Uploading Records to OCLC
Record Maintenance Procedures
Only cataloged records are uploaded to OCLC. Acquisitions records and bib.
record maintenance transactions are not uploaded.
Before records are sent to OCLC, they reside in CLIO for 10 days
or more to allow time for final edits and record completion.
CUL's uploaded record will only display in OCLC if it represents a unique
record in the OCLC database (WorldCat). Most of the time the upload to
OCLC will only result in setting or unsetting ZCU holdings to an existing
Exceptions and OCLC's record merge specifications may be
The only CLIO changes reflected in OCLC are the setting or unsetting of
ZCU holdings. Holdings are set either from the addition of a new
cataloging record to CLIO or the unsuppression of a cataloging record
for a reinstatement. Holdings are unset when a record is fully suppressed
in CLIO. Holdings may also be set or unset in WorldCat.
The uploading of records from CLIO to OCLC is a manual
operation performed by LITO (Libraries Information Technology Office) and
therefore the exact schedule may be subject to minor variations, but in
- An extract of records to be uploaded is made every week, usually
- The extract consists of records created or updated in the week
ending about 1.5 weeks earlier (i.e. not all created or updated
records up to the time of the extract).
- Each successive extract begins from the cutoff time of the previous
- The schedule of extract files made and the dates they were sent to
OCLC can be viewed online at
- The records will be extracted before either LTI (Library
Technologies Inc) authorities or BNA/TOC (Blackwell North America Table of
Contents) processing has occurred. (These processes take place on the
first Monday after the fifteenth and include all records processed in the
preceding calendar month).
- Load Criteria:
- Records are selected as follows:
- All bibliographic records whose last update in the history tab made by
an operator other than LTI falls during the date range are selected.
- Additionally, all bibliographic records that were not updated within the
date range but have had holdings added or updated during that period are
included if the bibliographic record does not have a 900 AUTH
- From the extracted sample the following adjustments are made:
- Bibliographic records that only have holdings consisting of one or
a combination of the following locations only: docs*, eax*, avda, bara,
oral, rbms, nyspi are removed from the selection. (* signifies "and
all sublocations or prefixed locations", e.g. lweb,docs ; off,eax ; eax,kres
- Bibliographic records whose only holdings do not have an 852
subfield h or where the subfield h contains "in process" or "on
order" as text will be excluded.
- Files are pared down on the basis of 965
fields present in the bibliographic record. Most vendor-supplied
cataloging for licensed electronic or microform sets and all otf
965 values are excluded from uploading. Vendor records that accompany
print monographs, e.g., YBP are uploaded to OCLC once cataloging is
completed. Uploading criteria based on
965 values are detailed in CPM-269
- If the call number in the 852 subfield h is a Precat call number,
it will be excluded from upload selection. (These are detected if
the call number begins with 1 digit + 3 alphas followed by a space + five
digits [new precat] or 3 alphas + 4 digits [old precat]).
- If a bibliographic record is suppressed, or if all the holdings
for that category (CU or HS) are suppressed, a "d" (delete) is placed in
the leader of the bibliographic record (thus deleting it from the
- The remaining file is then split into two categories:
- One where the bibliographic records other than hs* or orth* are
written to a ZCU file and uploaded to OCLC. (* signifies "and all
- A second where bib records with the locations hs* or orth* are written
to a ZCH file and uploaded to OCLC.
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Last updated: 04/21/13 kmh