OCLC holdings maintenance

Note: This document concerns OCLC holdings maintenance for physical resources.

A. Context

Maintaining accurate institutional holdings in OCLC is important for Library staff and for our users both locally and worldwide, and it is vital for interlibrary services.

In Millennium, LIT had developed an automated process to maintain OCLC holdings based on item record locations. There is not yet such a process for Alma. Until we can set up automated OCLC holdings maintenance in Alma, we must maintain OCLC holdings manually.

When an item is added to the catalog, OCLC holdings for the owning library are set on the corresponding OCLC record using that library's OCLC institution symbol. Additionally, OCLC holdings for NRLF are set when a non-restricted item is deposited at NRLF.

Similarly, when an item is removed from the catalog, holdings on the corresponding OCLC record may need to be canceled.

OCLC holdings need to be set when an item being added to a catalog record is the first volume for the library/libraries using a given OCLC institution symbol. Example situations: new title, added copy, replacement, reinstatement, cataloging correction

OCLC holdings need to be canceled when an item being withdrawn or removed from a catalog record is the last volume for the library/libraries using a given OCLC institution symbol. Example situations: withdrawal, cataloging correction

For libraries in the UCB Alma Institution Zone, 4 OCLC institution symbols are in use (see also table below):

CBG: for IGSL, maintained by IGSL

LLB: for LBNL, maintained by MdS

ZAP: for NRLF, maintained by NRLF

CUY: for most UCB libraries, maintained by UCB cataloging units

Since there are so many libraries that use the symbol CUY, care is needed when determining whether OCLC holdings need to be set or canceled for this institution symbol.

OCLC holdings maintenance is a different issue from whether or not to suppress a bib record in the IZ.

• The decision to suppress a bib record depends on whether or not there is still at least one active item record on the bib
• The decision to cancel OCLC holdings depends on whether or not there is still at least one active item record on the bib for any library covered by a given OCLC institution symbol

B. Instruction

If you are performing work in the catalog and:

• adding the first volume of a title for a given location

or

• removing the last volume of a title from a given location,

consider whether OCLC holdings need to be set or canceled. If holdings need to be set or canceled, refer the issue to your cataloging unit to maintain the OCLC holdings.

In Alma, online resources will generally have distinct, e-resource bib records, but some "shared record" cases (print inventory and online portfolio on the same bib) are still in the catalog.

If OCLC holdings are being set or canceled for such records – cancellation during withdrawal is usually at issue here – refer the case to the Electronic Resources Unit (ERU, eproblem@library) to review the cataloging and OCLC holdings.

C. Example cases

Added copies; deposit at NRLF

• title is held by IGSL only:
  • OCLC holdings are set for institution symbol CBG
• same title is added for MAIN:
  • OCLC holdings must be set for institution symbol CUY
• same title is added for ENVI:
  • OCLC holdings do not need to be set again for institution symbol CUY, because they are already set for CUY (for MAIN)
• MAIN copy is later deposited at NRLF:
  • NRLF staff will set OCLC holdings for institution symbol ZAP

Withdrawals

• title is held by IGSL, LBNL, EART, MAIN:
  • OCLC holdings are set for institution symbols CBG, LLB, CUY
• EART copy is withdrawn:
  • there is no change to OCLC holdings, because MAIN (CUY) still holds the title, and it is still held by libraries with institution symbols CBG and LLB
• IGSL copy is withdrawn:
  • OCLC holdings for CBG must be canceled
  • OCLC holdings for LLB and CUY remain
• MAIN copy is withdrawn:
  • OCLC holdings for CUY must now be canceled, because no library with institution symbol CUY holds the item
  • OCLC holdings for LLB remain

Reinstatement

• title is held by LBNL but was withdrawn for PHYS
  • OCLC holdings are set for institution symbol LLB
  • OCLC holdings were previously canceled for CUY
• the PHYS copy is returned and will be reinstated
  • OCLC holdings must be set for institution symbol CUY

Cataloging correction

• a given edition of a title is supposedly held by MAIN, and is the only copy in the catalog
  • OCLC holdings are set for institution symbol CUY
• it is determined that the MAIN copy is actually a different edition from what the record describes
  • OCLC holdings on the incorrect OCLC record are canceled for institution symbol CUY, along with other maintenance
• a correct bib for the MAIN copy is added to the catalog
  • OCLC holdings are set on the correct OCLC record for institution symbol CUY

Portfolio encountered during withdrawal

• title is held by MAIN, and there is also an e-resource portfolio on the bib
  • OCLC holdings are set for institution symbols CBG, LLB, CUY (CUY for MAIN ; CUY, LLB, CBG for the e-resource)
• MAIN copy is withdrawn
  • withdrawal work is performed, but:
  • record is referred to ERU to consider the cataloging and OCLC holdings

^ Restricted NRLF materials from Berkeley libraries (nb**r) will only carry the campus OCLC holdings symbol

^^ Persistent NRLF materials ("unrestricted" and "building use only") from Berkeley libraries carry both ZAP for NRLF and the appropriate campus symbol.

^^^ Exceptions:

• IGSL at NRLF (nbig) has holdings: ZAP + CBG
• LAW at NRLF (nblw) does not use CUY, but rather: ZAP + BOL

D. Setting and canceling holdings in Connexion

1. Copy the OCLC # from Alma record
2. Search for the number in Connexion (precede an OCLC Control Number search with the index label [no:], an asterisk [*], or the number sign [#])
3. To set or cancel the Holdings
   • From Connexion Windows client
     • Set:
       1. Select Action > Holdings > Update Holdings or hit F8
       2. You will now see "Held by [your OCLC code]" to the right of the OCLC number in the top box
     • Cancel:
       1. Select Action > Holdings > Delete Holdings or hit Shift-F8
       2. You should now see "No holdings in [your OCLC code]" to the right of the OCLC number in the top box
   • From Connexion web interface
     • Set:
       1. Select Action > Holdings > Update Holdings
       2. A pop-up window asks you to confirm that you want to set holdings
       3. Click OK to set your holdings
       4. You will now see "[your OCLC code] Holdings" to the right of the OCLC number in the top box
     • Cancel:
       1. Select Action > Holdings > Delete Holdings
       2. A pop-up window asks you to confirm that you want to delete holdings
       3. Click OK to remove your holdings
       4. You should now see "No holdings in [your OCLC code]" to the right of the OCLC number in the top box