This is For REFERENCE ONLY To Past Practices when UMass had OCLC Local Discovery

UMA WorldCat Local Management in OCLC Service Configuration

  1. Choose institution: “University of Massachusetts Amherst: W.E.B. DuBois Library (1361)” for production, or (116991) for SANDBOX
  • NOTE: You can take no action until you have chosen your institution

Metasearch Content - Licensed Content and Databases

  • This module controls content available to be searched in our UMA WorldCat central index.
  • Add our subscribed databases which are in the WorldCat Local central index, not those for which there is a Z39.50 connection as denoted by the double asterisk.
  • Look for announcements on OCLC-WCL-L about new databases added to OCLC Central Index. Check to see if we have subscriptions to any of these.
  • When we add a new database, check to see if it is available in the OCLC central index. A list of providers/collections can be obtained from the User Support Center for OCLC Worldshare Services and WorldCat Local under Documentation/WorldCat knowledge base.
  • Under “Select databases that your user can search in your” select “add/remove databases”
  • Select database from list. It will move into box under “Selected Databases”, either for OCLC databases or non-OCLC databases.
  • If database is full-text, select “held by” icon for “Always treat items from this database as held by your library”, when available. Sometimes when you hover over the “held by” icon the message “Due to the configuration with the database, we will always look at Worldcat holdings of the journal/publication to determine if this item is held by your institution.” If this message appears, you cannot select “held by”.
  • Complete selection by:
    1. choosing “Done”, and
    2. “Save Changes” at bottom of page. Both steps are necessary to implement change.
  • Under “Organize your databases” add new database to “Default Search” group.
    1. Select new database.
    2. Select “Save group”.
    3. Select “Save changes” at bottom of page. All steps are necessary to implement change.
  • Post changes to LibWire and Ref-Liaisons list.

WorldCat knowledge base - Collection Management

  • This module controls our full-content (except streaming media and ebook) holdings to display via the “View Now” menu in the public search, and in Navigator for ILL request processing.
  • E-journal holdings are managed via file uploads SFX.
    1. Using the Export Tool, select e-journal targets with paid our subscriptions/purchases (ie. not open access). An export profile, “WCL_export”, is saved in the Advanced Export Profiles section. This can be edited as needed. The file should be saved according to the naming conventions in “WorldCat knowledge base downloading guide for SFX data” (wckb.sfx.pdf) and uploaded to the OCLC server according to “WorldCat knowledge base uploading guide” (wckb_upload.pdf) in W:\WorldCat Local\OCLC documentation.
    2. Confirm that the SFX holdings files is loaded to the kb in a timely manner (within 2-3 days after transfer) from the Activity History section of WorldCat knowledge base in Service Configuration. Also review collections modified at the title level here.
    3. Review about monthly the collection mappings by OCLC from the holdings files. Request holdings-mapping report from OCLC Support.
  • Streaming media (e.g. Alexander Street Press, Kanopy) and ebooks (with some exceptions, see below) are NOT maintained in the kb, as long as the titles have records in ALEPH. By selecting “Links from the WorldCat knowledge base to full-text content” and “Links from the Local OPAC - Mass digitized electronic content and All other electronic content” in Service Configuration/My text and Open Access Links/Search Results page. These choices will enable the View Now links for e-articles and e-journals from the OCLC KB and for ebooks and other digitized content but not print monographs or serials from our catalog.
    1. If a collection does not have records in ALEPH, such as the HathiTrust collection, we may choose to activate a collection in the kb.
    2. EBL and ebrary ebooks, both individual title purchases and DDA collections, are managed automatically in the kb between the providers and OCLC.
  • Database collections are managed directly in the kb.
  • Search for database content by provider or collection. For title search, add “*” to get “starts with” matches – much better for known item searches. Collection search has open access and locally created limits. Title search has format and current issue limits. All have “my holdings” limits.
  • Some collections are customizable and others are not. The little pencil on pad designates a collection from which individual titles can be selected. NOTE: if you “Select Collection” at the collection level, OCLC will continue to maintain data on the individual titles in that collection. However, if you select individual titles in the collection, these titles will not be maintained by OCLC.
  • Our holdings can be selected in a customizable collection (e.g. ebrary’s “All Perpetual Purchased and Available Titles” and Gale’s “Gale Virtual Reference Library”) in one of two ways, by going:
    1. to the collection, downloading in KBART format the titles list, marking our holdings and uploading the list again. Of course there are more details to this. See “How to select and modify collections in the knowledge base” document, User Support Center for OCLC Worldshare Services and WorldCat Local under Documentation/WorldCat knowledge base.
    2. to the titles list in the collection and selecting “on” for individual titles. An edit icon will appear and by selecting it, you can change holdings, etc. for that title.
  • Properties can be set at the Collection (non-customizable) or Title (customizable) level. This tab is where ILL rights are noted.
  • Selecting a collection or title in a collection has a default setting that includes the proxy prefix.

When titles aren't available in the kb: creating "gap" collections

  • See “How to add a new collection to your knowledge base” in the User Support Center for OCLC Worldshare Services and WorldCat Local under Documentation/WorldCat knowledge base.
  • When a title isn't available in the kb, you can add it via a local collection.
  • Select “Add new collection to LH” to the right of the collection/title/provider search box.
  • Give the collection a “Collection ID” that is identifiable AFTER the “customer.1361.” prefix, e.g. customer.1361.gap_ebrary. Note: The periods in this syntax are important.
  • The collection name is what you will search for and see. PLEASE, begin all local collection names with UMass, e.g. UMass ACS Symposium Series. By doing this, we can find all our local collections by searching for UMass* and better keep track of them.
  • Select the proxy preference, ie. yes or no.
  • Customizable option must be set to “no”.
  • These are the minimum elements for a collection. You may also want to add description, note, staff note, etc.
  • Once you've created the collection you can add titles from within it by:
    1. Adding individual titles with “Add a new title”,or
    2. Loading multiple titles in KBART format with “Upload title list”. A template is saved to W:\WorldCat Local\ebook holdings and is also available from the User Support Center (see below) under Documentation.

Whether you load title by title or batch load via KBART, you'll need to provide ISBN, title and url, at a minimum. The “How to Add a New Collection…” document provides other mandatory fields for the KBART load file.

SFX File

  • Go to SFX Admin > Export Tool > Advanced Export Queries. Fields should contain: XML, Serials, getFullTxt, SPECIFIC…., Simplified Chinese Title, Fresh export (so it will not compare file with previous export file), OCLC, with the remaining fields blank.
  • Select targets that are NOT ebooks, free e-resources, databases or LOCKSS/CLOCKSS/PORTICO. Compare with the most recent ARL statistics (W:\DEPARTMENTAL_FOLDERS\Acquisitions\SFX_Project\[year]Statistics).
  • Download file and move to W:\WorldCat Local\ejournal holdings. Change name of file to “HOLDINGS_1361.xml-marc”
  • Prepare file to send to OCLC (see W:\WorldCat Local\OCLC documentation\wckb_upload.pdf, “WorldCat knowledge base uploading guide”).
    • Change file to zip (Using 7-Zip (hilight file, +), Archive Format=zip; Change name=“”; leave everything else as is.
    • Send zip file (WinSCP secure, Edit SFXtoWCL; (port 22), enter un/pw, File protocol=SFTP, Login, Find local file on left, follow xfer/wckb/in/data, copy DATA file into data folder (left to right, F5), F10 to quit.
    • Rename and save old file in W:\WorldCat Local\ejournal holdings.


Primary contact: Christine Turner

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