WorldShare Metadata - Collection Manager
MARC Record Delivery: Retrieve Records
WorldShare Metadata Collection Manager can automatically deliver WorldCat MARC records for the following types of
collections:
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Standard Collections (that you select or add to your WorldCat knowledge base via the WorldShare interface)
WorldCat Query Collections (that you define via the WorldShare interface)
Your WorldCat Holdings Collection (holdings in WorldCat you have set in any manner of your choice)
You also have the option to have local holdings records (LHRs) interleaved with your records and/or to have local bibliographic data (LBD) embedded in your records.
You can get New, Update, and Delete records for Standard Collections and for WorldCat Query Collections. You can get
Update records for titles you previously set holdings on in WorldCat. After you have enabled MARC Record Delivery in
the WorldShare interface for any of the collections above, records will be available to you for retrieval via FTP on the
OCLC Data Exchange Server.
The sections in this document include:
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How to retrieve your MARC records (FTP)
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File names on the server
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Records in New, Updates and Deletes files
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About your records on the FTP server: How your records are processed
OCLC’s system schedule: Timing and schedule of output
The timing of when you records will be output depends on both the configuration of OCLC’s system and the options
you chose for record delivery (in the Record Delivery tab and at the collection-level).
For information on timing of when records will be output, please see Delivery options for the output of MARC records.
How to retrieve your MARC records (FTP)
OCLC Order Services (orders@oclc.org) has created a File Transfer Protocol (FTP) account for you on the OCLC Data
Exchange Server. Use this account to retrieve your MARC records. Files of records are transferred to your institution’s
folder as they are processed. Use the FTP client of your choice and one of the two options below. See Understand your
records for more information about your files.
FTP Methods: FTP and SFTP
You may use command line or a FTP client of your choice (like FileZilla or something similar).
FTP Client:
If you are using a FTP client, use only the information you need from the FTP and Secure FTP sections below. It is
likely that you will:
1. Enter host: ftp2.oclc.org (or scp.oclc.org)
2. Enter your institution’s username and your password
3. Navigate through the following folders: metacoll—out—ongoing
4. Choose a folder: new, updates or deletes
FTP:
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Enter the following command to access the server: ftp ftp2.oclc.org
Enter your institution’s assigned username
When prompted, enter your assigned password
Enter cd /metacoll/out/ongoing/new or cd /metacoll/out/ongoing/updates or
cd /metacoll/out/ongoing/deletes to access the directories for export files
5. To retrieve files, enter the following sequence of commands:
binary (prevents character set translation)
prompt (turns off prompts, allowing you to download all files with one command)
mget *
6. To delete files after retrieving them, enter mdelete *
Note: To avoid downloading the same files again, be sure to delete files after transferring them
7. To exit, enter quit
Secure FTP:
1. Enter the following command: sftp username@scp.oclc.org
(Replace username with your institution’s assigned username)
2. When prompted, enter your assigned password
3. Enter cd/xfer/metacoll/out/ongoing/new or cd/xfer/metacoll/out/ongoing/updates or
cd/xfer/metacoll/out/ongoing/deletes to access the directories for export files
4. To retrieve files, enter get *
5. To delete files after retrieving them, enter rm *
Note: To avoid downloading the same files again, be sure to delete files after transferring them
6. To exit, enter quit
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File names on the server
Names of files on the FTP server begin with “metacoll”
followed by your OCLC institution symbol, then “new,”
“updates” or “deletes.”
Examples:
metacoll.DXU.new.D20120411.T104526.1.mrc
metacoll.DXU.updates.D20120411.T104526.1.mrc
metacoll.DXU.deletes.D20120411.T104526.1.mrc
The remainder of the name is comprised of the date (Dyyyymmdd), time stamp, and one numeric digit (.1, .2, etc). The
time stamp expresses the time we collected the data from your WorldCat knowledge base. A time stamp that reads
T104526, means we pulled the data from your knowledge base at 10:45.26. The time stamp is Eastern time in 24-hour
clock format, including hours, minutes, and seconds (Thhmmss).
