Collection Manager: What it is and how libraries use it Tuesday, April 29, 2025 WEBVTT 1 Mindy Tran 00:04:12.280 --> 00:04:21.079 What I'd like to welcome everyone to WorlShare Collection Manager. What it is and how libraries use it. My name is Mindy Tran and I will be leading the session today. 2 Mindy Tran 00:04:24.040 --> 00:04:29.960 This session really will just be a very high level introduction to World Share Collection manager. 3 Mindy Tran 00:04:31.520 --> 00:04:41.760 It's really meant to help you determine what collections to use to manage the metadata for your libraries electronic and or print materials. 4 Mindy Tran 00:04:44.320 --> 00:04:46.480 So in today's session, we hope that. 5 Mindy Tran 00:04:48.160 --> 00:05:08.320 You'll, once at the conclusion of the session excuse me, that you get out of this, the purpose of what world chair collection manager is, being able to identify the use for the different types of collection that will be introduced today. Access and log on to the collection manager interface and navigate it. 6 Mindy Tran 00:05:08.640 --> 00:05:19.280 To see what the interface looks like. And really before you move on to the next part of it, just to become familiar with the interface and what is there. 7 Mindy Tran 00:05:24.880 --> 00:05:37.200 So we'll start off with what is worldchair collection manager. With collection manager, the libraries can manage the metadata for their electronic and put materials at the collection level. 8 Mindy Tran 00:05:40.040 --> 00:05:59.040 Libraries can also output worldcat records for their electronic and print materials. Customize the type of record edits before these records are delivered. Select the format and delivery frequency that you want to receive the records. Select whether to get. 9 Mindy Tran 00:05:59.600 --> 00:06:02.720 Updated Worldcap records when they become available. 10 Mindy Tran 00:06:05.280 --> 00:06:11.960 Libraries also have the option to maintain holdings and worldcap for their electronic encrypt materials. 11 Mindy Tran 00:06:15.480 --> 00:06:31.440 And on here, if your library does not have access to collection manager, you can fill out the request form and obtain access to it. You'll need to have a full catalogging subscription. There are. 12 Mindy Tran 00:06:33.120 --> 00:06:46.680 Exceptions, but for the most part, if you have, if your library has a full cataloging subscription, you do have access to collection manager. However, you'll need to make sure that you request, access to it. 13 Mindy Tran 00:06:53.720 --> 00:07:13.400 Since libraries use collection manager to manage the metadata for their electronic and print materials at the collection level, each collection type is designed to help in different ways. For example, libraries that want to assist users to better find their resources. 14 Mindy Tran 00:07:14.160 --> 00:07:19.080 Use data sync collections to ensure their holdings are represented in Worldcap. 15 Mindy Tran 00:07:22.160 --> 00:07:24.240 Libraries that want to improve. 16 Mindy Tran 00:07:25.640 --> 00:07:36.280 The quality of their local catalog, use worldcap, use query collections to get world cap records based on a set of criteria. 17 Mindy Tran 00:07:40.480 --> 00:07:58.720 Libraries that want to get new print materials into circulation faster use cataloging partner collections to get worldcap records purchased from various material vendors or for material to get worldcat records for materials that you purchased. 18 Mindy Tran 00:07:58.920 --> 00:07:58.960 From. 19 Mindy Tran 00:08:01.120 --> 00:08:02.440 Various material vendors. 20 Mindy Tran 00:08:05.680 --> 00:08:17.320 And for libraries that want to manage their electronic resources, use knowledge based collections to provide access to their libraries electronic resources. 21 Mindy Tran 00:08:21.240 --> 00:08:32.120 And libraries that want to have staff time to say perform other tasks, use worldcap updates to maintain the metadata for their electronic and print materials. 22 Mindy Tran 00:08:34.039 --> 00:08:40.280 We will take a look at, each of these collection types in a little bit more detail. 23 Mindy Tran 00:08:42.000 --> 00:08:42.840 In just a bit here. 24 Mindy Tran 00:08:47.520 --> 00:09:06.840 This is a typical workflow for collection manager. So your library sets up for all collections. The OCLC symbol or review the OCLC symbol for collection manager to use. Enable mark record if you want to receive rural count records. 25 Mindy Tran 00:09:07.320 --> 00:09:17.320 For the different types of collection, whether it's a data sync collection, whether it's a catalogging partner collection or just to get Worldcap update records. 26 Mindy Tran 00:09:19.320 --> 00:09:38.920 Enable worldcat holdings if you want collection manager to maintain your libraries holdings for titles in these collections in Worldcat. And of course if you do enable mark records or worldcat holdings, you want to sign up for a reports so that you can. 27 Mindy Tran 00:09:40.960 --> 00:09:59.640 See what records you're receiving from collection manager or what records, what are in Worldcad have your holdings updated or deleted depending on whether the title is still in the collection or have been removed from. 28 Mindy Tran 00:09:59.800 --> 00:10:20.200 The collection for instance. And then of course on an ongoing basis in the middle here is you either select existing collection that's in collection manager or you create these collections, so that you can get mark records for them or have holdings enabled for them. 29 Mindy Tran 00:10:21.720 --> 00:10:38.040 Collection using collection manager. And with the collections that you select or create, there are collection level settings that you can set for these collections, ok? And it pertains only to those collections. 