Bibliographic and item data file

Bibliographic and item data file criteria

• Bibliographic records must follow the MARC21 Format for Bibliographic Data, adhere to OCLC's Bibliographic Formats and Standards, and include your item data within the MARC record's unique field.
  • See Wise MARC mapping for more information on what MARC fields are mapped and indexed into Wise.
• The Wise migration requires UTF-8 encoded bibliographic data. More information regarding Character Set and Encodings can be found at http://www.loc.gov/marc/specifications/speccharucs.html.  Please check your export options to see if UTF-8 export is available.
• Each bibliographic record must contain a single, unique bibliographic control number. This number is sometimes referred to as Local System Number, or LSN. This number should be located in field 001, as defined by the MARC21 standard. However, some local systems store the LSN in fields other than 001. If this is the case for your institution, and you cannot move the LSN to field 001, then identify the location of the LSN (e.g., 907 $a) so that OCLC can move this number during migration.

 Note: Do not send records for electronic items from Hoopla and/or Overdrive. Wise can integrate with these vendors directly. Do not send bibs and/or items you do not want to be migrated to Wise.

• File naming must follow specific rules:
  • Filenames can contain letters, numbers, periods, and underscores.
  • Filenames cannot contain spaces or special characters.
  • If you are using a non-Windows machine, save the file as a Windows-formatted text file. Be sure to save in MARC format. You may use a program like MarcEdit to convert your file into a machine-readable cataloging format (.mrc file extension).
    Example: bib_data.mrc

Send data files

Once your data is prepared, you will send it to OCLC.

1. Send your circulation data to your File Exchange account. An open-source FTP client (e.g., Filezilla or https://winscp.net/eng/index.phpWinSCP) is recommended, as it works consistently with multiple operating systems.
2. Enter the host and port for your institution File Exchange account:

• Host: filex-m1.oclc.org
• Port: 22

3. Enter your institution's username and password (supplied by your Implementation Manager).
4. Expand the folders in the Remote site pane to display full names.
5. In the Local site pane, navigate to the directory folder from which you will be sending files.
6. Select the files to upload and drag-and-drop them to the customer data local on the remote site pane.

• FTP directories to use for uploading bibliographic and item data: /xfer/wise/in/bib

We will communicate the results. If errors are found, we will ask that you resubmit the file.

Validation requirements

• Bibliographic records must include a Title (field 245)
• Bibliographic records must include a Control Number/Local System Number (field 001)
• Bibliographic records must include item data within a field of the record (i.e., not a separate record)
• All information for an item must be found in the same field (i.e., the barcode must be in the same field as the branch)
• Fields and subfields must adhere to OCLC's Bibliographic Formats and Standards.