Document Title - OCLC



Member InformationDate:Institution Name:Library Name:Library Address:Library Business Hours:Project Lead Contact Name, Title:Project Lead Contact Email Address:Project Lead Contact Phone Number:Data Migration Contact Name, Title:Data Migration Contact Email Address:Data Migration Contact Phone Number:Primary OCLC Symbol:Related OCLC Symbol(s):Current WorldCat Local or WorldCat Discovery URL:Bibliographic Record InformationWhat version of Symphony/Horizon are you currently using?How many bibliographic records are you planning to migrate to WMS? (This number should not include titles which will be managed via the WorldCat knowledge base such as eBook titles).For Symphony and Horizon libraries, the OCLC control number is generally found in the 001 or the 035. What is the location of the OCLC control number in your records? (select as many as apply) (Select as many as apply) ? 001 ? 035 $a ? Other: Field_______ Subfield_______ ? None (records do not contain OCLC numbers) During the data sync process, the following options are used for matching library records to WorldCat records:One option is bibliographic matching which uses multiple MARC fields and subfields for matching purposes. An alternative option is to use OCLC number only matching. Which record matching process would you like to use for your migration?? Bibliographic matching ? OCLC number matching only? Unsure, please discuss further with your Implementation Manager For Symphony and Horizon libraries, the Local System Control Number (LSN) is generally found in the 001 or 035 field of the bibliographic record upon extraction.What is the local of your local unique system control number associated with each bibliographic record in your current ILS? (Select as many as apply) ? 001 ? 035 $a ? 907 $a ? Other: Field_______ Subfield_______ ? None (records do not contain LSN numbers)Does your collection contain records cataloged in a language other than English?If yes, which languages and has the 040 $b been updated appropriately? ? Yes? NoWhich languages?Will each bibliographic record contain multiple item fields or will each item have its own bibliographic record when extracted from your ILS? ? Contain multiple item fields? Own bibliographic record? BothSuppressed and Vendor RecordsIf you currently maintain records in your ILS that you do not wish to display publicly, such as suppressed records, then you will need to exclude these records from your migration. ? Yes, we will exclude our suppressed records? No, we understand the suppressed records sent for migration will be discoverable in WorldCat DiscoveryIf you have vendor-supplied records in your ILS, make sure that you have permission to send those records as part of your migration.? Typically records could contain a field (500, 590, etc.) with a note such as “Reuse of record except for individual research requires license from vendor”.Do you have permission to add vendor records to WorldCat?If no, please explain how you have/will request permission to use these records or how you will exclude them from your file.? Yes? NoLocal Bibliographic DataLocal bibliographic data from your records can be retained to display to users via WorldCat Discovery. Preserving LBD is optional. However, by preserving this data, information of local interest can be displayed to patrons using your WorldCat Discovery interface. We recommend that you only display LBD information that is unique to your institution and not fields that were added to the WorldCat record. List the specific bibliographic fields you would like to retain as LBD:Libraries are encouraged to map these fields to the corresponding x99 field. Example a locally added 593 field should be mapped to a 599 field. The x99 field has flexible indicators and subfields, allowing the mapping to occur with minimum validation errors. If validation errors occur when migrating LBD, errors will be reported back to the library and post-migration cleanup by library staff may be required.Bibliographic data field in library’s recordsLBD field in WMS and DiscoveryDuring processing, the following fields may be merged with the master record if no corresponding existing field is present:050/090 082/092505, 508, 511, 520600, 610, 611, 630, 648, 650 and 651Local Holdings Records InformationItem BarcodesWMS requires a unique barcode for each item. The barcode field is case sensitive. Barcodes cannot begin with an uppercase B and/or U in WMS.Generally, Symphony and Horizon libraries will find the item barcode in the 999/949 subfield i. OCLC processes will move the item barcode to the subfield p of the 852 in the local holdings record. Are item barcodes found in the subfield i of the 999/949 field?If no, where are item barcodes found upon record extraction?? Yes? NoAre all your item barcodes unique?? Yes? NoDo your barcodes begin with an uppercase B and/or U?If yes, our data processing will convert to lowercase on your behalf. ? Yes? NoDo any of your item barcodes have spaces?Please ensure that if you have spaces in your barcodes the spaces are sent in the data file. ? Yes? NoCopy Numbers Generally, upon extraction copy information is seen in subfield c of the 999/949 item field or is seen in the end of the call number. OCLC processes will move the copy number to the subfield t of the 852 in the local holdings record.Copy numbers do not display in WorldCat Discovery but do appear in WMS. Would you like to migrate your copy numbers?? Yes? NoAre copy numbers found in the subfield c of the 999/949 field?If no, where are copy numbers found upon record extraction?? Yes? NoInconsistent usage of copy numbers may result in OCLC processes not being able to accurately identify when multiple copies of an item exist. Should this occur, some post-migration