30 Mindy Tran 00:10:39.800 --> 00:10:43.760 As an on an automated process, once you've set up. 31 Mindy Tran 00:10:45.240 --> 00:11:05.280 The settings for all collections and select the collections or create the collections on an ongoing automated process collection manager will take that the settings that you've put in place to maintain hold your holdings in Worldcat for those collections, deliver Worldcat records and provide the reports for. 32 Mindy Tran 00:11:06.720 --> 00:11:12.360 The records that are delivered as well as the holdings that are maintained in Worldcap on your behalf. 33 Mindy Tran 00:11:18.520 --> 00:11:19.160 Questions about that? 34 Mindy Tran 00:11:22.360 --> 00:11:39.680 So before we go and, take a deeper look into the different types of collections, I'm going to switch my screen over to Firefox here, and let's look at the collection manager interface. So the first thing I wanna do is. 35 Mindy Tran 00:11:42.400 --> 00:11:43.120 To log in to. 36 Mindy Tran 00:11:48.360 --> 00:12:07.800 Collection manager. So my library would have a library specific URL and the same for you, and once I'm here, you'll be asked to log in with the username and password. If you don't have one or forget, you can request a new password here from. 37 Mindy Tran 00:12:07.800 --> 00:12:08.200 From the system. 38 Mindy Tran 00:12:10.440 --> 00:12:16.280 I'll go ahead and put in my username and password I've had it saved, so I'm just gonna go ahead and sign in here. 39 Mindy Tran 00:12:18.800 --> 00:12:35.640 And when I do on the world chat platform since my account has access to various services on the worldchair platform, I, you, that's why you are seeing a lot more option than what you may have, ok? 40 Mindy Tran 00:12:37.680 --> 00:12:42.720 One of the first things is that in order to access collection manager, it's under metadata. 41 Mindy Tran 00:12:44.320 --> 00:13:01.840 And then on the left hand side, if I click to expand collection manager, you'll see most everything that you want to do for collection manager of the different types of collection will be under the collection manager panel. 42 Mindy Tran 00:13:05.520 --> 00:13:23.680 You'll be able to search by the specific data type. Is it the collection that you're searching for title or do you want to search by provider? You want to search the activity history, what has been done with your, the different collections that's in your collection manager. 43 Mindy Tran 00:13:24.040 --> 00:13:43.400 Instance or you maybe looking for specifically data sync collections. You can also depending on the data type, you can also limit the scope, maybe you only want to get those, look for those collections at your library have selected or created or. 44 Mindy Tran 00:13:44.520 --> 00:14:04.560 All collection doesn't matter the whether they've been selected or not by your library or maybe you want to narrow it to just only those collections that haven't been selected. So you can do that. I'm gonna go ahead and just for my selected collection, the search term, you. 45 Mindy Tran 00:14:05.400 --> 00:14:13.720 If you know what you are searching for. So if let's say I'm searching for a collection with the EPSCO, I can type that in. 46 Mindy Tran 00:14:16.440 --> 00:14:18.640 And say, execute that search. 47 Mindy Tran 00:14:27.320 --> 00:14:30.440 Create a collection and we'll revisit and we'll visit. 48 Mindy Tran 00:14:31.800 --> 00:14:38.520 The create a collection a bit here in the session. This is where you will go in and create new collections. 49 Mindy Tran 00:14:41.280 --> 00:15:00.600 Title work, this is where if you have, instead of doing one at a time in the interface, it really is an area where you can actually go in and add titles to this work list and then be able to select them all at one time or re. 50 Mindy Tran 00:15:00.600 --> 00:15:16.160 Remove your select deselect them at one time. But instead of doing it one at a time, you just basically are adding it to the title work list and then performing that action on all of those titles at one time. 51 Mindy Tran 00:15:18.680 --> 00:15:29.240 Institution settings, I'm gonna click on that here and this is where you customize collection manager, and this would affect all collections. However. 52 Mindy Tran 00:15:30.680 --> 00:15:43.480 Where settings that only pertain to specific types of collection, it will be called out, and we'll take a look at that when specifically when we look at mark record settings. 53 Mindy Tran 00:15:48.240 --> 00:16:00.240 One thing I want to show you that is not under the collection manager panel is my files and this is where you can upload files to OCLC for data sync collections or. 54 Mindy Tran 00:16:02.120 --> 00:16:22.320 You can download files of mark records, for instance, if you've set up mark record delivery and there are files of records ready for you to download so that you can import them into your local catalog or send them off to be imported elsewhere, ok? 55 Mindy Tran 00:16:30.200 --> 00:16:31.480 Questions about this so far? 56 Mindy Tran 00:16:36.600 --> 00:16:48.160 As you are working with within collection manager and if you need help to find more information on the different collection type or how to perform a particular. 