Idaho Commission for Libraries

Batchloading (or batch processing):

A technique by which records to be processed are collected into groups. The group of records is sent or loaded to the service all at once. In OCLC service, batchloading is an automated method of processing authority, bibliographic and holdings data into WorldCat.

Types of Batch Processing Projects

Retrospective (retro) batchload:

An institution submits all of the records in its local system for batch processing--often referred to as a retro load. After a retro load is complete, some institutions maintain their holdings through online cataloging services such as CatExpress or Connexion.

Ongoing batchload:

An institution submits files to OCLC for batchloading on an ongoing basis to keep holdings up to date.

Reclamation project:

Used when an institution’s holdings have not been maintained in WorldCat. First a scan/delete is performed to remove all existing holdings information in WorldCat. Then the institution’s current holdings are loaded.

Scan/delete:

Removes all occurrences of an OCLC institution symbol.

Group batchload:

Similar to the batch process for single institution project. A group of institutions can submit files of consolidated records for batchloading. It requires the use of a translation table that lists library identifiers within the bibliographic records and the corresponding OCLC institution symbols.

Batchloading of non-MARC records:

Patterned data:

Data received in labeled data-fields, delimited data-fields, or positional data-fields. Common examples are Microsoft Excel spreadsheets, Access databases, and Microsoft Word documents.

Search key:

Users have the option of sending search keys (i.e. OCLC numbers, LCCNs, ISBNs, Author/Title, Title, etc.) for setting holdings. Source files may be submitted via FTP, diskette, CD-ROM, or e-mail attachment.

Unresolved Records

Unresolved or non-matching records from a batch process can be handled in the following ways:

• Disregard the unresolved records

• Load the unresolved records from each batch processed to the institution’s save file. Users can access this file through Connexion.

• Retrieve the records from the OCLC Product Services Web and save to the local institution’s workstation. Staff may then work to resolve the records and resubmit later either through Connexion or a future batch process.

Batch Process Fees

Fees for most batch processes to add holdings to WorldCat are included in the annual LiLI Unlimited Resource Sharing fee for participants (libraries who participate in the cataloging and ILL services provided through LiLI Unlimited).

Additional Batchloading Information

• OCLC Batch Processing Website

• Batch Processing Glossary

• Concise Batch Processing Guide