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WorldShare Collection Manager: Troubleshooting KB Metadata

This guide provides documentation for creating and managing electronic resource collections in the knowledge base (KB) in Collection Manager.

Documentation and Presentations

OCLC Documentation

All known issues - a list of known issues for Collection Manager and all other OCLC modules.

Grouped OCNs and Cooperative Management - includes best practices for correcting grouped OCN errors.

How to Update Title Information - instructions for editing individual title information for customizable and non-customizable collections.

KB Cooperative Changes Retained Spreadsheet - At this time, OCLC is recommending that libraries only update collections on the changes retained spreadsheet, since your updates may be overwritten by vendor automatic updates for collections not on the list. A searchable version of the list is available here.

PALNI Documentation

Cooperative Methods to Improve the OCLC Knowledge Base - 2018 presentation by Jeff Siemon, Anderson University.


Troubleshooting Discontinued Collections

Schedule for Discontinued Collections

For some time OCLC had a practice of marking collections as discontinued when they no longer received KBART updates from the content provider. For some of the discontinued collections where access to the content is still available, libraries will want to maintain access to a KB collection for the content. OCLC has suggested replacement KB collections for some discontinued collections where access to the content is still available, but not for all of them. After maintaining a practice of leaving the discontinued collections in the KB indefinitely, OCLC announced a new practice of deleting discontinued collections after six months.

In order to select new collections when OCLC discontinues a particular collection, libraries can check the Just In Time (JIT) Updates by subscribing to the news feed for Collection Manager in the OCLC Community Center. You can also check for discontinued collection announcements you may have missed by searching the updates. To check for KB collections that your library currently has selected, perform a blank search for Collections in Collection Manager with "My Selected Collections" checked, then use the filter to view your discontinued collections. You can also check this collection list to see if your library has selected a collection that has been discontinued since last month, as well as this list for possible replacements.


Troubleshooting Grouped OCNs

Grouped OCN Overview

Grouped OCNs appear on a title in a KB collection when OCLC's algorithm matches data points for that title to the same item in a different format. Grouped OCNs are also added for duplicate OCLC records for the original electronic format. When a title in a KB collection has one or more grouped OCNs, a link to the title in the KB collection will appear in Discovery on the record with the grouped OCN. Sometimes there is an incorrect match, and you may see a link to an electronic item that does not match the record that is being displayed. In that case, you don't do anything to the record that is displaying a link incorrectly. Instead, you remove the grouped OCN from the incorrectly linked title in the KB collection. More information on title level settings for grouped OCNs is available in OCLC's documentation.

Editing Grouped OCNs Globally

Troubleshooting Primary OCNs

Primary OCN Overview

OCLC numbers appear in the KBART file for a KB collection, as well as in the title-level information for a particular title in the Collection Manager interface for the KB collection. OCNs can appear in a KBART file either because the vendor included them in the data they sent to OCLC, or because OCLC's matching algorithm determined that there was an existing OCLC record the described the particular title. In instances where there is no OCN, adding an OCN will allow your holdings to be set on that particular record, which will make the item much more likely to be found by patrons.

Since electronic resources often generate multiple OCLC records because of the large number of vendor records that are loaded and are not able to be de-duplicated, multiple OCLC records will often be grouped under the Editions & Formats function. If a record has limited information and/or does not follow standard cataloging practices, it will not be grouped with other OCLC records in the Discovery results, but will appear on a separate result in the search results. You can enter an override OCN for titles where there is an OCLC record that contains more complete information, and you can also send the OCN to the global collection if you choose.

Editing an OCN