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Cuyamaca Library: Mission & Program Review

OCLC reclamation Due May 11, 2020

This is from Amy Beadle (black text). The red text is Jessica Hartwigson.

CDI is a Central Discovery Index, which is being pushed out by Ex Libris. The reclamation project is something we contracted with OCLC for.
 A reclamation project is a one-time data sync collection that includes a scan/delete process. 

Purpose: The reclamation process matches the records in WorldCat to set (add) holdings; time-stamps them; and then cancels (deletes) holdings on records that were set earlier than the time of the data sync. This type of project can bring WorldCat holdings up-to-date if a library has not consistently maintained them and cannot easily isolate the records that need to be updated. 

How a reclamation project works: 

STEP 1: Once you complete the LSP Reclamation Survey  (https://forms.gle/hnxDXteWLFJya9Ew6) and indicate your desired date of participation, instructions on how to run the query and transfer the files will be sent to you.(Jeri submitted form on 4/28. Chose May 11, 2020)

 

STEP 2: Setup a collection and send all the library’s MARC records in a data sync collection. Records are matched in WorldCat and holdings are set for items currently held by each library. The current date is “stamped” on each record.
( Jessica Hartwigsen, Network zone manager who says, " The Catalog Work Group has documentation about publishing to OCLC. This can be setup with OCLC at any time to create the Data Sync Collection.  This will publish your changes you've made in Alma to OCLC.  The OCLC reclamation project needs a .mrc export of your files. This is done with the bib export job mentioned in the instructions attached here. This is different from the data sync collection needed for daily publishing to OCLC from the IZ. 

jhartwigson@ccctechcenter.org

Amy Beadle writes:

• For a group data sync reclamation project, all MARC records being sent to the data sync collection will need to contain a library identifier in a consistent place within the MARC record to identify the individual symbols. (Jessica H replied 4/28:  We use the library’s holding code and the OCLC symbol.  I’ve gathered the holdings code and matched it to the OCLC symbol in the spreadsheet. In column L of the spreadsheet, you can see the library identifier (holdings code). 
Jeri wrote 4/30: Is it CUYAMACA?

• After the data sync is completed, OCLC runs a scan/delete to remove holdings from records with a date stamp earlier than the date of the data sync transaction (typically the date when you extracted your records for submission to OCLC). Note: Before performing the scan/delete, data sync services OCLC always contacts you to confirm the date on which canceling holdings will be based. You must approve the date before OCLC will run the scan/delete. (Jessica H 4/28: says This is the spreadsheet we are using to contact libraries when there are any question about the file being sent to OCLC and when the files generated by the reclamation are available to download.)

• Holdings set after the date of the scan/delete are retained in WorldCat. Therefore, libraries can continue online cataloging while the records are processed. OCLC recommends, however, that libraries stop deleting holdings until the reclamation project is complete. 
(Jessica H wrote 4/28: The library will receive more information about the files generated by reclamation and what to do with those files.  These have not been released yet, we are still working on them but this is the initial definition of the records returned from OCLC.)

• Items that have been deleted in their local system during the data sync reclamation project, can be loaded with a gap file. (what is this?)

• By default, scan/deletes are processed to skip any holding set on a record that has a local holdings record (LHR) attached. The LHR itself will remain, and the holding will remain set on the record, regardless of date stamp. However, you can request to remove the LHR and related holdings. (What is a LHR?)

• After processing is completed, a cross reference (XREF) report will be returned so OCLC numbers can be inserted into the local system. 


As you are (hopefully) aware, we have just completed a pilot of the reclamation project. Huge thanks to Foothill, Long Beach City, Chaffey and Orange Coast Colleges and the Peralta CCD for agreeing to be our test cases. They have completely improved the experience for the rest of you, with excellent instructions and a willingness to help guide you through the relatively painless process.
Here is a link to the pilot results summary: https://docs.google.com/spreadsheets/d/1XANRtyAUjdc-4sCa8gAkVmZJ0w48cmmArpwD4WRF1as/edit?usp=sharing