Steps for OCLC LHR batch updating
Many libraries in our region have expressed interest in the possibility of batch updating their Local Holdings Records (LHRs) in OCLC. Ideally, library staff would simply create a file of holdings data from their local ILS and OCLC would use that file to update all of the library's LHRs in WorldCat.
While the process may never be exactly that simple, batch updating does offer the possibility of much greater efficiency with the result that Local Holdings in OCLC would be more accurate and ILL requests could be better directed to appropriate libraries, without requiring the staff time needed for manual updating.
If your library is interested in batch updating Local Holdings in OCLC, the following steps will help guide you through the process.
1. Complete the Local Holdings Record Updating Service Order form with OCLC.
Contact Dave Linton or Cecelia Boone at the Minitex office to let them know you are beginning this process and if you need any help with the OCLC forms.
Note: the Order form includes a section for setting up an EDX account. Each library must have an EDX account to send their file of local holdings data to OCLC for batch processing. If your library already has an EDX account with OCLC, you do can use that account.
Also, if your holdings have not been maintained in OCLC, or if you want the batch process to "start fresh" and remove old LHR records, you may request a scan/delete of your existing Local Holdings Records (LHRs). See the OCLC Overview of LHRUS document or contact Dave Linton or Cecelia Boone at the Minitex office if you think this may be a good option for you. You should not need to process a scan/delete with every update of your LHRs.
When you have submitted the Local Holdings Record Updating Service Order form, you will receive a project ID# from OCLC. This number is important and will be used to identify the input files you send and the reports that OCLC produces at each phase of the project.
2. Create or extract a file of Local Holdings information from your local catalog or ILS system. For most libraries, this is the most difficult step. OCLC needs certain information in this file, and the processing can even require that certain fields or subfields be properly ordered within an entry in order to creat accurate LHRs.
See the guidelines and project specifications on the OCLC website before you send your file of holdings data from your local system.
NOTE: Libraries in MnPALS can use a set of programs and fixes created by MnPALS to extract holdings data for serials records from Aleph and to arrange the data into a file that OCLC can work with. They have successfully completed a pilot project with Inver Hills Community College and are now working with other libraries. Contact the MnPALS office for documentation and support of this process.
3. When you send your file of holdings data to OCLC, they will work with you to make sure the file meets their requirements and is ready for processing. For example, some values in the LHR may need to be set to default values, collection or location codes may be translated to OCLC Hld Lib codes, etc. If there are problems with records in the file, OCLC will send you a report identifying them by OCLC number.
OCLC does charge a processing fee (approximately $300) for this step, but this is a one-time fee, unless you make changes to the format of the holdings data in your file.
4. Before your data is processed, you will receive a LHRUS Batchload Project Definition and Holdings Translation Table, which describes your specific project and notes any defaults that have been assigned, etc. When you approve this Project Definition, the batch update will proceed, so make sure you are satisfied with the process and results it describes.
NOTE: If you want to see how your holdings stand in OCLC at any time, you can order a Local Holdings Offline Product (LHOP). The LHOP file is free and gives you a snapshot of all your Local Holdings Records in OCLC on the date it was run.
See the MULS web site, or contact Dave Linton or Cecelia Boone in the MULS units at Minitex for more information and a link to the LHOP order form. Minitex also has a utility for using with the LHOP file, which might make it more convenient to read and use.
(Learn more about LHOP in our blog post dated 2/15/2008 and about the LHOP utility in our post from 8/1/2008.)