57 Mindy Tran 00:16:50.760 --> 00:17:11.120 You can use the help feature and to do this from within the interface on the top right here, you'll see the menu need help. If you click on the down arrow here and click on general help, it will take you out to the OCLC support site. And from here you can access the online documentation. 58 Mindy Tran 00:17:11.319 --> 00:17:18.240 And help for the service in this case for collection manager, you'll want to click on metadata services. 59 Mindy Tran 00:17:22.560 --> 00:17:26.280 Then select world chair collection manager. So. 60 Mindy Tran 00:17:28.840 --> 00:17:46.840 And navigate down the page to find the different, what, the category that you want to view the help for or if you're unsure, here you can click on choose your manager collection manager workflow and it will. 61 Mindy Tran 00:17:49.080 --> 00:17:51.600 Say you want to find all of the help. 62 Mindy Tran 00:17:53.400 --> 00:17:57.400 For how to use knowledge base collection and metasearch content or. 63 Mindy Tran 00:17:59.200 --> 00:18:19.520 Pull together all the help for knowledge based collection, you can click that from here or if you scroll down, this page just a little bit. If you're unsure if your workflow, let's say you need to synchronize your libraries holdings in your local catalog with Worldcat, then you can click and it's telling you that data sync is. 64 Mindy Tran 00:18:19.800 --> 00:18:24.400 Probably the collection that you may want to be looking at, ok? 65 Mindy Tran 00:18:26.240 --> 00:18:36.720 When you're done with the help, you can close out the tab or the window that it opens up in, in your browser and you're back in the interface and working with collection manager again. 66 Mindy Tran 00:18:50.000 --> 00:19:07.640 So let's now, talk about the different types of collections and how each can be used to manage your libraries electronic and print materials. Let's start with Worldcap data sync collections. 67 Mindy Tran 00:19:08.960 --> 00:19:17.240 These allowed libraries to maintain their holdings in Worldcat, including local biblographic data and local holdings records. 68 Mindy Tran 00:19:18.680 --> 00:19:31.200 It also allows libraries to match the brief records from their local catalog to current Worldcat records. How libraries use data sync collection. 69 Mindy Tran 00:19:33.440 --> 00:19:40.760 Varies. It could be the library is new to OCLC and need to add all of its holdings to worldcap. 70 Mindy Tran 00:19:42.920 --> 00:19:54.960 The library's holdings in worldcap are out of date. For instance, holdings information has not been consistently added or deleted when reading materials from your library. 71 Mindy Tran 00:19:57.760 --> 00:20:03.800 The library needs to add holdings to Worldcap for bible graphic records. It obtained from other sources. 72 Mindy Tran 00:20:07.240 --> 00:20:15.960 Maybe the library needs to regularly and efficiently delete holdings from Worldcat as part of an ongoing weeding project. 73 Mindy Tran 00:20:19.720 --> 00:20:23.160 The library needs to update its local holdings records in world cap. 74 Mindy Tran 00:20:26.000 --> 00:20:38.240 The library or the group needs to register its shared print retention commitments in Worldcap. There maybe other reasons that's not listed here or that I haven't mentioned. 75 Mindy Tran 00:20:39.800 --> 00:20:42.600 For using a Worldcap data sync. 76 Mindy Tran 00:20:45.560 --> 00:20:52.280 How this works is that the library creates a data sync collection in collection manager. 77 Mindy Tran 00:20:54.240 --> 00:21:01.320 The library then gathers data from its local catalog and submits the data to OCLC. 78 Mindy Tran 00:21:04.920 --> 00:21:09.280 OCLC reviews the data sync collection and the submitted data. 79 Mindy Tran 00:21:10.880 --> 00:21:14.400 Approve the collection, and then process the submitted data. 80 Mindy Tran 00:21:16.320 --> 00:21:21.640 For ongoing projects, subsequent data submissions will be processed automatically. 81 Mindy Tran 00:21:26.560 --> 00:21:41.200 Once data is processed, the library reviews output files and reports from collection manager, and then as needed, the library repeats the process by submitting new data to OCLC. 82 Mindy Tran 00:21:52.120 --> 00:21:56.640 So let me switch back. To collection manager here and. 83 Mindy Tran 00:21:58.160 --> 00:22:03.520 Under collection Manager panel I'm gonna click on create a collection here. 84 Mindy Tran 00:22:05.000 --> 00:22:16.640 And from here, if you want to or need to create a data sync collection, just select that from the collection type dropdown menu, and then you'll be asked to select a data sync type. 85 Mindy Tran 00:22:18.480 --> 00:22:34.320 For data sync collections, these are determined by the data that you send to oclcs such as, is it biblographic data that you're sending for this collection? Is it local holdings records as well as, is it. 86 Mindy Tran 00:22:35.920 --> 00:22:43.040 Delete world cap holdings at the institution level or to delete your local holdings records from world cap? 87 Mindy Tran 00:22:44.640 --> 00:22:51.120 So once you select the data sync type and click create, now you will be asked to. 88 Mindy Tran 00:22:53.400 --> 00:23:06.360 Create a data sync collection, provide the name under the properties, there are training materials available to walk you through this process. 