If you chose to have WorldCat holdings, all serial holdings, or individual collections output in separate files, the file
names will include text between the time stamp and the extension as shown below:
Examples from files you output to separate files:
WorldCat holdings in a separate file:
metacoll.TS282.updates.D20130710.T074419.wcholdings.1.mrc
Serials in a separate file:
metacoll.TS282.new.D20130710.T074419.ser.1.mrc
Standard collection in a separate file, including the name you entered (RoyalCollegeofPsy):
metacoll.TS282.new.D20130710.T074419.RoyalCollegeofPsy.1.mrc
Standard collection in a separate file, including the name you entered (RoyalCollegeofPsy),
with serials in a separate file:
metacoll.TS282.new.D20130710.T074419.ser.RoyalCollegeofPsy.1.mrc
File Extensions
The examples above show “.mrc” as the file extension. The file extension will be “.mrc” or “.xml” depending on the record standard you are using as follows:
.mrc for MARC files (MARC 21 with MARC-8, and MARC 21 with UTF-8 Unicode)
.xml for other Record Standards
Records in New, Updates and Deletes files
When you retrieve your library’s files from OCLC’s server, there will be three kinds of files as defined below (New, Updates and Deletes).
Options for separate folders within New, Updates and Deletes files and for the frequency of file delivery
You have the option to:
 Control the frequency for file delivery for all of your collections and for specific collections as desired.
 Output all of your records for serials in separate files and/or all of your records for your WorldCat holdings collection in separate files within the New, Updates and Deletes folders.
 Output a single collection to separate files.
 Group collections for output to the same separate files (by typing in the same name in each collections’ properties
the same name for the folder for output).
For instructions, please see Delivery options for the output of MARC records.
Files are output in chunks of no more than 100,000 records each.
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New: Records in the New file
The file of new records includes records for titles added to collections that have not previously been delivered via this
MARC Record Delivery service (based on OCLC number), such as when you first enable MARC delivery for a Standard or
WorldCat Query Collection.
You will receive a new record if an OCLC number is added to a title that did not previously have an OCLC number.
For Standard Collections:
You will receive new records if a provider adds titles to a knowledge base Standard Collection.
Please note that not every title in the WorldCat knowledge base has a corresponding WorldCat record. Therefore, for Standard Collections, you might receive fewer records than are represented in the knowledge base collection title list.
For WorldCat Query Collections:
Records for new titles could include a title added to WorldCat that meets your specifications for a WorldCat
Query Collection.
For your holdings in WorldCat:
You will receive only update records for your WorldCat Holdings Collection (unless the titles overlap with titles in
your Standard or WorldCat Query Collections).
Updates: Records in the Updates file
Profile options define what types of changes trigger an updated record. Update records can include records for titles in
collections where there has been a change to knowledge base data, URL or proxy server data, or a change in a variable
field in the WorldCat master record. When an OCLC control number changes, you will automatically receive an updated
record.
Reasons for updated records: By default, the reason a record is updated will be included in your reports on the OCLC
Usage Statistics Portal (CUSP) or available via email. Including the reason in your records is optional.
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See the Reasons for Updated Records table and the Format of “Reason for Updated Record” in your records for
more information.
Use the documentation on the WorldShare Metadata Collection Manager support page if you need help customizing your records with the “Add Fields” option, such as adding the reason for updated records to your records.
Local holdings records (LHRs): If you have chosen to include LHRs, each bibliographic record will be followed by
its associated LHR. Updated bibliographic records and interleaved LHRs are output if any associated LHR is deleted, added, or updated. You will receive an update record and all associated LHRs, including those that have not
been changed. This allows you to replace all LHRs for a record, without the need to figure out what has been
changed.
Local bibliographic data (LBD): By enabling LBD, you have the option to embed local data such as subjects and
notes into your bibliographic records. If enabled, changes to your LBD will trigger an updated bibliographic record.
