OCLC WorldShare™ Management Services Data
Migration Symphony Questionnaire
Title
Member Information
Date:
Library Name:
Institution Name:
Data Migration Contact Name, Title:
Data Migration Contact Email
Address:
Data Migration Contact Phone
Number:
Primary OCLC Symbol:
Related OCLC Symbol(s):
Are holdings represented in
WorldCat? If yes, how many
holdings does your library have in
WorldCat? To find out if you have
holdings in WorldCat, go to Connexion
and search "Ii: [your library symbol]"
General
What version of Symphony are you currently using?
How is your ILS hosted?
○ Vendor
○ Third Party
○ Local
○ Consortium
○ Other (please specify)
________________________________
Bibliographic Records
How many bibliographic records are you planning to migrate
to WMS? (This number should not include titles which will
be managed via the WorldCat knowledge base.)
What is the location of the OCLC control number in your
records?
See more about the OCLC control number
(Select as many as apply)
□ None (records do not contain OCLC
numbers)
□ 001, OCLC number with ocn/ocm prefix
□ 001, OCLC number only, no prefix
□ 035 $a (OCoLC)
□ Other: Field_______ Subfield_______
During the batchload process, the default matching for WMS
libraries qualifies the OCLC number by the derived title. Is
there any reason we should not use the derived title qualifier
for your migration?
○ Yes, use title qualifier
○ Unsure, please discuss further with your
Implementation Manager (option OCLC number
matching)
For Symphony libraries, the Local System Control Number
(LSN) is generally found in the 001 or 035 field/sub-field a of
the bibliographic record upon extraction.
Please provide an example LSN from your collection.
WMS data migration requires that bibliographic data be sent
in MARC format. Please be aware that exceptions to the
MARC format will require conversations with your
Implementation
Manager.
If you have exceptions please list them here.
What is the format for your bibliographic records when they
are extracted from your ILS (MARC21, UNIMARC,
INTERMARC, etc.)?
What is the character set encoding for your bibliographic
records (MARC-8, UTF-8 Unicode, etc.)?
The WMS data migration process requires extracted bibliographic records that include item information
(location, barcode, call number).
Please provide a table of values that includes all relevant sub-fields, descriptions and examples for item
information in the bibliographic record upon extraction.
Your table should be similar to the example below:
999 subfield
a
c
d
e
f
g
h
i
k
l
m
n
o
p
q
r
s
t
u
v
w
x
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description
Call Number
Copy number
Last activity date
date last changed
date inventoried
times inventoried
holding code
Barcode (item ID)
current location
Home Location
Library
Total charges
item comments
Price
in house charges
circulate
permanent
item type
date created
volume
class scheme
item category
example
CD 285 Pt. 1
1
10/7/2002
2555000136570$
AV
Chabot
5
$27.98
Y
Y
CD
5/9/1991
LC
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Will each bibliographic record contain multiple item fields or
will each item have its own bibliographic record when
extracted from your ILS?
○ Contain multiple item fields
○ Own bibliographic record
Suppressed and Vendor Records
○ Yes, we will exclude our suppressed records
○ No, we understand the suppressed records
sent for migration will be discoverable in
WorldCat Discovery
If you currently maintain records in your ILS that you do not
wish to display publicly, such as suppressed records, then
you will need to exclude these records from your migration.
If you have vendor-supplied records in your ILS, make sure that you have permission to send those records as
part of your migration. Visit this site for a list of vendor record sets OCLC has agreements to use their records.
Do you have vendor records that are from a set not listed on
this site?
○ Yes
○ No
If yes, please explain how you have/will request permission
to use these records or how you will exclude them from your
file.
Additional Information
Copy Numbers
Generally, upon extraction copy information is seen at either the end of the call # or within a specific subfield of
the item field. OCLC processes will move the copy to the subfield t of the 852 in the local holdings record.
Inconsistent usage of copy numbers may result in OCLC processes not being able to accurately identify when
multiple copies of an item exist. Should this occur, some post-migration cleanup by library staff may be
required.
If copy information cannot be found with the call #
upon extraction, OCLC processes will take the copy#
from the copy information field (subfield c of the item
field).
If this is not consistent with your maintenance of copy
number, please indicate so here:
Classification Scheme
Would you like a default classification scheme set for
your migrated items? If you prefer to not have a
default classification then items will be migrated as
Unknown.
○
○
○
○
Dewey
LC
NLM
Unknown
Note: Setting a default classification scheme with a 1 or 0 in the first indicator requires call number information
be present in the 852 $h of the LHR upon migration in order for validation errors to not occur.
Bound-With
When two or more separately published works are bound together under one cover or comparable packaging
this is referred as bound-with.
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○ Yes
○ No
Do you have “bound-with” records in your catalog?
○ Yes
○ No
○ Not applicable
If you do have “bound-with” items, will they be
exported with duplicate barcodes?
Item Barcodes
WMS requires a unique barcode for each item. The barcode field is case sensitive.
○ Yes
○ No
Are all of your item barcodes unique?
Barcodes cannot begin with an uppercase B and/or U.