89 Mindy Tran 00:23:09.680 --> 00:23:11.000 And if I close this. 90 Mindy Tran 00:23:12.760 --> 00:23:19.200 The graphic data information that's being asked, local bible graphic data, if there are any. 91 Mindy Tran 00:23:21.360 --> 00:23:34.440 If you want mark record output specifically for this collection, and the contact information for the person or individual for the individual or individuals that will be. 92 Mindy Tran 00:23:35.840 --> 00:23:36.480 Responsible for. 93 Mindy Tran 00:23:38.360 --> 00:23:38.600 For this. 94 Mindy Tran 00:23:40.960 --> 00:23:49.800 And once you're done, really from here you can submit the collection to OCLC or you can save it if you are still working on. 95 Mindy Tran 00:23:53.720 --> 00:24:00.120 Adding information to this collection that you're not ready to submit this collection to OCLC yet. 96 Mindy Tran 00:24:07.840 --> 00:24:09.080 Generally, when you are. 97 Mindy Tran 00:24:10.440 --> 00:24:30.320 Institution can configure one collection for each type of data to be sent to make it easier to manage the process and maintain up to date holdings at worldcat. In some cases, you may need more than one data sync collection for a data type if there are specific. 98 Mindy Tran 00:24:31.000 --> 00:24:50.760 Processing requirements such as multiple bible graphic collections, maybe one for adding and replacing original records for special collections material and another collection for ongoing regular bipographic data for matching and just setting holdings in worldcap. 99 Mindy Tran 00:25:05.080 --> 00:25:24.320 Libraries use Worldcap query collections to get world cap records to improve the quality of their local catalogs or to maintain group catalogs. Worldcap query collections include a customized set of worldcap records, which libraries can download one. 100 Mindy Tran 00:25:24.720 --> 00:25:31.040 Time or on an ongoing basis. Libraries use query collections to get. 101 Mindy Tran 00:25:32.480 --> 00:25:38.320 Records for titles from a specific provider or on a specific subject. 102 Mindy Tran 00:25:40.160 --> 00:25:43.520 Records for all of the libraries print serials. 103 Mindy Tran 00:25:45.320 --> 00:25:49.480 Records for new titles that may have been added to an open access collection. 104 Mindy Tran 00:25:51.800 --> 00:25:55.720 Records across multiple OCLC symbol could be that. 105 Mindy Tran 00:25:57.640 --> 00:26:11.440 For a shared catalog instead of individual libraries, one person maybe responsible and be able to get the records for all of the libraries that contribute to this shared catalog and. 106 Mindy Tran 00:26:13.560 --> 00:26:17.720 Just have one person get them and load them into the shared catalog. 107 Mindy Tran 00:26:19.080 --> 00:26:23.040 Or records for all of the libraries Holdington Worldcat. 108 Mindy Tran 00:26:28.960 --> 00:26:29.800 So how this works. 109 Mindy Tran 00:26:31.160 --> 00:26:51.040 Is that the library creates a query collection and defines the selection criteria using Worldcat search indexes. Collection manager searches Worldcat to find and retrieve records based on the selection criteria that's been defined and. 110 Mindy Tran 00:26:53.240 --> 00:27:05.720 Delivers the Worldcat records, the libraries then retrieves the files of records and loads these records into its local catalog or shared catalog. 111 Mindy Tran 00:27:13.560 --> 00:27:14.360 In collection manager. 112 Mindy Tran 00:27:17.600 --> 00:27:21.640 Again, under collection manager, we'll create a collection. 113 Mindy Tran 00:27:23.760 --> 00:27:24.320 And this time. 114 Mindy Tran 00:27:26.240 --> 00:27:28.000 You know that you're creating a query collection. 115 Mindy Tran 00:27:33.440 --> 00:27:34.920 And then click create. 116 Mindy Tran 00:27:37.760 --> 00:27:47.440 You'll see that it's a little bit different, but you fill in collection name, and this is where you define the Worldcat selection criteria. 117 Mindy Tran 00:27:53.080 --> 00:28:01.080 And this is if you hover over, it'll give you an example of how you can construct the selection criteria. 118 Mindy Tran 00:28:03.960 --> 00:28:22.800 One of the things that you can do with a query collection is you can define the mark delivery filter so that you can filter by the process say that you want to only from, that has holdings or was processed by connection or by record. 119 Mindy Tran 00:28:23.200 --> 00:28:29.240 Manager, for instance or you can say filter by the date of when the record was created. 120 Mindy Tran 00:28:31.160 --> 00:28:35.920 So that it filters out those records that don't meet, this criteria. 121 Mindy Tran 00:28:40.760 --> 00:28:56.400 And you can define mark record settings specifically for this collection. And when you are done adding information, just click create to add this collection and it will ask you to confirm. 122 Mindy Tran 00:28:58.440 --> 00:28:59.240 The collection count. 123 Mindy Tran 00:29:07.560 --> 00:29:08.440 Questions? So far? 124 Mindy Tran 00:29:22.920 --> 00:29:42.600 Libraries in partnership with OCLC and material providers use world cap calling partner collections to get their print materials into circulation faster. It is intended to help libraries improve cataloging efficiency and get new physical items ordered through participating. 125 Mindy Tran 00:29:43.360 --> 00:29:57.160 Material providers to library users faster. To help libraries make new items visible on the web sooner or by having libraries holdings automatically added to worldcap. 126 Mindy Tran 00:30:00.120 --> 00:30:09.160 To help library save staff time, to allocate to tasks that only library staff can perform such as original cataloging. 