This page includes the steps Oregon State University Libraries (OSU) undertook to batchload holdings to OCLC in preparation for Summit Migration to WorldCat Navigator and the OSU transition to WorldCat Local in FY10.
Steps:
1. Survey staff to identify groups of records, in addition to those lacking OCLC control numbers in 001 fields of bib records, that are not currently represented in OCLC.
2. Survey staff to determine OCLC holdings accuracy: Have records been deleted over time when they are withdrawn? Have holdings always been added for new receipts?
* Make decision about reclamation vs. retrospective batch load. Because OSU had kept holdings up-to-date over time, OSU elected to do a batchload.
3. Complete Summit Migration Project -- Survey
4. Complete Batchload Order Form.
5. Complete EDX Assessment Form
6. Create EDX account (if you do not already have one). If you already have an account and have not used it recently, you will need to change your password. Contact OCLC Western for information about how to do this.
7. Determine what records your library is licensed to send to OCLC. Identify sets of records in your catalog -- e.g. Early American Imprints, Series One; American Periodical Series -- in which your holdings are not represented in Worldcat. Ascertain whether your library is licensed to add those records to OCLC by contacting your OCLC batchload contact. An ORBIS Cascade Alliance website will list the record sets for which OCLC negotiated contribution rights (not yet available as of Aug. 18, 2008). In addition, identify records that lack a 001 field for which you want holdings added.
8. Create separate lists of records: 1. that you are licensed to add as new records to WorldCat when there is no match and 2. that you are not licensed to add to WorldCat if a match cannot be found in WorldCat. Use Millennium Create Lists. Save first list before running so that you can reuse the logic. You'll want to browse the records from each list in III after you create them and make adjustments to your search criteria as necessary.
General search criteria used for most lists at OSU:
- not suppress/t='-' AND
- no 001 field AND
- Location within OSU location ranges AND
- some information in the Title field
- specific criteria to pull out sets of records lacking 001s or for which holdings are not represented in OCLC
LICENSED TO ADD TO OCLC AS NEW RECORDS
OSUL list 1:
- short circulation records
BIBLIOGRAPHIC NOTE has "short circulation" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSUL list 2:
- short serial records (I actually didn't use this list argument because OSUL had staff did some pre-work on these records and had created a list)
BIBLIOGRAPHIC NOTE has "short serial" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSUL list 3:
- M-Web records (Locally generated records not previously shared for web sites. Decision made to share these records based on Summit Catalog Contribution Policy)
BIBLIOGRAPHIC NOTE has "M-WEB" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSUL list 4:
- short analytic records
BIBLIOGRAPHIC NOTE has "short analytic" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSUL list 5:
- Marcive records
BIBLIOGRAPHIC SUPPRESS/T equal to "v"
OSUL list 6:
- Other Marcive records
BIBLIOGRAPHIC MARC Tag 500 has "shipping list no." AND BIBLIOGRAPHIC SUPPRESS/T equal to "" AND BIBLIOGRAPHIC MARC Tag 001 greater than "0" AND BIBLIOGRAPHIC LOCATION between "eca"and "ecaz" OR BIBLIOGRAPHIC MARC Tag 500 has "shipping list no." AND BIBLIOGRAPHIC SUPPRESS/T equal to "" AND BIBLIOGRAPHIC MARC Tag 001 greater than "0" AND BIBLIOGRAPHIC LOCATION between "hch"and "wfm"
OSUL list 7:
- Cornell Digital Mathematics Collection
BIBLIOGRAPHIC MARC Tag 740 has "Cornell Digital Mathematics Collection" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSU list 8:
- University Of Michigan Historical Mathematics Collection
BIBLIOGRAPHIC MARC Tag 740 has "University Of Michigan Historical Mathematics Collection" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSU list 9:
- Other records lacking an 001
*BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T equal to "" AND BIBLIOGRAPHIC LOCATION between "bml" and "dce" AND BIBLIOGRAPHIC NOTE All Fields don't have "short" OR BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T equal to "" AND BIBLIOGRAPHIC LOCATION between "eca" and "ecaz" AND BIBLIOGRAPHIC NOTE All Fields don't have "short" OR BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T equal to "-" AND BIBLIOGRAPHIC LOCATION between "hch" and "wfrn" AND BIBLIOGRAPHIC NOTE All Fields don't have "short" (ignore the font strike above)
I browsed this list to remove test records, equipment records and records noted in the above lists.
NOT LICENSED TO ADD TO OCLC AS NEW RECORDS
OSU List 10:
- Early American Imprints |n 1st Series records. Received authorization from OCLC to add holdings for this set.
e.g. BIBLIOGRAPHIC MARC Tag 001 has "aas" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSU List 11:
- American Periodical Series records
BIBLIOGRAPHIC MARC Tag 856|x equals "proquest" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
OSU List 12:
- Oxford Reference records
BIBLIOGRAPHIC NOTE has "Vendor ID: OXO" AND BIBLIOGRAPHIC MARC Tag 001 less than "0" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "t" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "w" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "z" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "s" AND BIBLIOGRAPHIC SUPPRESS/T not equal to "m" AND BIBLIOGRAPHIC TITLE greater than "0"
9. Append lists 2-8 to list 1 and lists 10-11 to list 9.
10. Create export files (see email message from OCLC. OCLC mentions creating a LABEL*.txt file. Ask your OCLC contact to create that file for you if you don't know how or III cannot do that automatically.)
11. At OSU, the files that we wished to send were too large for III to FTP using FTS so we first needed to 'put' the files to PC and then FTP them using different FTP software. To do so, using Data Exchange in Millennium, we selected "Put PC" rather than "Put FTS" and then ftped the files as binary files using command line.
12. Transfer files.
13. Notify OCLC contacts of the filenames sent, the number of records in each file, and whether the files are 'match only' or 'match and create new'.