If you have concerns about this requirement please
share them here:
Do any of your item barcodes have special characters
(any characters other than alphanumerical
characters)?
If yes, which characters?
○ Yes
○ No
Do any of your item barcodes have spaces?
Item Notes
Do you use item notes?
○ Yes
○ No
(Please note: bibliographic notes are covered in the
Local Bibliographic Data section)
Where will we find your item notes?
(Generally upon extraction, item note information is
seen in subfield o of the 999 item field, with prefixes of
COMMENT, PUBLIC, CIRCNOTE or STAFF. Prefixes
can be stripped if requested.)
Please provide examples from extracted data.
If you use item notes, have your item notes been used
consistently over time?
If you use item notes, do you want them migrated?
If you want your item notes migrated, should they be
public or staff notes? Would you like the staff note to
pop-up upon checkout/check in?
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Local Holdings in WMS
Local Holdings Records (LHRs) are separate holdings
records attached to a related WorldCat bibliographic
record that provide holdings details beyond your
OCLC institution symbol. The OCLC local holdings
record structure is based on the MARC 21 Format for
Holdings Data
In WMS, LHRs house copy-level details and your item
information. The call number and location information
allow users to find the item in your library and the
barcode provides availability information. If you want
to retain 856 links, public or private notes, this
information will be stored in LHR fields.
○ Yes
○ No
How many:
To find out if you have LHRs in WorldCat, go to
Connexion and search "I4: [your library symbol]"
Do you have Local Holdings Records (LHRs) in
WorldCat?
If yes, how many?
LHR Display in WorldCat
We cannot add information from the data load to existing LHRs other than a default shelving location, branch,
and call number. Retaining existing LHRs will require that you manually add any barcodes for items associated
with these LHRs after the migration. Consequently, users will not see availability information for these items
until barcodes have been added. If you are unsure whether or not you would like to retain your existing LHRs,
let your Implementation Manager know. We can order a report for you which list the records with local holdings
attached.
The LHRs created as part of the batchload process will include branch, shelving location, barcode, and item
information provided by the data and outlined in your scope statement.
Do you want to preserve your existing LHRs in
WorldCat?
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○ Yes
○ No (Existing LHRs and their ILL deflection policies
will be removed by OCLC prior to the start of the
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migration)
○ Unsure
○ Not applicable
Do you have the need to preserve any customized
856 links for non-electronic records in a Local
Holdings Record?
○ Yes
○ No
Example: 856 links added to print records for local
digitized dissertations
If yes, please provide the URLs of the 856 fields that
need to be retained as part of your data migration?
Example: In the URL: rchives.university.edu/it=12345,
archives.university.edu is the base URL
Serials
How many serials (titles) do you have and do you
barcode titles and/or issues?
Generally bibliographic records with item information,
volume data is seen at the end of the call # upon
extraction. OCLC processes will remove the volume #
from the call # during migration and place it in the
appropriate sub-field of the local holdings record.
If volume information cannot be found with the call #
upon extraction OCLC processes will take the volume
# from the volume field (subfield v of the item field).
If this is not consistent with the way that you have
maintained volume numbers historically, please
indicate so here:
Inconsistent usage of volume numbers may result in
OCLC processes not being able to accurately identify
when multiple volumes of an item exist. Should this
occur some post-migration cleanup by library staff
may be required.
○ Yes
○ No
Can you send your serials items in a separate file?
Marc Format for Holding Data
MARC Formats for Holding Data (MFHD) are MARC records created for detailed descriptions of an institution’s
holdings specific to a given title. MFHD records are created according to the Library of Congress MARC21
Format for Holding Data guidelines. Detailed Holdings are generally found in MFHD records.
○ Yes
○ No
○ Some
Do you maintain detailed holdings for your serials in
your legacy ILS?
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If yes, select the cataloging practice in your legacy
ILS. Also, please provide a screenshot.
○ Textual Holdings (866)
○ Coded Pairs (853/863)
○ Both Textual Holdings and Coded Pairs
Local Bibliographic Data
If a bibliographic batchload project is part of your data migration plan, you can request that OCLC extract local
bibliographic data from your records for display to users via your OCLC discovery interface.
For more information, please visit:
http://www.oclc.org/support/documentation/batchprocessing/using/storelocalbibdataforWCLandWMS.pdf
Preserving LBD is optional. However, by preserving this data, information of local interest can be displayed to
patrons using your OCLC discovery interface. We recommend that you only display LBD information that is
unique to your institution.
Do you want OCLC to preserve Local Bibliographic
Data (LBD) information from your records during the
bibliographic batchload process?
Defined set of local bibliographic data fields:
Uniform title (240)
Non-specialized notes (500, 59X)
“With” notes (501)
Subject added entry – Personal name (600)
Subject added entry – Corporate name (610)
Subject added entry – Meeting name (611)
Subject added entry – Uniform title (630)
Subject added entry – Topical term (650)
Subject added entry – Geographic name (651)
Index term—Genre form (655)
Local subject added entry—Topical term (690)
○ Yes
○ No
Local subject added entry—Geographic name (691)
Added class number (695)
Local subject added entry—Personal name (696)
Local subject added entry—Corporate name (697)
Local subject added entry—Meeting name (698)
Local subject added entry—Uniform title (699)
Added entry—Personal name (700, 790, 796)
Added entry—Corporate name (710, 791, 797)
Added entry—Meeting name (711, 792, 798)
Added entry—Uniform title (730, 793, 799)
List the specific LBD fields you wish to display:
If your system does not store the data you want to display in the LBD fields provided above, list the data you
would like to preserve and its existing place in your ILS.
