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E-book & Streaming Media Management

This guide describes E-book and streaming media collection management resources and tips.

Auto Claim OCLC Holdings Using Alma Publishing Profile

While there's a job existing and configured already in Alma "Publish bibliographic record (DataSync) to OCLC," it updates holdings for all resources in Alma and does not allow users to customize settings to only update selected collections. At SDSU, we only want to claim holdings to non subscription based e-resources.

For perpetual e-resources, after importing them from OCLC/WCM, ERM librarians will claim OCLC holdings. One could do that through OCLC's reclamation program, or upload files with local system IDs to a WCM data sync bibliographic collection. This guide will show you how to use Alma publishing profiles to routinely and automatically upload files to a bibliographic data sync collection in WorldCat.

1. Configure WCM FTP Settings in Alma

In your Alma profile, make the following selections for Update S/FTP Connection.

  • Go to Configuration > General > S/FTP definitions
  • Enter the host name (filex-m1.oclc.org) associated with your OCLC file exchange account for Server.
  • Enter 22 for Port.
  • In the Sub-directory text field: enter /xfer/metacoll/in/bib for a bibliographic data sync collection.
  • Select the Is full path checkbox.
  • Leave the Max. Number of Files text field blank.
  • Enter 1 for Min. Number of Files.
  • Choose the largest option (100000) for Max. file size.
  • Select MB for Size type.
  • Select True for Allow Navigation.
  • Select Default for Ftp Server Type. 
  • Leave the FTP passive mode checkbox deselected.
  • Select the Ftp Server Secure checkbox.
  • Select the Username/password authentication radio button for Authentication method.
  • Enter your OCLC file exchange account username for UserName.
  • For Password, please call OCLC Support to obtain file exchange account credentials for your institution.

2. Create Logic Sets for Perpetual E-resource Collections

For each perpetual e-resource collection, one needs to create a logic set. The set will need to meet the following criteria: e-titles in this set should have OCLC number and they should be in a certain collection.

Depending on your collection's type, you might want to add another criteria: portfolio is available.

3. Create a Publishing Profile for each Perpetual E-resource Collection

For each perpetual e-resource collection, one also needs to create a publishing profile which publishes the logic set for that collection using the FTP connection you configured in the first step.

  • Go to Resources > Publishing Profiles > Add Profiles > General Profile
  • Add Profile Name and Description
  • Schedule the publishing job to run monthly. Add your email or other ERM librarians' emails to the email notification list.
  • In the content section, select the logic set for the perpetual collection from the list, publish on bibliographic level and the output format should be MARC 21.
  • Select the FTP connection name you created in the first step. Disable file compression. Use Binary format and put all records in one file. Use default name and add file name prefix: <Data Sync Collection ID>. <OCLC symbol>..<Perpetual Collection Short Name>, for example 1040010.CDS..worldbankOA. Please add two periods between <OCLC symbol>..<Perpetual Collection Short Name>. Alma will replace one of the period to "_" and add file type description. To meet file name requirement of WorldCat Data Sync, please follow the instruction above.