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 Updating OCLC Holdings

 

Promptcat delivered records have holdings set as a part of the Promptcat service. We do not want to update on OCLC for these records. The way to tell if the record has been updated is to look in the 994 field. The 2 character code in the first position will be 92 for records delivered from Promptcat. Do not update records with 92 in the 994 field. (A caveat: PromptCat appears in the past to have sent provisional records--not corresponding to any record on OCLC, that is--that had 92 in the 994 field. Obviously in such cases we would need to update the OCLC record we ultimately use.)

Records brought into Acorn via Smartport or Connexion will need to be updated.

If you are already viewing the record on OCLC as part of final cataloging, update on OCLC at this time. If you have a record not provided by Promptcat for which you do not need to review OCLC (LC or PCC level copy which does not have substantial problems), please use the OCLC Holdings Update web window. This method sends a file of records to OCLC on a nightly basis for updating. There should be a delay of no more than a few days between entering the barcode into the web window to the Worldcat record showing our holdings symbol.

To use this new method, follow these steps:

  1. Open your web browser.
  2. Go to the Technical Services home page at http://staffweb.library.vanderbilt.edu/rs/techserv/
  3. Under Shared Resources, click on the OCLC HldgWindow link.
  4. This will open a small web window called OCLC Holdings Update.
  5. Press the Start button, or hit Enter.
  6. You are now ready to type or wand a barcode into the box, labeled "Barcode." If you are using a barcode reader, there will be no need to hit Enter.

If you have a multivolume set, you will only need to wand in one barcode. Do not wand in the barcode of an added volume unless it is the first item received on the record. Do, however, wand in the barcode of an analyzed title.

If you do not have a barcode (for an electronic resource, for example), you must update manually on OCLC. You can NOT type in a dummy barcode into the box because there is a checking component in the programming that validates barcodes.

NOTE ABOUT DE-UPDATING: Sometimes in cataloging an item, we will use a record other than the one that PromptCat selected and updated for us. When this happens, you will of course need to update OCLC either through the web window or directly, AND you will need to make sure our holding symbol gets deleted from the record originally supplied by PromptCat. Depending on how long it's been since PromptCat originally processed the item, the OCLC record may or may not have already been updated (they set a waiting period of 21 days before a record is updated). If it has been updated, you can go ahead and de-update it yourself directly. (As of now we don't know a way to use the web window for this purpose.) If it has not, you can either wait and de-update after the record gets its automatic update, or you can send the OCLC number to Peggy Earheart so that her staff can hold onto it and de-update when possible. Copy down the OCLC number in the PromptCat-provided record before you overlay and wipe it out on Acorn!

Updated 1/12/2006