cleanup by library staff may be required.Item CostCost or price information from the item record is migrated to the 876 subfield c in the local holdings records. Is the item cost/price found in the subfield p of the 999/949 field?If no, where is the item cost/price found upon record extraction?? Yes? NoDo you want the item cost/price migrated?? Yes? NoVolume InformationVolume information from the item record is migrated to the valid 8XX field/subfield locations in the local holdings records. Generally, upon extraction volume information is seen in subfield v of the 999/949 item field or at the end of the call number. OCLC processes will take the volume information from the subfield c of the 999/949 item field and will place this in the appropriate field in the local holdings record. Are volume numbers found in the subfield v of the 999/949 field?If no, where are volume numbers found upon record extraction?? Yes? NoInconsistent usage of volume numbers may result in OCLC processes not being able to accurately identify when multiple volumes of an item exist. Should this occur some post-migration cleanup by library staff may be required.Location Information Location information from the item record is used to migrate your items to the correct WMS branch and shelving location. Generally, upon extraction location information is seen in subfield l of the 999/949 item field. Is location information found in the subfield l of the 999/949 field?If no, where is location information found upon record extraction?? Yes? NoCall Number LocationGenerally, Symphony and Horizon libraries find call number information in the 999/949 subfield a though call numbers can also be found in a bibliographic field. Valid call number information will be migrated to the appropriate 852 subfields in the WorldCat LHRs. Are call numbers found in subfield a of the 999/949 field?If no, where is your call number found upon record extraction? If the call number is found inconsistently within fields upon extraction, please provide a hierarchy for processing. i.e. first look in the 999 $a, then the 092 $a, and finally the 050 $a.? Yes? NoWould you like a default classification scheme set for your migrated items? If you prefer to not have a default classification then items will be migrated as Unknown. If your collection uses multiple classification schemes, can you extract the collections separately? Please discuss further with your Implementation Manager. ? Library of Congress (LC)? Dewey Decimal? National Library of Medicine NLM? Superintendent of Documents (SuDocs)? Shelving control number? Title? Shelved separately ? Source specified in subfield $2 (MARC Code)? Other scheme? UnknownIf validation errors occur when migrating call numbers, errors will be reported back to the library and post-migration cleanup by library staff may be required. An example of this is if an item has a prefix, but no classification.Setting a default classification scheme with a 1 or 0 in the first indicator requires call number information be present in the 852 subfield h of the LHR upon migration in order for validation errors to not occur.Item Notes Available item note information from item subfield locations can migrate to the 876 subfield x for private staff notes and subfield z for public notes in local holdings records. Generally, Symphony and HorizonH libraries find item notes in the 999/949 subfield o. Prefixes of COMMENT, PUBLIC, CIRCNOTE or STAFF. Prefixes can be stripped if requested.The migration of item-level note information is optional. Please complete the chart below to designate which notes you wish to migrate: Item SubfieldNote ExampleSelect OneList the item subfieldPlease provide an item note examplePublic876 $zPrivateStaff 876 $xPrivateStaff 876 $x! (pop-up)???????????????Would you like prefixes of COMMENT, PUBLIC, CIRCNOTE or STAFF stripped from the item note?? Yes? NoBound-With Records When two or more separately published works are bound together under one cover or comparable packaging this is referred as bound-with. Bound-with functionality is used to link two or more bibliographic records representing items in one physical unit and thus containing only a single barcode.Do you have “bound-with” records in your catalog? ? Yes? NoIf you do have “bound-with” items, will they have duplicate barcodes? If yes, duplicate barcodes will be reported back to you after migration for clean-up in WMS. ? Yes? No? Not applicable 856 LinksDo you have the need to preserve any customized 856 links for non-electronic records in a Local Holdings Record? Example: 856 links added to print records for local digitized dissertations ? Yes? NoIf yes, please provide the URLs of the 856 fields that need to be retained as part of your data migration?Example: In the URL: archives.university.edu/it=12345, archives.university.edu is the base URLLocal Holdings in WMSDo you have existing Local Holdings Records (LHRs) in WorldCat?If yes, how many?To find out if you have LHRs in WorldCat, go to Connexion and search "I4: [your library symbol]"? Yes? NoHow many?We cannot add information from the data load to existing LHRs other than a default shelving location, branch, and call number. Retaining existing LHRs will require that you manually add any barcodes for items associated with these LHRs after the migration. Consequently, users will not see availability information for these items until barcodes have been added. If you are unsure whether or not you would like to retain your existing LHRs, let your Implementation Manager know. We can order a report for you which list the records with local holdings attached.Do you want to preserve your existing LHRs in WorldCat?? Yes? No (Existing LHRs and their ILL deflection policies will be removed by OCLC prior