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Registration of EAST Retention Commitments in OCLC
OCLC has officially launched their Shared Print Registration Service, available to all full cataloging subscribers*. EAST retention partners should plan on registering their commitments before January 2021, at which time Cohorts 1 and 2 will lose access to GreenGlass. An email with further details was sent to EAST operational contacts at libraries who need to register (pdf). OCLC offered an overview webinar on Wednesday, June 17th, 2020 (recording | slides). OCLC also offers a brief Shared Print Registration Training Video.
Following the EAST webinars, your library should complete the EAST Registration Survey, letting the Project Team know your plans for registration and optionally requesting that EAST act as a registration agent for your library.
Further information on the OCLC registration service is available at: https://help.oclc.org/Metadata_Services/Shared_Print
Timeline for the Registration Process for EAST Retention Partners:
- June 17, 2020, 1 p.m. - OCLC Webinar (Recording | Slides)
- June 29, 2020 10 a.m. / June 30, 2020 1 p.m. - EAST Webinars (Recording | Slides)
- July 2020 - Libraries notify EAST of registration intention via a Survey
- Aug 1-15, 2020 - Libraries wishing to have EAST as an agent have created a Collection Profile in Record Manager or Filled out the Collection Profile Template
- Aug 15 - Dec 15, 2020 - Work with libraries who requested EAST as an agent, others to do self registration.
- Jan 2021 - all C1/C2 commitments in WorldCat. Access to GreenGlass for Cohorts 1 & 2 ends January 31, 2021.
*If you are not a full cataloging subscriber please contact us .
OCLC Registration FAQ
Q: Is there a cost if EAST is the Registration Agent?
A: No, there is no additional cost if your institution chooses for EAST to register your retention commitments.
Q: We are members of another shared print program, e.g. HathiTrust. Should we register our commitments separately?
A: We are coordinating with other programs to avoid duplicating registration work. Please advise us, either via the Survey or email, of your membership in multiple programs.
Q: Is it possible for a consortium to complete registration with OCLC on behalf of individual libraries?
A: Yes, a central system administrator can be a Group Coordinator and register commitments on behalf of the libraries.
Q: What are the start and end dates for EAST retention commitments that should be added to the Collection Profile?
A: For monographs, please use 20160630-20310630.
Q: There are titles in my catalog that have a retention but lack an OCLC number. What should I do?
A: These are most likely from the GreenGlass remediation list titled "Records for which SCS has assigned an OCLC number". If any of the items on that list ended up with a retention, and the catalog has not been updated with the OCLC number, now would be a good time to do so. One caveat is that we've heard that these OCLC assigned numbers are not always correct, so it is worth double checking them.
Q: A subset of our retentions have a different ILL policy or a separate sub location code (852 subfield b). Do we need to have separate collection profiles for these?
A: For separate ILL lending or reproduction policies, you will need to have separate collection profiles. For titles with various sub location codes, you can either use separate collection profiles, or submit your data using the 14 column csv file format.
Q: Do I need separate collection profiles for monographs and serials?
A: Yes, if you are both a monographs and serials partner, you will need to have two collections, one for monographs and one for serials which CRL will use to submit your data from PAPR.
Q: Should we include holdings (volume) information for multipart monographs?
A: While not required, EAST encourages you to do so. For most libraries the initial registration in OCLC included this information derived from GreenGlass. It can alternatively be derived from your ILS. Instructions are available for III and Alma.
These questions will be added eventually to the main Retentions FAQ.