Updating (Title-level) Holdings in OCLC

Can be done via an OCLC API (https://www.oclc.org/developer/develop/web-services/worldcat-metadata-api.en.html) or by sending a file to OCLC

• University of Chicago

  • For records with OCLC numbers: Local code/scheduled job that scans for new holdings every 15 minutes and sends to OCLC to set holdings (sends OCLC number only)
  • For records without OCLC numbers: Send the entire bib record to OCLC. OCLC adds to an existing record or creates a new record, and returns the OCLC number and Record ID to Chicago. Chicago loads to merge the OCLC number into their existing record.
  • Will mark some records to be excluded from output to OCLC via a special code in a 903 field
• Cornell
  • Runs a similar process as Chicago's, except nightly
• U Mass-Amherst
  • Assigns tag 930 with a special code for records that should have their holdings set in OCLC
  • Creates a periodic file of those records and sends to OCLC to set holdings
  • After holdings set, they remove the 930 from those records and begin accumulating a new batch
  • Would be great to have a less labor-intensive process
• Lehigh University
  • Runs nightly, searching on records with an instance status updated date of the prior day.  Can be run manually with a given date.
  • Sets or withdraws holdings based on specific instance status values, and emails a report.
  • Implementation available at https://github.com/lehigh-university-libraries/folio-oclc-holdings

Possible FOLIO process

• Query the LDP on a regular basis to get a list of UUIDs for new records to be sent to OCLC. Query might involve Inventory Instance or SRS MARC data, using fields such as Instance status, Cataloged date, Source = MARC, Encoding level, etc. May exclude records that are suppressed from discovery, suppressed from staff. May encode "do/do not send to OCLC" in a MARC 9xx field and/or Instance statistical code field.
• Use the list of UUIDs to assemble a file for OCLC, with HRID, OCLC number, possibly Instance and/or SRS UUID
• Send to OCLC to set holdings
• If new OCLC numbers returned from OCLC, add to the existing SRS MARC records and surface in the related Instance
• Ideally this could be configured and scheduled as a regular export in the future
• Configurable criteria in Settings that once a record is "cataloged" (e.g. instance status changed to "cataloged") it POSTs to OCLC the local bibliographic or holdings record. The response from the OCLC API will include the OCLC record number that is PUT to okapi to update the OCLC numbers in the FOLIO records.