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Merged Records in WorldShare Update Files Steve McDonald Tufts University
Merged Records in
WorldShareUpdate Files
Steve McDonald
Tufts University
WorldShare Metadata User Group
OCLC Merges Records
OCLC will merge duplicate records
•Multiple records for the same e-resource are merged into a single record
•OCLC maintenance software can identify some duplicate records
•Libraries can report duplicate records: https://www.oclc.org/form/record-quality.en.html
WorldShare Metadata User Group
When Records Are Merged
•One record is chosen to stay in WorldCat
•Other duplicate records are deleted
•Important information from deleted records is added to remaining record
•OCLC numbers of deleted records are added to 019 field of remaining record
WorldShare Metadata User Group
Example of Merged Record
WorldShare Metadata User Group
OCLC Numbers And WorldShare
An algorithm links titles in the WorldCatknowledge base to WorldCat records
•Linked OCLC Numbers (OCNs) can be overridden by OCLC
•Libraries can use the Cooperative Management feature to override OCN links on customizable collections only
WorldShare Metadata User Group
WorldShare MARC Delivery
Records are delivered in 3 files
•DELETE: records WorldShare thinks you need to delete
•NEW: records Worldshare thinks you need to add
•UPDATE: records WorldShare thinks you have that need to be updated
WorldShare Metadata User Group
Delivery of Changed OCLC Numbers
If the linked OCLC number is changed by the matching algorithm or overriding:
•Libraries who selected the collection receive old record in DELETE file
•They receive the new record in the NEW file
WorldShare Metadata User Group
Delivery of Merged Records
If the linked OCLC number changes because it is merged with another record:
•Libraries who selected the collection receive the new record in the UPDATE file
•They do not receive a DELETE record
•Libraries require some other method to eliminate the obsolete record!
WorldShare Metadata User Group
Cleaning Up Merged Records
With no DELETE record, there are two options to keep your database clean:
•Automatically overlay obsolete records by indexing 019 fields with 001 fields and using an appropriate load profile
•OR Manually find and delete obsolete records
WorldShare Metadata User Group
Solution 1: Indexing 019 fields
•Modify ILS to include both 001 and 019 fields in the same index
•Use a load profile that overlays based on the 001 or 019 field, on that index
•Re-indexing may require a vendor fee
•Can use a load profile like this for all OCLC loads
WorldShare Metadata User Group
Solution 2: Manual Cleanup
•Overlay records on OCLC number
•Records from UPDATE file which do not overlay existing records are probably merged records!
•Search catalog for obsolete version
•Copy important data to new version
•Delete or suppress obsolete version
WorldShare Metadata User Group
WorldShare DELETE Files
Merged records can also show up in the DELETE file (rarely)
Follow the same procedure for both UPDATE and DELETE files to clean up records which have been merged
WorldShare Metadata User Group
Thank you!
Feel free to contact me:
Steve McDonald
Tufts University
