Batchloading or record loading is the process where libraries extract their MARC records to a file and send that file to OCLC. That file is then evaluated and machine-matched against the OCLC database, WorldCat. OCLC sets your library holding symbol on records that match to indicate what you own in WorldCat. A list of the non-matched records is sent back to your library for reconciliation.

If your library is considering batchloading your holdings into OCLC, please follow these procedures:

A retrospective conversion project is needed to convert card catalogs or other inventory data, such as a spreadsheet, to MARC-21 format.

Step 1: Contact Carl Wingo at the Missouri State Library (573-751-1822)

Step 2: Research vendors who provide conversion services

Step 3: Learn about MARC format: http://www.loc.gov/marc/

Step 4: Apply for an LSTA Retrospective Conversion Grant (calls for grant submission are currently twice per year)

Step 5: Include fees from Batchload project below in grant request 

A library automation system is needed.

Step 1: Contact Carl Wingo at the Missouri State Library (573-751-1822)

Step 2: Talk with staff at other similar sized libraries about their systems

Step 3: Research vendors and systems

Step 4: Apply for an LSTA Technology Ladder Grant

A Batchload or record loading project is needed.

Step 1: Contact Elizabeth Madson at the MLNC office (800-969-6562, ext. 811)

Step 2: Extract MARC records to a file and send that file to OCLC

Step 3: OCLC evaluates and machine-matches records against the OCLC database, WorldCat

Step 4: OCLC sets your library symbol on records that match to indicate what you hold in WorldCat

Step 5: A list of the non-matched records is sent back to your library for reconciliation

Step 6: If requested, OCLC can return a file of OCLC MARC records for your local automation system

Step 7: Library costs (may be grant funded) include

• OCLC evaluation fee

• Batchload per record fee to set holdings, or per record fee to set holdings with OCLC MARC records returned

An ongoing cataloging solution is needed to commit to expectation of keeping holdings current as required by the Missouri State Library under the Show-Me the World project 

Step 1: Contact Elizabeth Madson at the MLNC office (800-969-6562, ext. 811)

Step 2: Research OCLC’s CatExpress vs. ongoing Batchload subscription options

Step 3: Library costs include

• Annual Subscription to either CatExpress or ongoing Batchload

Your library is ready to particpate in Interlibrary Loan (ILL) activity with OCLC's WorldCat Resource Sharing (WCRS) service through FirstSearch

Step 1: Contact Elizabeth Madson at the MLNC office (800-969-6562, ext. 811)

Step 2: Establish ILL policies, contact information, patron settings and display options

Step 3: Library costs include

• Annual OCLC WCRS Access fee for Internet connection telecommunication charges

• Fees charged by lending libraries for lending materials or photocopying articles

• Postage fees

Display a link to WorldCat on FirstSearch for patrons on your library Website and public access terminals to meet required commitment to the Missouri State Library under the Show-Me the World project

Step 1: URL to Show-Me the World: firstsearch.oclc.org/missouri

Step 2: Display link on public access computers and Website

Step 3: Contact Elizabeth Madson at the MLNC office (800-969-6562, ext. 811) to discuss activating Patron Initiated ILL

Batchload Forms:

• Record Loading Project Information Form

• Batchload Order Form (Note: Choose "Yes" for the question "Is this project part of an OCLC Group Catalog effort?" and select "Missouri" from the drop-down list.)

• EDX Assessment Form

• How to send your data to OCLC

• MLNC/OCLC CatExpress Letter of Agreement

• CatExpress Individual Order Form

Contact Elizabeth Madson 314-918-7222 or 800-969-6562(x811) at the MLNC office Monday through Friday, 8:30 a.m. to 5:00 p.m., or send an e-mail to support@mlnc.org.