MIGRATED TO ONEDRIVE: WorldCat Data Sync workflow (Current)

Sending files

In Alma, go to Admin > Manage Sets
Find logical, public set 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

[HT: skip this step] - Remove records with existing 079s. These should be processed separately.
- File>>Select records for edit
- 079>>Import file
- Search for: Display field not found
- 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 > Field edits > Find records containing duplicate tags:
  - 035$a(OCoLC)
  - 997$c
Run validation, fix errors, and save the file
- Tools > Validate MARC records using local validation file
Compile into a MARC file (Funnel icon) using naming convention: 1024500.teu.YYMMDD.mrc
Update the tracking spreadsheet
Send file via FTP (/metacoll/in/bib).
Admin > Run a job > Records sent to WorldCat - waiting on sent file

Loading files

Holly 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 beginning 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
Go to Admin > Run a job and select Post-load for WorldCat data sync (TEU)
View the report and fix any issues

OCLC holding symbols

Code	Library(s)
TEU	Ambler, Blockson, Charles, DSS, Media Services, Remote Storage, SCRC
tulaw	Law
TMY	Ginsburg
QBA	Podiatry

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.

TEU search algorithm

Physical titles - WorldCat has catdate AND has inventory AND unsuppressed (All) - OCLC holding libraries only - Logical

Brief Level contains keywords "10" AND

Has inventory equals "Yes" AND

Tag Suppressed (Title) equals "No"

Holding Library = See above

Filter by WorldCat batch processing filter (TEU no WCAT)

rule "997.d.TEU and not exists 997.e.WCAT"
when
(exists "997.d.TEU") AND
(not exists "997.e.WCAT")
then
set indication."true"
end

Processing schedule

2nd and 4th Friday of the month

Helpful Links and Files

Workflow tracking spreadsheet

MarcEdit task - OCLCbatch_presend (download)

MarcEdit task - OCLCbatch (download)

MarcEdit local validation file (download)

Collection Manager login

Data Sync collections

Collection ID	Collection name	Purpose	Note
1024500	Batchload (P010869)	Manual batchload of Paley+ holdings	Was project P010869
1013302	P012765 (Marcive)	Holdings set by Marcive for govdocs	Was project P012765

Browser not supported