127 Mindy Tran 00:30:17.600 --> 00:30:32.920 So how this works, how Worldcat Caligan partner works in collection manager is that the process starts when the library orders materials or sets up an approval plan with the material provider. 128 Mindy Tran 00:30:35.640 --> 00:30:42.480 The material provider sends an electronic list of titles to, to OCLC. 129 Mindy Tran 00:30:44.720 --> 00:31:04.080 Using collection manager, finds the matching records in Worldcat, sets library holdings on these records and customized the records to include additional data such as invoice date, net price, barcode, custom notes, and other local data that's been. 130 Mindy Tran 00:31:04.520 --> 00:31:06.840 Profiled in the collection. 131 Mindy Tran 00:31:09.840 --> 00:31:19.800 And then collection Manager delivers the customized records and report to the library while the provider deliver materials to the library. 132 Mindy Tran 00:31:22.840 --> 00:31:41.680 Now optionally, collection manager can get print ready spine and pocket label files with the library's preferred classification system, call numbers. It could be library of congress. It could be Duee. These files if it's profiled in. 133 Mindy Tran 00:31:42.200 --> 00:31:55.000 The collection, can be sent to your library, to the library or it can be sent to the material provider for shelf ready processing before the materials are delivered to the library. 134 Mindy Tran 00:32:03.120 --> 00:32:04.440 So in collection manager. 135 Mindy Tran 00:32:08.520 --> 00:32:10.720 Again, under create a collection. 136 Mindy Tran 00:32:12.600 --> 00:32:17.840 From the collection type, you wanna select cataloging partner collection and click create. 137 Mindy Tran 00:32:22.040 --> 00:32:34.480 Again, you'll be asked to fill in information like collection name, select the provider from the dropdown, the of the participating material provider from this list here. 138 Mindy Tran 00:32:36.800 --> 00:32:38.840 Account number and collection ID. 139 Mindy Tran 00:32:40.440 --> 00:32:53.280 Will come from the provider. So if you let's say your provider is Baker and Taylor, for this collection, the account number and the collection ID will. 140 Mindy Tran 00:32:55.240 --> 00:33:00.400 Be available or supply to you from the provider. 141 Mindy Tran 00:33:03.000 --> 00:33:11.800 And of course if you have questions, you can hover your mouse over the question mark for explanation for that field. 142 Mindy Tran 00:33:14.920 --> 00:33:29.520 For Worldcap, and then you can go through and set each of these areas worldcat holdings, you can have the holdings set immediately or you can delay it by up to a hundred and eighty days. 143 Mindy Tran 00:33:31.680 --> 00:33:35.480 Mark records specific for this collection, in terms of. 144 Mindy Tran 00:33:36.880 --> 00:33:48.680 Customization for the record, record delivery, labels, this is where if you want a file of print labels to be available to send to your library or sent to. 145 Mindy Tran 00:33:50.400 --> 00:33:55.880 The material provider. If you have special requirements for do we, there's a separate. 146 Mindy Tran 00:33:57.320 --> 00:34:07.560 Area for you to customize, do we call numbers, ok? And when done, click create to add this collection for your library. 147 Mindy Tran 00:34:19.240 --> 00:34:19.720 Questions about this? 148 Mindy Tran 00:34:29.960 --> 00:34:32.480 Whoever is used Worldcat knowledge base. 149 Mindy Tran 00:34:35.919 --> 00:34:52.800 Collections excuse me, to allow other OCLC services that will enable their libraries to provide easy access to electronic resource in search results and services like wallcap Discovery to quickly. 150 Mindy Tran 00:34:55.040 --> 00:35:14.360 Share their electronic resources with other libraries using world chat ILLO for instance, to manage budgeting, ordering and acquisition of their electronic resources using world chair acquisitions. Maybe to control access rights and link resolution. 151 Mindy Tran 00:35:14.680 --> 00:35:35.160 To their electronic resources with license manager or if the library's don't use any of the services that were mentioned or they can develop their own custom solution that would embed their knowledge base collections with using the Worldcap knowled. 152 Mindy Tran 00:35:35.560 --> 00:35:36.040 API. 153 Mindy Tran 00:35:42.880 --> 00:35:58.520 So how Worldcap knowledge base works in collection manager is that the library selects or create knowledge based collections to represent the library's electronic resources. Then collection manager. 154 Mindy Tran 00:36:02.200 --> 00:36:09.680 Set holdings in WorldCat for these collections and then deliver WorldCat records. 155 Mindy Tran 00:36:11.200 --> 00:36:18.040 For these collections and then the library would retrieve the records and load them into their local catalog. 156 Mindy Tran 00:36:20.680 --> 00:36:39.880 Or, and actually if libraries one can have that enabled for the links to these electronic resources show up in Worldcap discovery in Google Scholar or be able to. 157 Mindy Tran 00:36:40.480 --> 00:36:51.840 Have them show up to say that it can be interlibrary loaned in world child ILLO or even Tapasa if libraries have Topasa. If not, if you're using other services, you can. 158 Mindy Tran 00:36:54.840 --> 00:36:58.440 Create the custom solution using knowledge base API to embed the data. 159 Mindy Tran 00:37:08.600 --> 00:37:09.640 How libraries can do this. 160 Mindy Tran 00:37:11.800 --> 00:37:30.400 Is in a couple of ways under collection manager, if the collection one is that to search by collection by title or by provider and to see if the collection exists in the global knowledge base. If it doesn't or the collection is not. 161 Mindy Tran 00:37:31.920 --> 00:37:42.840 Doesn't match what your library purchase or, your library subscription, then your library can create a knowledge base collection. 