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WorldCat Update records: Depending on your profile settings, changes to the WorldCat master record data
could trigger an updated record for any title in your collections or WorldCat holdings. You could receive an updated record for any change in the master record including:
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When a specific MARC tag you have chosen is added, updated or deleted in the master record
When an encoding level changes to a value you have chosen in your profile
When the record has been upgraded to RDA cataloging rules (“rda” is denoted in the 040 $e)
For titles in Standard Collections: If the information below changes and you have customized your records with
the “Add Fields” option, you could receive updated records:
Collection-level Settings:
 KB Provider Name
 KB Collection Name
 KB Collection Level Note
Title-level Settings (Standard Collections only):
 KB Title Level Public Note
 KB Coverage Note
 KB Location
 KB Coverage Dates
 KB Coverage Enumerations
Find help adding note fields to your WorldCat
knowledge base collections and titles:
http://www.oclc.org/content/dam/support/
knowledge-base/kb_settings.pdf
(See the Collection-level Note Fields and Titlelevel Note Fields sections)
Deletes: Records in the Deletes file
Delete records contain Record Status code “d” in the leader. Delete records are output in a separate file and contain
the customizations you selected. For example, the deletes will include the Collection Name and Provider Name if you
customized your records to include that information. Deletes contain the URL from the last new or updated record that
was delivered.
You have the option to select whether or not you want to receive delete MARC records if you turn off MARC record
delivery at the institution level, turn off MARC record delivery at the collection level, or remove a collection that had
MARC record delivery enabled.
Standard Collections & WorldCat Query Collection: Delete records will be triggered for titles in collections
where you no longer have access to the title from any provider or a title no longer fits your WorldCat Selection
Criteria for WorldCat Query Collections.
WorldCat Update records: You will receive only update records for your WorldCat Holdings Collection (unless
the titles overlap with titles in your Standard or WorldCat Query Collections).
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About your records on the FTP server: How your records are processed
How records are processed for a collection
 After you enable MARC Record Delivery, master records from WorldCat are retrieved for the titles.
 Your customization edits are applied to the records. If applicable, field deletes are processed before the add fields so
that we don’t inadvertently delete the fields you are adding to the records.
856 fields are processed as follows:
 For Standard Collections, existing 856 URLs are deleted and your URLs from your WorldCat knowledge base
are added.
 For WorldCat Query Collections and/or titles you have set holdings on in WorldCat, 856 fields from the
WorldCat record are used, edited as you defined. If a title is also in your knowledge base in a collection that
has MARC Record Delivery enabled, the 856 field from your knowledge base is used.
 For titles you have set holdings on in WorldCat that are not in a Standard Collection or a WorldCat Query
Collection, the proxy URL is not applied. Other processing options do apply (delete fields, delete subfields,
add fields, etc.).
 For LHRs, processing options do not apply but apply to the bibliographic records to which they are attached.
 OCLC outputs the MARC records to your library’s folder on the OCLC Data Exchange Server where your library can
access them via FTP/SFTP. Files are available approximately 48 hours after MARC Record Delivery is enabled.
 As new titles are added to collections, titles are updated, or titles are deleted from collections, you will receive the
records you need from OCLC to upload to your local ILS system.
Automated Retrieval
Some libraries use a FTP client or a custom script to monitor their folder on OCLC’s server and to automatically transfer
new files to a location at their library. Records can then be loaded automatically to their ILS.
Retention—Files are retained on the server for 90 days.
Delete Records: Record Status Code—Delete records contain Record Status code “d” in the leader. Delete records are
also output in a separate file.
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Find help, support, and training:
WorldShare Metadata Collection Manager support page:
http://www.oclc.org/support/services/worldshare-metadata/collectionmanager.en.html
WorldCat knowledge base support page:
http://www.oclc.org/support/services/knowledge-base.en.html
OCLC Support: Find the Contact information for OCLC Support in your region:
http://www.oclc.org/support/contact-support.en.html
For help with your credentials or to request additional credentials for staff, please contact OCLC Order Services:
orders@oclc.org
The following OCLC product and service names are trademarks or service marks of OCLC Online Computer Library Center, Inc.: Fi rstSearch, ILLiad, OCLC, WorldCat,
WorldCat Resource Sharing, WorldShare, WorldShare Interlibrary Loan, WorldShare License Manager, WorldShare Management Services, WorldShare Platform and
“The world’s libraries. Connected.” In addition, the WorldCat symbol and OCLC symbol are service marks of OCLC. Third-party product and service names are trademarks or service marks of their respective owners. OCLC grants permission to photocopy this publication as needed. ISO 9001 Certified. 1308, OCLC
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