WorldCat Data Sync workflow

Note: Rome and Japan do not have OCLC accounts and their records do not get loaded into WorldCat. Both Law (tulaw) and Health Sciences (HSL=TMY; Podiatry=QBA) have their own OCLC accounts and their holdings are not currently included in this workflow.

Sending files

• In Alma, go to Admin > Manage Sets
• Find WorldCat has catdate AND has inventory AND unsuppressed (All)
• Filter using WorldCat batch processing filter (TEU no WCAT) and name the resulting set so that it can be easily identified
• Go to Admin > Run a Job > Export Bibliographic Records
• Find the resulting, filtered file and export it
  • Physical format: Binary; all other settings remain at default
• Download and open in MarcEdit. Be sure UTF8 is selected under Default Character Encoding when using MarcBreaker.
• Remove records likely in the revision queue.
  • File>>Select records for edit
  • 997$a>>Import file
  • Use regex + YYYYMMD[D-1].|YYYYMMDD.
    
  • Invert selections
  • Export selected
• Remove duplicate records  LF: not sure why there are duplicates
  • Tools > Record deduplication
    • Control field: Field/Subfield = 001
    • Dedup Keeping: first
    • Options: Remove duplicate items
• Run the task OCLCbatch_presend
• Find duplicate 035s and 997s and edit/clean appropriately
  • Edit > Edit shortcuts > Find records containing duplicate tags: 
    • 035$a(OCoLC)
    • 997$c
• Run validation and fix errors
  • Tools > Validate MARC records using local validation file
• Compile into a MARC file using naming convention: 1024500.teu.YYMMDD.mrc
• Update the tracking spreadsheet 
• Send file via FTP
  • Host: ftp2.oclc.org
  • Username: teu
  • Password: cwD14lnd
  • Path: metacoll/in/bib
• Admin > Run a job > Records sent to WorldCat - waiting on sent file

Loading files

• Leanne and Molly receive email updates from OCLC when certain processes are completed. The email that indicates files are ready has the subject: 

  TEU -- The report (Bibliographic Record Processing Summary -- Data Synchronization) you requested for DATE

• Files are retrieved via FTP (see above) from /metacoll/reports and will begin:
  • metacoll.TEU.datasync.1024500-1024500
• Download all files and open the .mrc file in MarcEdit. Be sure UTF8 is selected under Default Character Encoding when using MarcBreaker.
• Run the task OCLCbatch
• Compile into a MARC file, but add "_load" at the end of the filename so it doesn't overwrite the original file from OCLC.
• In Alma, go to Resources > Import and run WorldCat data sync overlay
• "Select file" and attach the _load file from above and then Submit
• View the report and note any issues
• Go to "Bibliographic records imported", Total records imported and Create itemized title set

• Go to Admin > Run a job and select Post-load for WorldCat data sync (TEU)

• Select the set created above