162 Mindy Tran 00:37:44.520 --> 00:37:52.520 A local knowledge base collection so that you can add the titles to these collections. With knowledge based collection, you do. 163 Mindy Tran 00:37:54.120 --> 00:37:57.160 Are able to add a database only collection with no titles. 164 Mindy Tran 00:37:58.600 --> 00:38:04.840 Or click create, to create a knowledge a new local knowledge base collection. 165 Mindy Tran 00:38:06.920 --> 00:38:22.240 For your library with the linking and the holdings, and once you create the collection after you fill in the information and click create, you will then be able to add individual titles to the collection. 166 Mindy Tran 00:38:35.560 --> 00:38:36.280 Questions about this? 167 Mindy Tran 00:38:52.400 --> 00:39:11.480 Libraries use Worldcat updates to save time maintaining metadata for electronic and print materials and to ensure that their users can find and access their content. For example, let's say a library has profiled catalogging. 168 Mindy Tran 00:39:11.640 --> 00:39:16.600 Partner collections to deliver less than full level records. 169 Mindy Tran 00:39:17.920 --> 00:39:38.200 Worldcat updates can deliver updated full level records when they become available. Or a library has selected or created knowledge based collections and now these collections have changed. Workhap updates can deliver records when titles have changed, new title. 170 Mindy Tran 00:39:38.520 --> 00:39:46.320 Have been added to the collections or titles have been removed from the library selected knowledge base collections. 171 Mindy Tran 00:39:53.080 --> 00:40:13.400 So how Worldcap updates works in collection manager is that the library sets Worldcap updates criteria in collection manager. For instance, the library chooses whether to only get records based on changes to specific types of collections. The library. 172 Mindy Tran 00:40:13.600 --> 00:40:18.160 Also has the option to choose none to not get updated Worldcap records. 173 Mindy Tran 00:40:22.840 --> 00:40:37.480 As changes to the Worldcap records meet the library's world cap updates criteria, the system delivers updated Worldcap records and applies record customizations to these records. 174 Mindy Tran 00:40:39.880 --> 00:40:46.200 And then the library downloads the files of these records and loads them into its local catalog. 175 Mindy Tran 00:41:02.880 --> 00:41:14.080 We'll take a look at how to set up Girlcat updates in just a second when we go in and look at setting up mark records for all collections. 176 Mindy Tran 00:41:16.400 --> 00:41:17.560 Are there any questions about. 177 Mindy Tran 00:41:19.040 --> 00:41:22.760 What we've covered so far in the different types of collections. 178 Mindy Tran 00:41:24.920 --> 00:41:25.320 Just now? 179 Mindy Tran 00:41:30.640 --> 00:41:50.120 I have a general collection question. When one activates a collection is specifically epscodes medline ultimate, does the various title availability, for example, bronology available twenty twenty two to twenty twenty five displayed to other libraries when they. 180 Mindy Tran 00:41:50.880 --> 00:42:09.800 Requesting an ILL article from right nowlogy? We have a high level of unfilled ILO requests from titles in metline ultimate, which is why I'm asking. When you select titles or when you've activate the collection, you also wanna make sure. 181 Mindy Tran 00:42:12.480 --> 00:42:26.760 You have deflection policies in place, and I believe for worldshire ILLO, there are training content like videos and, as well as online. 182 Mindy Tran 00:42:28.720 --> 00:42:43.560 Instructor led classes that talk about ILO deflection so that you maybe able to deflect some of the ILO requests that you don't want for titles in specific collections. 183 Mindy Tran 00:42:45.520 --> 00:42:47.360 Did that answer your question. 184 Mindy Tran 00:42:49.920 --> 00:43:04.160 So it may help cut down on the level of unfilled ILL requests. The other thing is that you activate the availability of the collection, but you also can control whether. 185 Mindy Tran 00:43:06.440 --> 00:43:15.160 That collection is available for inter library loan or not and that is through setting up deflection policies or ILL policies. 186 Mindy Tran 00:43:37.800 --> 00:43:39.640 Great question. Any other questions? 187 Mindy Tran 00:43:49.240 --> 00:44:09.720 As I mentioned earlier in the session, collection manager enables libraries to also get mark records for collections they created or selected as well as have their holdings maintained in Worldcat. However, depending on the types of collections, the libraries have created libra. 188 Mindy Tran 00:44:10.240 --> 00:44:20.280 Want to consider how marked record settings may or may not affect the records they receive from collection manager. When you're. 189 Mindy Tran 00:44:21.880 --> 00:44:26.120 Creating multiple collections or multiple types of collections. 190 Mindy Tran 00:44:30.840 --> 00:44:46.240 Libraries can choose to have collection manager set holdings in world cap for titles in their knowledge base or catalogging partner collection. Collection manager will maintain holdings in world cap for these. 