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Batch Processing for Removing Holdings in OCLC

Purpose: To remove OCLC holdings from a batch of records using Connexion Client. (With minor changes, this procedure may also be used to add OCLC holdings to a batch of records.)


1. Export OCLC Numbers from Sierra

    a. Gather records into a review file.
    b. In Sierra, go to Create Lists and select the appropriate review file.
    c. Click on Export Records.
Batch Holdings Export
    d. Under "Type," select b (for bibliographic) and under "Field," select o (for OCLC/RLIN#).
Batch Holding Export2
    e. Enter the file name of your choice and browse to select the location where you would like to save the file.
    f. Click OK.

2. Prepare List in Excel

    a. Open Excel.
    b. Open the text file from step 1. (In order to see the file, click File > Open (or CTRL+O), then select All Files or Text Files from the drop-down menu next to "File Name.")
    c. In the Text Import Wizard dialog box, select "Delimited" in step 1, then click Next. In step 2, select "Semicolon" under Delimiters, then click Next. In step 3, select "General," then click Finish.
    d. The first row will read "OCLC/RLIN#". Delete that row.
    e. Copy the first column and paste it over the text in the original text file. (Copying only the first column gets rid of any duplicate OCLC numbers which may be in the second column.)
3. Create Local Bibliographic File in Connexion

    a. Open Connexion Client. In the File menu, click Local File Manager.
    b. Check Bibliographic.
    c. Click Create File.
    d. In the Open window, enter the new file name.
    e. Click Open.

Local File


4. Configure Settings for Batch Process

    a. On the Tools menu, click Options>Batch.
    b. In the Record Actions area, under Perform local actions in batch, check Bibliographic Record Export.
    c. In the Batch Search Keys to Retain area, check Not Found or Error.
    d. Optionally, check the box next to Display batch reports automatically if you want to view a report each time you export a group of records.
    e. Click Apply.   

 5. Run Batch Processing -- Online Search

    a. On the Batch menu, click Enter Bibliographic Search Keys.
    b. Select the Local File you created as the place to hold downloaded records.
    c.  Under Use default index, select OCLC Number (no:).
    d.  Click Import.
    e. Find the .txt file you created, click Open.
    f.  Click Save.
    g.  Click Close.
    h. On
the Batch menu, click Process Batch.
    i.  Check the box next to the Local File you want to hold the records.
    j. In Process area, check Online Searches.
    k.  Click OK to close Process Batch window. 
    l.  After this process is finished running, Connexion will automatically log you off. To log back in, go to the File menu and click Logon to continue. 



6. Update holdings on OCLC

    a. On the Cataloging menu, click Search>Local Save File (or F3), click OK.
Select records in a list (To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. Or to select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additional entry.).
    c. On the Action menu, click Holdings > Delete Holdings (or SHIFT+F8).

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Created by: Library Staff | Revised: 04/01/2015
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