Upload your file to WorldCat knowledge base
Use these instructions to upload a third-party file of your holdings to your WorldCat knowledge base (accessed via WorldShare Collection Manager). Make sure you have completed the steps specific to your third-party provider to download your file. See the instructions to export your holdings from your provider.
Prepare your file for upload Use the following file name convention for your holdings file, i.e., the word HOLDINGS in all capital letters, underscore, your institution's registry ID number, dot, file extension: HOLDINGS_registry-id.extension
Replace registry-id with your library's Registry ID (also called OCLC Institution ID). To locate the Registry ID for your library, visit the WorldCat Registry or locate the module in OCLC Service Configuration. Contact OCLC Support, if you have questions.
Note that you should not attempt to change the file format/extension. Rather, it is important that these files were formatted correctly at the time of download from your third-party service. HOLDINGS_registry-id.txt [See note] HOLDINGS_registry-id.xml-marc [See note]
Serial Solutions and EBSCO files need to be in .txt format when uploading via the WorldShare interface or via FTP. SFX files must be in .txt format to upload via the WorldShare interface, but in .xml-marc format to upload via FTP.
Use the relevant option to upload your file Use one of the options below. Note that the method you use could be dependent on the file format of your downloaded file.
Important note: After you upload your file, you need to contact OCLC Support to alert us that a file is available for our review. Please include your Registry ID or file name.
Option 1: Upload your file via the WorldShare Interface To upload your file in the WorldShare interface, sign in to WorldShare and select the Metadata tab. Next: 1. Navigate to Collection Manager and click Settings 2. Expand Knowledge Base Data and click on Upload KB Data 3. Select the upload type drop-down menu (KBART, SFX, etc.) and leave the file encoding setting. 4. Click Browse to find and select your file (For example: HOLDINGS_12345.xml-marc) 5. Click Upload
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Option 2: Upload your file via file transfer protocol (FTP or SFTP) to OCLC's server To upload your file via FTP, use your assigned FTP account to transfer your holdings file to OCLC.
Your library might have received credentials when you requested WorldShare Collection Manager (access to the WorldCat knowledge base). If your library does not have FTP credentials or cannot find them, please contact OCLC Support for assistance.
Your institution's FTP / SFTP credentials for OCLC's server Username: xxx Password: xxxxxxx
Note that all libraries in regions outside of the United States must use Secure File Transfer Protocol (SFTP) on port 22. Libraries in the U.S. can use SFTP on port 22 or use FTP on port 21. The data center associated with a library's account depends on the region in which they are located. Use the hostname for your region as shown in the table below:
Country Regional hostnames Port U.S. ftp2.oclc.org or scp.oclc.org 21 or 22 Australia scp-sydney.oclc.org 22 Canada scp-toronto.oclc.org 22 Dutch Docklands scp-docklands.oclc.org 22
You may use command line or an FTP client of your choice. If you use an FTP client, adapt the information below as needed.
Server access via FTP: 1. Enter the following command to access the server: ftp ftp2.oclc.org 2. Enter your institution’s assigned username 3. When prompted, enter your assigned password 4. Enter cd /wckb/in/data to navigate to the holdings file directory 5. To upload the files, enter the following sequence of commands: Binary put HOLDINGS_
Server access via SecureFTP / SFTP: 1. Enter the following command: sftp [email protected] 2. (Replace username with your institution’s assigned username) 3. When prompted, enter your assigned password 4. Enter cd /wckb/in/data to navigate to the holdings file directory 5. To upload the files, enter: put HOLDINGS_
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Contact OCLC Support to tell up you uploaded a third-party file After you upload your file, contact OCLC Support to alert us that a third-party knowledge base file is available for our review. Please include your Registry ID or the file name.
View Activity History reports to verify your results The first time OCLC processes the data, you can verify the results in Collection Manager Activity History within about 2-3 days. The first time a file is processed, you might not see a complete account of your holdings. For assistance to refine file mapping so it is more precise, contact us.
Navigate to view a report in the Activity History In the WorldShare interface, navigate to the Metadata tab and expand Collection Manager. Click on Activity History Use the search box to search for your file Use the filter to filter the results. Click Search to filter the results Find your collection and click Download Detailed Report
Reports for third-party holdings files Each collection in the holdings file you uploaded is listed in the Third-party Holdings File Uploaded report. The row for each collection contains the columns described below. Summary data about the mapping is included at the end of the report.
Columns referencing your holdings file The following columns contain data about your library’s holdings file.
Column heading Column description Name The name of the collection in your library’s file Size(Datafile) Number of titles for the collection in your library’s file
Columns about the matched collections in the WorldCat knowledge base The following columns contain data about the collections in the WorldCat knowledge base that OCLC matched to the collections in your holdings file.
If the OCLCId column is empty and the Size(Loaded) column is 0, no matching collection was found.
Column heading Column description OCLCId The Collection ID for the matched collection in the WorldCat knowledge base Size(Loaded) Number of titles selected for the matched collection in the WorldCat knowledge
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Column heading Column description Comment The action indicating how the collection was mapped. There are seven possibilities: Selected full collection – indicates that we selected the corresponding collection in full Selected some titles in the collection – indicates that we selected a subset of titles within the corresponding collection Selected full collection and made date customization – indicates that we selected the corresponding collection in full and made some customizations to coverage dates Selected some titles in the collection and made customization – indicates that we selected a subset of titles within the corresponding collection and made some customizations to coverage dates Nothing attempted – indicates that there is no corresponding collection in the WorldCat knowledge base or that we were unable to map it to a knowledge base collection Deleted titles from collection – indicates that the WorldCat knowledge base collection had more titles than the third-party collection and we deleted the extra titles upon request Previously selected in KB – indicates that the collection was selected in the WorldCat knowledge base before the mapping file was processed and no action was taken
Data in the summary at the end of the report The following information appears next to TOTAL at the end of the report.
Data label Data description DATAFILE Total number of titles for all collections in your library’s file KB Total number of titles activated for all the collections in the WorldCat knowledge base that were matched to the collections in your library’s file Overlap: 0.00 A ratio approximating the portion of the total titles in the file uploaded by your library that were matched to collections in the WorldCat knowledge base. 1.00 equals 100%
Differences in numbers of titles Some small differences in numbers in the Size(Loaded) and Size(Datafile) columns for a collection may result from a mismatch between your third-party knowledge base and the WorldCat knowledge base.
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