to the start of the migration)? Unsure? Not applicable Serials/Print PeriodicalsSerial or print periodicals include magazines, newspapers, journals which are bound, loose, microfilmed, etc.How many serial/print periodical (titles) do you have?Are your serials/print periodicals barcoded?What format can you extract your serial/print periodical data?? Included in item data (999/949 field)? Included in bib data (i.e. 590)? Textual Holdings/Summary statements (866) ? Coded Pairs (853/863)? Unsure, please discuss further with your Implementation Manager Please provide several extracted record examples of your serial/print periodical titles.Electronic ResourcesThe WorldShare Collection Manager WorldCat knowledge base will be used to manage your electronic resources. Please let your Implementation Manager know if you have unique requirements for your electronic resources that the WorldCat knowledge base cannot fulfill. Please note that additional charges may apply and you will be required to send your eResources in a separate file. If using the WorldCat knowledge base, can you exclude bibliographic records for eResources from your bibliographic data files? ? Yes? NoIf you cannot exclude eResources from your bibliographic data files, indicate which method our data processing team should use to deselect these records from creating LHRs:If records cannot be excluded, holdings will be set on the bibliographic records which can impact ILL. (Select as many as apply)? Translation Table? 008/23 = ‘o’ or ‘s’? 245 $h = [electronic resource]? And/or the presence of 856 1st indicator = 4; 2nd indicator = 0.LHRs will not be created for electronic resources that are managed via the WorldCat knowledge base. If you plan to migrate some eResource records, your Scope Statement may require that you send your electronic resources in a separate file.The accuracy of identifying eResources based upon your choice of deselection method is dependent upon accurate cataloging of the bibliographic record.Digital ResourcesInformation provided about your digital resources will be shared with teams at OCLC in order to provide the best recommendations for maintaining digital resources after your migration to WMS.Do you have physical resources digitized? If yes, what system do you use to manage your digital resources and is the system OAI-PMH compliant? (CONTENTdm, DSpace, Digital Commons, etc.)?? Yes?? No Which system?Are the digitized resources currently cataloged in your ILS with WorldCat records? Please provide examples of your digital resources. ?? Yes?? NoIf no, do you plan to share the records with WorldCat??? Yes?? NoNote: Holdings will need to be re-set or replaced during the migration to ensure that these records are not included as part of the scan/delete completed at the end of the migration for the majority of libraries moving to WMS.Patron/Staff AccountsWMS only supports migration of one unique barcode per patron. Please follow the patron data templates and requirements when sending your patron files. Patron updates can be sent after your migration is complete and as often as daily. The updates should be limited to additions and changes if possible. Ongoing patron loads will need to be coordinated with your Implementation Manager.What authentication method do you plan to use for WMS patron authentication (includes patron and staff)? ? OCLC (default WMS)? SAML (Shibboleth) ? ADFS? CAS? LDAP? OtherIf using an alternative authentication method such as SAML (Shibboleth), ADFS, CAS, LDAP, please provide IT contact information:Contact Name, Title:Email Address:Phone Number:How many patron records will be sent for migration?Will you need periodic updates to your patron data via a third-party product or from your registrar’s office and if so how often??? Yes?? NoHow often? If sending periodic updates of patron data, please provide patron load contact information:Contact Name, Title:Email Address:Phone Number:Please provide an example of a patron’s barcode.Do any of your patron barcodes have spaces or leading zeros?Please ensure that if you have spaces or leading zeros in your barcodes, that the spaces and leading zeros are sent in the patron data file. ?? Yes?? NoCirculation DataPlease review the circulation data templates and requirement documentation on the Community Center to learn more about the migration of circulation data.Please indicate which pieces of circulation data you will be migrating: (Select as many as apply) ? Items checked out ? Fees/Fines ? Holds ? Item Stats including: Total loans, YTD loans, Last loan date, Total soft (in-house use) loans, YTD soft (in-house use) loans, Inventory count, and/or Last inventory dateAcquisitions DataIn WMS, the Acquisitions module will populate the call number fields at the time an item is ordered. Which do you prefer for the call number default? ? Dewey? LC? NLM? SuDoc?? Other ________________Additional ConsiderationsPlease indicate other OCLC services you use? (Select as many as apply) ? WorldShare Metadata Services ? WorldCat Local/WorldCat Discovery ? WorldShare Collection Manager ? WorldShare Interlibrary Loan ? ILLiad ? Tipasa ? WorldCat Cataloging Partners ? Contract Cataloging ? CatExpress ? Sustainable Collection Services (GreenGlass) ? Other ________________Do you have any collections that are not represented in your legacy ILS that you wish to migrate??? Yes?? NoIf you answered Yes, list the collections and their locations:Please share any additional concerns that OCLC needs to know about to successfully migrate your data?Please provide your Implementation Manager with 25 extracted records with item information. 25 records should include serials, multi-parts and single part monographs. ................
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