SERHOLD to OCLC Batch Upload
What's This All About and What Should I Do?

One of DOCLINE's strengths is its ability to match a request for a specific article citation to the journal holdings of a supplying library. This is possible because each library's journal holdings are available with volume and year information in SERHOLD, DOCLINE's journal holdings database. Consistent, up-to-date holdings result in accurate, expedited, and efficient processing of DOCLINE interlibrary loan requests. But, it can be quite a challenge for a library to keep holdings data up-to-date in multiple locations. If you have holdings data in SERHOLD, OCLC, and in your OPAC, this can be daunting!

As a consequence, NLM has been working on several programs to make it easy to keep journal holdings information up-to-date. For example, NLM and OCLC have been working together to develop ways to migrate holdings data between the two systems. The first such program is the "SERHOLD to OCLC Batch Upload," an automated transfer of SERHOLD holdings information to OCLC that became operational in July 2003. The next program will enable a migration from OCLC to SERHOLD; it is expected to be operational at the end of the year. Two other migrations will follow later: MARC21 output from SERHOLD and then MARC21 or XML data transfer into SERHOLD. But what's the best choice for your library?

The first question to ask is "Where do I have the best and most accurate journal holdings data?" This will give you a sense of how you should migrate your data and in which direction. For many health sciences libraries, SERHOLD has the most complete information. You are keeping your SERHOLD data up-to-date aren't you?!

The second question to ask is: "Do I share an OCLC code with another library?" If so, the SERHOLD to OCLC batch update may not for you. If you have local data records in OCLC, when SERHOLD data is migrated the holdings information from SERHOLD will wipe out existing holdings in local data records in OCLC. You could wipe out the holdings of your colleagues in other branches! This is certainly something they will not appreciate! You may need to wait for one of the other migration options.

The third question to ask is: "Have you run a SERHOLD report for Level 2 holdings?" Level 2 holdings are not as complete as Level 3 holdings; they do not include volume or year holdings information. DOCLINE libraries are always encouraged to upgrade holdings records to Level 3 since the DOCLINE routing algorithm cannot tell what is held and therefore cannot make a match. And, OCLC will not load data for SERHOLD Level 2 records. The good news is that, once you change these records to Level 3, the edited records will load into OCLC during the next run in October.

Questions and answers about the batch update plans are available on the NLM web site on the DOCLINE FAQ page. You will find these questions and answers at:
http://www.nlm.nih.gov/services/faqdocline.html#serholdbatchupdate

Currently, these questions include:

• What is planned for Batch Update capabilities?
  • SERHOLD to OCLC
    • How are deletes handled with SERHOLD to OCLC batch update?
    • How can I report that my library's holdings were attached to the wrong bibliographic record in OCLC via the SERHOLD to OCLC batch update program?
    • How much does it cost to update my library's OCLC records using the SERHOLD to OCLC batch update program?
    • If my library participates in both OCLC and SERHOLD, how do I authorize NLM to send a copy of my library's holdings records to OCLC?
    • My library is part of a larger institution that uses one OCLC code (ex. MWF) with multiple holding library codes for each "branch" (ex. MFWA and MWFB). Can my library still participate in SERHOLD to OCLC batch update?
    • My library participates in both DOCLINE and OCLC, but I do not want my library's holdings to be provided to OCLC from SERHOLD. What do I have to do to prevent this?
    • What is SERHOLD to OCLC Batch Update?
    • What is the schedule for SERHOLD to OCLC Batch Update?
    • When will the SERHOLD to OCLC function be available for use by network libraries?
  • OCLC to SERHOLD
    • When will OCLC to SERHOLD Batch Update function be available for use by network libraries?

Feel free to contact Julie Kwan, Library Network Coordinator, or Andrea Lynch, Network Assistant, if you have any questions about the batch updates. You can reach Julie toll free at 800-338-7657 or 310-825-5342 or by email at jkkwan@library.ucla.edu. Andrea is available toll free at 800-338-7657 or 310-206-5633 or by email at andlynch@library.ucla.edu.

Julie Kwan

[Editor's Note: More information about the SERHOLD report for Level 2 holdings is available in the DOCLINE Online Manual at http://www.nlm.nih.gov/docline/docline_manual/serhold/report_level_2_holdings.html. For more information about Level 2 holdings, more accurately known as Encoding Level 2 holdings, see the ANSI/NISO Z39.71-1999 standard, Holdings Statements for Bibliographic Items, available at http://www.niso.org/standards/resources/Z39-71.pdf.]

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