Libraries are encouraged to map these fields to the 599 field. The 599 field has flexible indicators and subfields,
allowing the mapping to occur with minimum validation errors.
Local bibliographic data fields in my records
Local bibliographic data fields selected in my order
During processing, the following fields will be merged with the master record if no corresponding existing field is
present:
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050/090
082/092
505, 508, 511, 520
600, 610, 611, 630, 648, 650 and 651
Does merging impact your request for Local
Bibliographic Data retention?
Electronic Resources
The WorldShare Collection Manager/WorldCat knowledge base will be used to manage your electronic
resources.
Please let your Implementation Manager know if you have unique requirements for your electronic resources
that the WorldCat knowledge base cannot fulfill. Please note that additional charges may apply and you will be
required to send your eResources in a separate file.
If using the WorldCat knowledge base, can you
exclude bib records for eResources from your
batchload files?
○ Yes
○ No
(Select as many as apply)
If you cannot exclude eResources from your batchload
files, indicate which method Batch Services should use
to deselect these records:
□ Translation Table
□ 008/23 = ‘o’ or‘s’
□ 245 $h = [electronic resource]
□ And/or the presence of 856 1st indicator = 4; 2nd
indicator = 0.
LHRs will not be created for electronic resources that are managed via the WorldCat knowledge base. If you
plan to migrate some eResource records, your scope statement may require that you send your electronic
resources in a separate file.
The accuracy of identifying eResources based upon your choice of deselection method is dependent upon
accurate cataloging of the bibliographic record.
Digital Resources
Information provided about your digital resources will be shared with teams at OCLC in order to provide the
best recommendations for maintaining digital resources after your migration to WMS.
○ Yes
○ No
Do you have physical resources digitized?
If yes, what system do you use to manage your digital resources
and is the system OAI-PMH compliant? (CONTENTdm, DSpace,
Digital Commons, etc.)
○ Yes
○ No
○ Not applicable
Are your digital resources open access?
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Are those digitized resources currently cataloged in your ILS?
If yes, are the records for these items WorldCat Records?
○ Yes
○ No
○ Not applicable
If no, do you plan to share the records with WorldCat?
Please provide examples of your digital resources.
Note: Holdings will need to be re-set or replaced during the migration to ensure that these records are not
included as part of the scan/delete completed at the end of the migration for the majority of libraries moving to
WMS.
Patron/Staff Accounts
WMS only supports migration of one unique barcode per patron. Please follow the Patron Data templates and
requirements on the Community Center when sending your patron files. Please ensure that if you have leading
zeros in your barcode they are sent in the file. Patron Updates can be sent after your migration is complete and
as often as daily. The updates should be limited to additions and changes. Ongoing patron loads will need to
be coordinated with your Imp manager.
o WMS
What authentication method do you plan to use for
o Shibboleth
WMS patron authentication (includes patron and
o CAS
staff)?
o LDAP
How many patron records will be sent for migration?
Will you need periodic updates to your patron data via
a third party product or from your registrar’s office and
if so how often?
○ Yes
○ No
How often?
Please provide an example of a patron’s barcode.
○ Yes
○ No
Do any of your patron barcodes have special
characters (characters other than alphanumerical
characters such as & < >)?
If yes, please describe the special characters that are
in your barcodes:
○ Yes
○ No
Do any of your patron barcodes have spaces or
leading zeros?
Circulation Data
Did you purchase the migration of circulation
transactions? If unsure, please check your contract.
If yes, do you plan to migrate circulation transactional
data?
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○ Yes
○ No
○ Yes
○ No
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(Select as many as apply)
If you answered Yes, indicate which of the following
you will be migrating:
□ Items checked out
□ Fees/Fines
□ Holds
□ Item Stats including: Total loans, YTD loans, Last
loan date, Total soft (in-house use) loans, YTD soft
(in-house use) loans, Inventory count, and/or Last
inventory date
Acquisitions Data
In WMS, the Acquisitions module will populate the call number
fields at the time an item is ordered. Which do you prefer for the
call number default?
○ Dewey
○ LC
○ NLM
Additional Considerations
What do you use for ILL?
(Select as many as apply)
□ WorldCat Local/WorldCat Discovery
□ WorldCat Cataloging Partners
□ Collection Sets
□ Other
○ Yes
○ No
Please indicate other OCLC services you use?
Do you have any collections that are not represented
in your legacy ILS that you wish to migrate?
If you answered Yes, list the collections and their
locations:
Please share any additional concerns that OCLC
needs to know about to successfully migrate your
data?
Please provide your Implementation Manager with 25 extracted records with item information. 25
records should include serials, multi-parts and single part monographs.
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