Building on the foundational work of the OCLC Data Sync and WorldShare Working Group, the OCLC Data Sync Project Team will begin to reconcile Alma holdings for physical, and locally digitized materials in OCLC. A new streamlined set of OCLC Symbols, approved by library leadership in February 2019, will be maintained for Harvard Library to ensure efficiencies in resource sharing and cataloging. The list of Harvard Library current and target OCLC Symbols is available on the project wiki. This group will recommend workflow and process changes needed to complete the following tasks:
Workflow/procedure decisions. Project team will determine processes for each step of the export process, update of holdings post-synchronization, and necessary changes to cataloging and ILL workflows. This work includes:
plan for distribution of new OCLC authorizations (process to be designed and executed by the OCLC Coordination Working Group)
error report distribution and resolution
creation of Local Holdings Records in OCLC (LHRs)
impact on WorldShare Collection Manager & WorldCat Updates loads for deferred cataloging processes.
preparation and dissemination of cataloging and ILL process and workflow documentation, including review of existing workflows
ILL configuration and data mapping
Implement LHR Data Sync Collections. This work includes:
testing options in Alma for publishing LHR
evaluating and recommending best option
working with OCLC to test LHR Data Sync processing
Create timeline per symbol. Project team will work with OCLC to confirm a draft timeline for each symbol that includes bibliographic reclamation, LHR load, and implementation of incremental bibs/LHR updates
Data Synchronization. LTS will engage in an iterative process to export full bibs and holdings records for each symbol, and manage the transition to ongoing updates.
Automation of ongoing exports. LTS will develop scripts to automate ongoing exchange of data with OCLC. This work will be done as each symbol is reclaimed. This work includes:
designing integrated process for exports, file ingest, and error reports
publishing incremental bib/LHR updates from Alma
exporting Alma files to OCLC
ingesting files from OCLC into Alma
ongoing distribution of error reports to staff for resolution.
OCLC Local Holdings Records. In addition to setting a symbol on a record, project team will define a process to create separate holdings records in OCLC to provide additional details about our collections.
Shared retention statements. Project team will define a process to add shared retention statements to OCLC records for records marked in Alma as permanently retained.
This group reports to the Alma Executive Oversight Committee.