59. Publishing Electronic Holdings to OCLC
The new record “Figuring age” has been added.

60. Thank You