191 Mindy Tran 00:44:49.400 --> 00:44:52.720 As it's been profiled. This is keep in mind that. 192 Mindy Tran 00:44:54.880 --> 00:45:10.360 Turning this on is for all collections, but on a collection by collection basis, you can say no, you do not want holdings added or maintained for a titles in a particular collection, and that can be done at the collection level. 193 Mindy Tran 00:45:18.920 --> 00:45:37.400 For mark records, you will need to just enable it once and once you say yes, then you'll be able to go in and set up customized records as well as war cat updates, setting up record delivery, and catalogging partner option. 194 Mindy Tran 00:45:39.960 --> 00:45:41.920 All collections for your institution. 195 Mindy Tran 00:45:48.000 --> 00:45:51.320 Let me switch my screen back to collection manager here. 196 Mindy Tran 00:45:52.840 --> 00:46:00.480 And I'm gonna go ahead and close all these tabs here. So, first off, under institution settings. 197 Mindy Tran 00:46:03.160 --> 00:46:15.560 Very quickly, this is worldcat holdings is where you enable this. For the very first time default is no. And you only need to enable this once. 198 Mindy Tran 00:46:17.400 --> 00:46:20.640 And then you can control collection by collection. 199 Mindy Tran 00:46:23.720 --> 00:46:28.600 Each collection that you select or each collection that you create in collection manager. 200 Mindy Tran 00:46:33.080 --> 00:46:44.360 Under mark records, this is where you enable mark records so that you can get those Worldcap records. It's already been enabled. So once it's been enabled, then. 201 Mindy Tran 00:46:46.560 --> 00:46:50.320 These tabs are lighted up so that you can make the customization. 202 Mindy Tran 00:46:52.280 --> 00:46:56.760 Worldcat updates, that's the first I'm gonna show you, and this is where. 203 Mindy Tran 00:46:58.680 --> 00:47:07.040 You can control what update options. None, you don't want to get any world cap records, updated records. 204 Mindy Tran 00:47:08.560 --> 00:47:10.080 You will still get. 205 Mindy Tran 00:47:12.200 --> 00:47:31.960 A record if the OCLC, let's say an OCLC record has been deleted and moved the information moved to another OCLC record, even if you select none, you will still get a notification or be so that you know that the record, that you had you're. 206 Mindy Tran 00:47:31.960 --> 00:47:38.080 Holdings on doesn't exist in Worldcat anymore. It's now moved to this other record, ok? 207 Mindy Tran 00:47:39.920 --> 00:47:49.800 You don't really have to do anything. It's just moving the record over the Ocelsi number will still be maintained in the record that's been moved to. 208 Mindy Tran 00:47:51.280 --> 00:47:55.040 Or you can say the option you have is you want to get. 209 Mindy Tran 00:47:57.440 --> 00:48:02.680 Updated records for knowledge based and query collection or or maybe for everything. 210 Mindy Tran 00:48:05.880 --> 00:48:17.080 And of course, once you select the option that you want, it'll ask you the OCLC symbol. Maybe you have multiple, and then you can set up the condition. 211 Mindy Tran 00:48:18.920 --> 00:48:38.880 For the, to meet, so if the update meets your con these conditions, then a record will be delivered. What to include and what to exclude? Okay, if it doesn't meet your criteria here, then you wouldn't get a record delivered for that update. 212 Mindy Tran 00:48:41.880 --> 00:48:58.400 So if you have, let's say an example that we always is that for five oh five content note, if you've set it up to include a worldcat update record, if the five oh five content note has been. 213 Mindy Tran 00:49:00.000 --> 00:49:04.160 Has been added for instance for to a record that didn't have before. 214 Mindy Tran 00:49:05.480 --> 00:49:23.720 Then you will, it wouldn't say meet the criteria that you set up, you'll get an updated record delivered and you can download and import that into your local catalog with the updated, the, with the five updated record that includes the five oh five content note. 215 Mindy Tran 00:49:34.200 --> 00:49:46.400 Under customized records, this is where you can customize fields to be deleted, sub fields to be deleted or fields to be added or sub fields to be added to. 216 Mindy Tran 00:49:48.000 --> 00:49:48.160 Records. 217 Mindy Tran 00:49:49.680 --> 00:49:55.680 For all collections. So, the reason why delete fields are first is that. 218 Mindy Tran 00:49:57.480 --> 00:50:14.960 Collection manager will go in and delete fields that you don't want or sub fields that you don't want from the record before it adds fields or sub fields to the record so that it won't inadvertently add fields and then go back in and delete fields. Okay. 219 Mindy Tran 00:50:18.200 --> 00:50:36.920 There are some as you scroll down, there are some settings or come, some customization that is specific to the type of collection only. For instance, this one, if you customize this, it will only be added to titles that are knowledge base, knowled. 220 Mindy Tran 00:50:37.320 --> 00:50:38.840 Collection titles. 221 Mindy Tran 00:50:41.120 --> 00:50:56.720 Or you may include data for into you may decide that you want to have local holdings records interleave with the graphic record or have your local data also be added in the mark records that are delivered. 222 Mindy Tran 00:50:59.240 --> 00:50:59.920 Record delivery. 223 Mindy Tran 00:51:02.560 --> 00:51:05.120 You can select the format frequency. 