OCLC Batch-Loading Holdings Instructions

Important Notes:

  • There are three different OCLC symbols for Baylor's libraries: BLW for the Law School Library, BLR for the Nursing LRC, and IYU for the main libraries, fine arts, and the special collections. You need to log-in to Connexion with an authorization associated with the OCLC symbol that you want holdings changed for. (IYU associated log-in to change IYU holdings; BLR associated log-in to change BLR holdings, etc.).
  • If a library with a different OCLC symbol already has a code in the local Update field, do not replace it with your code. Instead manually update your holdings in OCLC for that title.
  • OCLC advises that you do not use this process for 2500 or more records at a time. If you have 2500 or more records needing OCLC holdings updated, you will need to break it into two or more smaller files.

Instructions:

  1. Run a review file to gather all the records with the local Update code desired (records needing OCLC holdings either added or removed).
  2. Sort the review file by OCLC # (which brings to the top any records lacking an OCLC #).
  3. Look at the contents of the review file and fix any problems (see below). You can either go record by record through the review file, export the pertinent fields to an Excel file, or use the toggle feature in Global Update (if you have the system permissions).
  4. Potential Problems to Look For:

    1. Records that do not have an OCLC #. If the number cannot be determined and added, delete those records from the file. Change the update code in the bib to "-".
    2. Numbers that are obviously not OCLC #s (have a dash, other punctuation, etc.). Remove or re-tag in bib record as necessary.
    3. Records that have more than one 001 field (check second # to see if OCLC # and if so, for what title). Remove or re-tag as necessary. (This will be readily apparent in the exported text file as two OCLC #s on the same line with a semicolon between them).
    4. Records where the wrong Update code was used. Ex: Law accidentally used the u' Update code (IYU libraries are not using that record).

    When removing OCLC holdings, also be on the look-out for:

    1. Suppression and withdrawn issues:
      1. Bibs that still have active (non-suppressed) item records attached for your library should not be suppressed, whether the active item records are for your library or for another library. If your holdings should not be removed, change the Update code and remove it from the review file.
      2. If all the items are suppressed and withdrawn, the bib should also be suppressed.
      3. Withdrawn item records should have both the Icode2 and the Status fields coded correctly.

    2. Older records and/or Shared records: Be careful with these, as we did not always have distinct procedures set up for each of the three different OCLC holdings codes.
    3. For example, for some Nursing LRC records it is not known whether holdings were set for IYU or for BLR. These records will have to be checked individually in OCLC, and if held by BLR, you can remove holdings manually. If held by IYU (and no IYU library actually has that title), someone from IYU will have to remove those holdings.

  5. Once any problems are resolved, in Millennium's Create Lists, select your review file, then click on Export Records. Specify the 001 field and select 'none' for the Text Qualifier. Save the file to your computer (Desktop, My Documents, or wherever).
  6. Open up the text file and remove the 001' at the top. Make sure that a single OCLC # is on each line and there's no punctuation before or after the OCLC #. (If there are two OCLC #s on the same line with a semicolon between them, that means that record has two 001 fields-go back and correct these). Save the file.
  7. Log-in to Connexion. Under the Batch menu, select Holdings by OCLC number.
  8. Click Browse and locate the saved text file. Click on Import, and it will add all the #s from the text file to the white text box on the left. It will ask you if you want to delete your original import file. Choose no'; this will leave the text file as it is on your computer (you can delete once you make sure everything has been successful).
  9. Select Update Holdings or Delete Holdings from the Action options and click on OK (it will group the processing of the #s into groups of 25).
  10. When completed, a report will appear on the screen. Make sure the # of successful actions matches the number of records in your review file. Spot check a few in Connexion to make sure that holdings have been set or removed. (Connexion does not save the report, but you can print or copy data from it before closing it).
  11. In III, change the Update code in the bib records in BearCat using Rapid Update.
  12. Empty your review file and delete the text file of OCLC #s.

Troubleshooting:

  • To successfully delete OCLC holdings, the batch option setting for "Deleting attached LHRs when deleting holdings" needs to be checked or the Delete Holdings action will fail. (To see this go to the Tools menu->Options->Batch tab).
  • If you get an error message about your authorization or password being incorrect, go to the File menu->Local File Manager->Authorization then add your OCLC authorization and password. If for some reason you need to change holdings for more than one OCLC symbol, you will need to change the authorization associated with the Local File to the one you want to work with at that time (or ask someone at the other institution to update the holdings for you).

Document created 7/12/07, last updated 8/8/07