batchloading presentation

Batch Processing Overview(for Texas Navigator group)For audio please call :1-866-699-3239 Event number: 712 609 803

Batch Processing Overview(for Texas Navigator group)For audio please call :1-866-699-3239 Event number: 712 609 803

Defining Process and Selecting Projects & Output

April 9, 2023

AgendaAgenda

•OCLC “basics”

•Review Common Types of Batch Processing

•Explore Options for OCLC number return

•Ordering Options

•Process Workflow

•Questions

ObjectivesObjectives

•Understand OCLC Holdings and Control Numbers

•Identify the project type appropriate for my library

•Identify the best output option(s) for my library

•Follow the basic OCLC Batchload process

•Submit an online Batchload Order Form to OCLC

•Access Batchload documentation

Some OCLC “basic”Some OCLC “basic”

• OCLC Control Numbers

• Holdings

• OCLC Institution Symbol

• OCLC Holding Library Codes (branch)

Some OCLC “basics”Some OCLC “basics”

OCLC Control Number

Accession Number

FirstSearchFirstSearch

FirstSearch holdings displayFirstSearch holdings display

OCLC Connexion (browser)OCLC Connexion (browser)

Connexion browser holdings displayConnexion browser holdings display

Connexion (client)Connexion (client)

WorldCat.orgWorldCat.org

Common Project TypesCommon Project Types

Type When to use . . .

Reclamation •Holdings not fully maintained in WorldCat

•Cannot identify when to set/cancel holdings

•Need to sync WorldCat holding with OPAC

Retrospective •Holdings gaps in WorldCat

•OCLC control-number gaps in local OPAC

Ongoing batchload •Keeping things up-to-date moving forward

Other processesOther processes

• Symbol Flips

• Branch Level Scoping (full WorldCat Local only)

• Local Holdings Records Updating service (LHRUS)

• Create LHRs from Bib Data (BHR processing)

Batchload OutputBatchload Output

Batchload

Project

Cross

Reference

(XREF)

Report

Library

Records

w/ OCLC

Numbers

Full

OCLC-MARC

Records

Cross Reference ReportCross Reference Report

•Two-column text file

•Matches OCLC numbers to numbers in 001 of incoming files

OCLC XREF REPORT OCLC Submitted Control # 001 Field 13385800 .b12306162 4150423 .b12722509 35676221 .b18265662 472459423 .b1961309x 472459432 .b27839473 31771726 .b29816646

Your Records w/ OCLC NumbersYour Records w/ OCLC Numbers

•OCLC number merged into 035 $a with “(OCoLC)” prefix*

Example:

Default format*

035__|a(OCoLC)110766

035__|a(OCoLC)5587

035__|a(OCoLC)229024757

Full OCLC-MARC Records*Full OCLC-MARC Records*

•Merged local fields into copies of OCLC-MARC records

•OCLC numbers in 001 prefixed with ocn or ocm

•OCLC number in 035 $a prefixed with “(OCoLC)”

•Custom post-processing is possible

Example:

001 ocm00576136

035 |a(OCoLC)576136

* Unlike the first two output options, there may be costs associated with producing full OCLC-MARC records.

Batchload Project ProcessBatchload Project Process

•Step 1: Ordering (Library)

•Step 2: Submitting Files to OCLC (Library)

•Step 3: Pre-processing/Matching (OCLC)

•Step 4: Reports and/or Record Output

Step 1: Ordering Step 1: Ordering

To initiate a Batchload project & obtain a Project ID, complete an order form.

Online Service Center (OSC):

or

“Old” Batchload Order form:

Step 1: Ordering from OSCStep 1: Ordering from OSC

Criteria for OSC form:

• Setting holdings single (1) OCLC institution symbol

• Bibliographic data is MARC21 (MARC8 or UTF8 encoded)

• Do NOT need OCLC-MARC record return

Automated workflowAutomated workflow

• Automated messaging: Project ID

• Standard setup created based on order criteria

• Project Active upon file receipt

• Standard output options are acceptable

http://www.oclc.org/servicecenter http://www.oclc.org/us/en/support/documentation/batchprocessing/using/

checklistfororderingBib.pdf

Step 1: Ordering via “old” Batchload Order formStep 1: Ordering via “old” Batchload Order form

Criteria for “old” Batchload Order form:

• Group batchload (setting multiple OCLC Institution Symbols based on library identifier within record)

• Non-MARC input data

• OCLC MARC Records return

Manual WorkflowManual Workflow

• Project logged manually, Project ID e-mailed

• Files Queued for Database Specialist Evaluation

• Translation Table work for Branch Holdings/Groups

• OCLC MARC output: local data mapping requirements

• If Non-MARC, script to convert to MARC

• Custom processing setups

•https://www3.oclc.org/app/batchload/

Step 2: Submitting Files to OCLC Step 2: Submitting Files to OCLC

• Electronic Data Exchange (EDX)Electronic Data Exchange (EDX)• Account created for Institution Symbol

• Distinct User Name & Password

• FTP

• Larger files (up to 90,000 records each)

• OCLC Product Services web (PS Web) • Web application

• Log on with OCLC autho/password (Connexion, FirstSearch, ILL)

• Upload in browser

• Smaller files (fewer than 40,000 records each)

Step 2: File submittalStep 2: File submittal

•DATA file (contains MARC records)

DATA.D091101

•LABEL file (plain text file about the DATA file)

LABEL.D091101

DAT 20091101000000.0RBF 85950DSN DATA.D091101ORS XYZFDI P012472

Step 3: Pre-Processing Step 3: Pre-Processing

OSC orders Manual process orders

Project Status: Active Project Status: Evaluation

Files submitted upon receipt Files go into Queue for eval/setup

Translation Table creation/verification

Local Data mapping requirements for OCLC MARC output

Setup according to OSC form Setup created by DB Specialist

Standard Matching/Qualifiers applied

Matching Options/Qualifiers can be adjusted if necessary

Own Record Return/Standard Options

Own Record Return/additional options

Reports on PS Web Reports on PS Web or via Email

Step 3: Record Matching Step 3: Record Matching

Separate matching categories:

(1) OCLC Number matching

(2 ) Other Unique Key matching

(3) Extended Matching

Qualifiers available for each category:

(1) Language of Cataloging (040 $b)

(2 ) Date of Publication (from Fixed Field)

(3) Derived Title Key (from 245, 246 & 247)

(4) Material Type (Book, Electronic Resource, VHS, Score, etc)

Step 4: Reports and/or RecordsStep 4: Reports and/or Records

• Batchload Processing Summary

• Cross Reference Report

• MARC Record Output

• Own Records with OCLC# merged

• OCLC MARC Records with local fields merged

• Other MARC record files including,• UNRES• DUPS• DESL

Vendor Records Vendor Records

Do you have rights to redistribute?

If not, have you asked for permission?

http://www.oclc.org/us/en/worldcatlocal/support/vendor.htm

WCLVendorRecords@oclc.org

Documentation Documentation

Batchload Solutions for Bibliographic Records

“Quick Reference guide”

http://www.oclc.org/support/documentation/batchprocessing/using/bibbatchsolutions.pdf

Batch orderinghttp://www.oclc.org/support/forms/batchprocessing/default.htm

General Batch processing Documentation http://www.oclc.org/support/documentation/batchprocessing/default.htm

Matching Overview http://www.oclc.org/us/en/support/documentation/batchprocessing/using/

record_matching/record_matching_overview.pdf

Questions?

OCLC Consultative Services

consult-svcs@oclc.org

Feedback!Feedback!

• The “new” OSC order form/process

• Webinar

Joanne Gullo gulloj@oclc.org