224 Mindy Tran 00:51:07.280 --> 00:51:27.400 For this, for, and this is applicable across all collections in collection in your collection manager instance. But on a collection by collection basis, you might say for one or two collection instead of having mark records say delivered daily, you only want those delivered monthly. 225 Mindy Tran 00:51:27.600 --> 00:51:28.680 Or quarterly. 226 Mindy Tran 00:51:32.080 --> 00:51:49.320 You can have specify your file output to be set, to have serials or file delivered separately or files for Worldcap updates to be delivered separately. If you don't specify. 227 Mindy Tran 00:51:50.720 --> 00:52:03.680 All of the records will be just in one file, like all new records will be in one file, all update records will be in one file, with no differ, no separate, no separation, ok? 228 Mindy Tran 00:52:06.080 --> 00:52:15.720 And of course catalogy partner options, specific if you are using catalogging partner collections. If you don't, you can ignore this tab. 229 Mindy Tran 00:52:21.520 --> 00:52:29.880 And then if you do enable mark records, we strongly recommend that you enable to receive email reports of. 230 Mindy Tran 00:52:32.400 --> 00:52:51.600 So that you can get an an email notification when and it's served as a, a notification that your file of records are available to be downloaded from my files or via a secure FTP, ok? So. 231 Mindy Tran 00:52:52.120 --> 00:52:58.520 It's just it's just a way it will be about delayed twenty four hours, I believe. So it's just. 232 Mindy Tran 00:53:00.480 --> 00:53:08.600 So that you don't have to keep going and checking my files or your FTP, to see if a new file is ready. 233 Mindy Tran 00:53:11.400 --> 00:53:20.760 And you can select what type of reports to get from here as well as an email address to get the notification or addresses. 234 Mindy Tran 00:53:30.800 --> 00:53:37.160 Questions about that? Very quick overview of collection type as well as Mark records. 235 Mindy Tran 00:53:38.680 --> 00:53:43.280 And holdings. We do have training available that. 236 Mindy Tran 00:53:45.720 --> 00:54:04.200 Talks about that walks through these different types of collection or how to create these type different types of collections, how to set up, mark records for all collections as well as the individual types of collections. 237 Mindy Tran 00:54:08.200 --> 00:54:09.200 And you can find that. 238 Mindy Tran 00:54:11.600 --> 00:54:15.000 In our training here, but there's also a number of. 239 Mindy Tran 00:54:17.680 --> 00:54:24.280 Training that is available for specifically for collection manager here, including. 240 Mindy Tran 00:54:28.160 --> 00:54:38.200 Content via not excuse me, including worldcat calling partner data sync, and I'm putting the link in a chat for you to see here. 241 Mindy Tran 00:54:48.360 --> 00:55:08.160 You can also get help by going to the community center. You can log on to the community center at eight community dot OCLC dot org or from within the Worldchair interface since you're already logged in, under. 242 Mindy Tran 00:55:08.440 --> 00:55:12.320 Need Help, if you click on community center, it will take you out to. 243 Mindy Tran 00:55:15.800 --> 00:55:20.600 The community center, and you can log in from there. And of course. 244 Mindy Tran 00:55:32.960 --> 00:55:33.720 Once you've logged in. 245 Mindy Tran 00:55:35.320 --> 00:55:41.960 You can click on the product for collection manager and here you will be able to. 246 Mindy Tran 00:55:44.760 --> 00:55:47.840 The discussion board, any news events, recordings. 247 Mindy Tran 00:55:49.320 --> 00:55:49.920 That have been. 248 Mindy Tran 00:55:51.440 --> 00:55:51.720 Added. 249 Mindy Tran 00:55:54.600 --> 00:55:57.320 To collection manager part the community site. 250 Mindy Tran 00:56:11.040 --> 00:56:11.720 I am going to. 251 Mindy Tran 00:56:14.200 --> 00:56:20.440 Pause here and ask if there are any other questions about anything that we've talked about in the session today. 252 Mindy Tran 00:56:30.480 --> 00:56:37.520 It's ok if you don't have questions now, but as you work through and work, with. 253 Mindy Tran 00:56:39.600 --> 00:56:44.800 Collection manager, feel free to contact OCLC support in your region. 254 Mindy Tran 00:56:50.680 --> 00:56:54.120 And, to ask any questions about this. 255 Mindy Tran 00:56:56.800 --> 00:56:59.880 I thought I saw a raise hand if you have questions. 256 Mindy Tran 00:57:02.520 --> 00:57:05.080 Feel free to type them in chat. I'll still be here. 257 Mindy Tran 00:57:06.680 --> 00:57:07.200 Ah. 258 Mindy Tran 00:57:18.200 --> 00:57:37.640 Well I want to thank everyone for spending this time with me. I hope that this gives you some information on the different types of collection that's available and to help you determine if these are, the types of collections that will help you manage your metadata for. 259 Mindy Tran 00:57:38.360 --> 00:57:58.280 Your libraries electronic as well as print materials. I'll be online for a couple more minutes here to answer any other questions that you have. If you don't, feel free to log off and when you do, you'll be redirected to an evaluation for this class. I'd like to ask. 260 Mindy Tran 00:57:58.560 --> 00:58:04.560 For just another minute of your time to provide us with feedback for the session. We'd very much appreciate it. 261 Mindy Tran 00:58:06.520 --> 00:58:19.280 Any questions about the training today? You can send that to OCLC training to training at OCLC dot org. Thanks again, and I hope to see you in future training sessions.