[Wactclc-alma] OCLC Streamlined Holdings project

Thu May 12 14:10:46 PDT 2022

Oo! I just realized there's a way you can use Alma Analytics together with the OCLC report to do this without manually comparing the lists!

Create your Alma Analytics report of bibliographic records with Lifecycle = Deleted.

Make sure to include the MMSID as one of fields in the report.

Get the *BibProcessingReport.txt file into Excel (Note: You may have to use the Import function under the Data tab rather than opening it directly in Excel)

Column B will have your Alma MMSID numbers.

Copy everything in Column B.

In Alma Analytics, create a filter for the MMSID field.

Click the magnifying glass icon on the Value line of the Edit Filter pop-up window

(The screenshots below shows the Barcode field, but the same steps work for other fields)

[cid:image001.png at 01D86609.8DB444D0]

Click on the pencil icon on the top right of the Select Values pop-up window

[cid:image002.png at 01D86609.8DB444D0]

Paste in the Alma MMSIDs that you copied from the Excel spreadsheet

Click the OK button at the bottom right of the Edit pop-up window.

[cid:image003.png at 01D86609.8DB444D0]

Whatever is left will be records that were *not* deleted when you sent your file to OCLC but are deleted now.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Elena Bianco
Sent: Thursday, May 12, 2022 12:41
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] OCLC Streamlined Holdings project

Thanks for this info, Kirsti! We just got our report back today after the Alma call, in a case of Good Timing…

The other word of caution I would add to this is a reminder to not do any deletions of bib records until you get the streamlined holdings report back. I somehow missed or forgot those explicit directions from OCLC and we now have some comparing of lists to do – what we deleted vs. what we got back from OCLC, which matches the list I sent two weeks ago.

Elena Bianco, Systems & Technical Services Librarian
Skagit Valley College
2405 E. College Way
Mount Vernon, WA 98273
(360)416-7624

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Thursday, May 12, 2022 12:24 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] OCLC Streamlined Holdings project

Hi folks!  I wanted to let you know about some unforeseen problems we ran into with the OCLC Streamlined Holdings project…

Last week I dug into the report files that OCLC sent and I found out that OCLC didn't always match the WorldCat record number in the bib record we sent them with the same WorldCat record number in the database. (!!!!!!!!!!)

In some cases, OCLC reported a match, but the record they matched us to had a different WorldCat number than one we sent. In some cases, this was because the old record had been merged into a new record. In other cases, the WorldCat record we sent still existed.

We had about 4000-6000 records at *each* library where OCLC matched our bibs to a completely different WorldCat record.

I've since learned from colleagues on the Troublesome Catalogers and Metadata Fairies FB group that OCLC is matching on title + ISBN, instead of WorldCat record number *unless* you specifically ask them to run the Streamlined Holding job using the WorldCat record number as the match point.

I heard from one colleague who asked OCLC to rerun the holdings update job for them because of this and I've requested the same.

I also discovered that OCLC created over 1800 brand new WorldCat bib records for each of my libraries (again, because they weren't matching on the WorldCat record number).

About 70-100 records per library were for print titles. Another 1771 records were triplicate/quadruplicate copies ebooks from a NetLibrary one-time package deal that the Washington State Library brokered back in the early 2000s.  Even though a single ebook existed, OCLC created a separate WorldCat bib record for each library and included the individual proxied URl in each separate bib record.

I've contacted Metadata Quality Control about getting rid of the duplicate bib records.

If you've done the Streamlined Holdings Update project, you'll want to check the Bibliographic Processing Report.

Here's how I identified the records where OCLC matched our bib to a different WorldCat record:

After importing the Bibliographic Processing Report delimited text file into Excel, I created a new column.

I used the Formula "=IF(C2=D2,TRUE)" (where C = the column with the original WorldCat record in the bib we sent and D = the column with the WorldCat record OCLC assigned our holdings to)

Any row where the columns matched had "TRUE"
Any row where the columns didn’t match had "FALSE"

From there I could filter for "FALSE"

I hope this makes sense. Ask away if you have questions!

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

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