Requesting OCLC Authorization

Owned by Detra Becker
Sept 24, 2020

Department

OCLC Administrator

Purpose

The purpose of this procedure is to guide the OCLC administrator in requesting and deleting OCLC authorizations. Library staff who desire OCLC authorization should contact the current administrator. This will be either the Head of Technical Services or the Electronic Resources Librarian. The Law Library had its own OCLC account and its own administrator.

Overview

At one point in time, there was only an incomplete paper file of who in the library had OCLC authorizations, and no one was deleting authorizations for former employees. Often new employees just assumed the identity of the person who held their position previously. Sometimes employees shared authorizations. These practices were a) contrary to OCLC policy, b) not secure, and c) problematic if someone forgot their authorization number and had to reset their automatic login. The solution is to request new authorizations for new employees and delete authorizations for former employees who have severed their relationship with the library. Instead of a paper file, a spreadsheet of authorizations is maintained in the local administrator’s home network drive, and a backup is periodically sent to the backup OCLC administrator.

Required Knowledge/Skills

Familiarity with MS-Excel.

Safety Issues/Precautions

n/a

Equipment/Supplies

Access to a networked PC with a web browser.

Procedure

  1. Go to the OCLC authorization request/removal from www.orclc.org. The current menu path is Support, Librarians Toolbox, Forms, Access and authorization. The current direct link is: https://www.oclc.org/app/sysacc/header.pl .
    2. Complete the form.

a. Our billing partner is OCLC.
b. Our symbol is IVU.
c. For most authorizations, choose Full.
d. For default classification, choose LC.
e. For additional classification, choose GOV.
f. For default subject headings, choose LC, second indicator 0.
g. For additional subject headings, choose LOCAL (field 699).

  1. Follow the screen instructions to submit the request.
    4. Print the request as a temporary backup. The printout should be destroyed once the authorization numbers arrive. The numbers should arrive in 24 hours.
    5. Save the authorization information to OCLC Authorizations spreadsheet on your network drive.
    6. Note: when deleting an authorization from OCLC, remove the information to the deleted tab on the spreadsheet. It is useful to have a record of former authorizations to see a pattern of job changes.