Retention commitments may be batchloaded to OCLC for Local Holdings Records creation. This process was used for adding retention commitments during the grant period. Data is submitted in a comma delimited (csv) spreadsheet format. Data can be exported from the catalog for creation of the spreadsheet.
Structure of the File and fields:
The file has 5 columns with a header row as shown below.
| OCLC Number | 5611_ | 5831_ | 5831_ | 866_0 |
OCLC Number: The OCLC number must be a valid oclc number, and may optionally be prefixed with ‘ocm’ or ‘ocn’.
The remaining fields are marc holdings records fields. Subfields of the marc fields are denoted by the pipe “|” character.
Marc Field 561: Originating institution symbol, e.g. MEU. Must be prefixed by “|a”, e.g. “|aMEU”
Marc Field 583: The “committed to retain” field as it appears in the catalog. Must be prefixed by a “|a”, e.g.
“|acommitted to retain|c20130701|dJune 30, 2028|fMaine SC
|uhttp://www.maineinfonet.net/mscs/about/retention-copies|5MeU”
Note that multi volume sets and series will also need a |3 which includes the extent of the commitment, e.g.
“|acommitted to retain|c20130701|dJune 30, 2028|fMaine SC
|uhttp://www.maineinfonet.net/mscs/about/retention-copies|3v.1-v.10|5MeU”
Marc Field 583: Optional second 583 field for ‘condition reviewed’ or ‘completeness reviewed’ 583. These fields were not used during the grant period. See the “Structure of Local Holdings Information” page for details on using this field.
Marc Field 866: For “S”eries records only, left blank for monograps. Repeats data that was in the 583 subfield 3. Requires also a subfield 8. E.g.
|80|av.1-v.10
Constant data applied to the batches is:
008 position 20: “b” – will not lend (Ill handled on main symbol, not shared print symbol)
008 position 21: “b” – will not reproduce (Ill handled on main symbol, not shared print symbol)
852 – will vary by library but follows the format of: “|aMEUSP|bMEUA”
See an example in the first 3 rows of this Sample Spreadsheet.
Submitting to OCLC
Because these are non-MARC record files, the file should be sent as an email attachment to batchload@oclc.org.
Include the appropriate OCLC Shared Print symbol in the subject line of the message, indicate that the data is for an LHRUS project, and include the appropriate OCLC-assigned batchload Project ID number, as listed below.
| BYNSP – P015905 |
| BTSSP – P015907 |
| BBHSP – P015904 |
| CBYSP – P015908 |
| MEASP – P015909 |
| MEUSP – P015911 |
| PGPSP – P015906 |
| PPNSP – P015910 |
Batches will usual be processed within a few days of submission.
More information can be found in the OCLC Local Holdings Record Updating Service User Guide (PDF).