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--- setting_holdings_on_oclc [2017/01/18 17:09]
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+++ setting_holdings_on_oclc [2021/09/22 19:14]
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-**Setting holdings on oclc**
+**Setting holdings on OCLC**
-Some catalogers do all of their work in Connexion
+There are 2 types of holdings that can be set in OCLC. There are holdings on the master bibliographic record in OCLC. These types of holdings are the most common and some have been using the 930 method to indicate that the bib record should have their holdings set in OCLC. The other type of holdings are local holdings records used primarily for print serials or holdings records that have a holdings statement in the 866. The local holdings records are done by a batch process.
-They sets holdings right in Connexion each time they catalogs something
-Peter saves all records in a save file in Connexion and checks to make sure holdings are set on all records at the end of every month
-Catalogers add a 930 OCLC field to the records in Aleph usually using a macro
+Here, you just need to know how to set holdings on the bibliographic master record in OCLC for records that are new or records that are updated with a new OCLC master record.
-Twice a month Lucy does an OCLC batch process to add these holdings
-Pulls a list for all records that have a 930 with OCLC in them via Aleph services
-does batch update in Connexion
-Deletes the 930 fields out of the records after the holdings are set
-The above two processes also apply to all material ordered non-shelf ready by Rebecca which gets reviewed by catalogers.
+You need to set holdings right in Connexion each time you catalog something for everything **except electronic resources** whether added individually or in batch where __no holdings are set for bibliographic records in OCLC.__ This applies to all material ordered non-shelf ready by Rebecca which gets reviewed by catalogers. Anything ordered through Yankee - Yankee sets our OCLC holdings for us.
+There are 3 different ways you can update holdings on a record in Connexion:
+.    PressF8
+.    Select Action > Holdings > Update Holdings
+.    Click the button on the tool bar, you'll see a yellow, up-pointing, arrow on what looks like white pieces of paper.
+UMass holdings will be set on the OCLC bibliographic record.
-Print serial new title
+If you make a mistake and want to remove UMass holdings on a record, you can select Action > Holdings > Delete Holdings.
-Cataloger creates a local holdings record in Connexion that shows with volumes and issues we have
+When overlaying a record in Aleph holdings you need to remove the settings from the old record and add it to the new record:
+.) First, cut and paste the OCLC number from the old record in Aleph
+.) Look up the old record by OCLC number in Connexion and delete holdings.
+.) Then, set holdings on the new record before exporting it to Aleph.
-For records batch loaded via OCLC Collection Manager Collection Manager sets holdings automatically
-For Vendor record loads Mary Ann uploads OCLC numbers for all the records to OCLC Collection Manager to set the holdings
-SFX - We aren’t doing anything now
-No OCLC holdings are being set
-Most of the other 4 Colleges weren’t interested in having their e-journal holdings set on OCLC
-Used to be managed via the OCLC Knowledge Base by Christine, but when Ron took over that didn’t continue
-We can’t lend all of our e-resources via ILL.  Some licenses do allow for ILL lending though.  Depending on license we would add holdings for things we could lend but not for things we couldn’t lend.  Christine used to do this.
-Anything ordered through Yankee - Yankee sets our OCLC holdings for us - for both print and electronic books
+Issues:
-JSTOR also sets our holdings on OCLC for us
-Anne said some schools used to do a sweep of new records and then set OCLC holdings so catalogers didn’t have to remember to set holdings in Connexion or add a 930 field manually
-Questions:
-How do we add holdings for individual e-books, e-journals, new databases?
-Add a 930 field or set holdings right in Connexion
-Canceled e-resources - holdings need to be removed from OCLC
-Record is suppressed in Aleph.  Whoever suppresses the record needs to log into Connexion look up the oclc number and remove our holdings on that record.
-What is the value of setting holdings if we can’t ILL lend.  When using WCL as a discovery interface you want your holdings to show to your users.  Also OCLC holdings show what we have purchased access to in Google Scholar.
-We can set holdings in OCLC and say they aren’t lendable so ILL doesn’t get requests on things we can’t lend.  It’s a setting in Connexion.  If the OCLC symbol is in lowercase letters in a catalog record on Connexion in the 040 field it means it’s not lendable.
-Aggregators with changing titles - how do we maintain holdings?  We don’t add holdings for the aggregators.
 Hathi Trust - holdings were set on the out of copyright items that were free for anyone to use
 Turned off due to problems with linking to in copyright books that couldn't actually be accessed and messy metadata and bad record merging
-- initials and date to gather cataloging statistics  ex. MBB 01/09/2017
-- AUTHORITY - should always add this field to record in Aleph after exporting the record
-- OCLC- should always add this field to record in Aleph after exporting the record
 Serials OCLC Local holdings record
-Steve had a process if we update a holdings record in Aleph it will automatically update the OCLC Local holdings record.  However, it’s not working right now.  Steve and Lucy will talk about what to do.  Steve expects OCLC to fix this eventually.
+Jennifer processes local holdings in OCLC based on information in the 866 field from holdings records in Aleph
-Print journals
+**Deleting holdings on OCLC**
-Cancellations - we have a process which includes closing our holdings to show the last volume we hold in our library.
-Ejournals
-Cancellations - We haven’t created local holdings records on OCLC for ejournals.  Often we are able to keep access to the volumes and issues we subscribed but we just stop getting access to the new issues.
-Print books - For withdrawals Marcelle removes holdings in Connexion
-We should have a separate meeting to discuss issues with maintaining OCLC holdings for e-resources when we have perpetual access or post cancellation access.  However, sometimes the vendor moves the access to another platform or the content goes away and you lose access even when you were supposed to have access.
+You can delete using a file of OCLC numbers or by copying and pasting the numbers in a text box. In each case, the OCLC numbers must only be numbers without the (OCoLC) and 2-3 indexing letters. Each number must be on a separate line.
-Ebook collections
+If you have a file of OCLC numbers, then the file must be a text file or *.txt.
-Records are batch loaded and holdings are batch set through Collection Manager by Mary Ann
-Streaming Collections like the PBS video collection through Alexander Street Press - We plan to remove records from Aleph and have the discovery and access of the metadata come from EDS instead of loading vendor records.  The metadata in EDS is more current and thorough than it is via the vendor record sets.  No holdings will be set in OCLC.
+) Log into Connexion
+) Click on Batch in the top level menu
+) Select "Holdings by OCLC Number"
+) If you have a file of OCLC numbers, click Browse to find and upload your file.
+) If you are copying and pasting, copy the OCLC numbers in the left hand side text box.
+) Select the Action by checking off the radio button "Delete Holdings"
+) Click OK
-For serials in SFX there is no feed to set holdings on OCLC but SFX will show our holdings in Google Scholar.  Google Scholar also takes our holdings from WorldCat.
+For instructions on how to batch delete associated LHRs see:
+https://help.oclc.org/Metadata_Services/Connexion/Troubleshooting/How_do_I_batch_delete_holdings_in_Connexion_Client