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Union Database Uploads & ShareFILE

Our provincial Resource Sharing system relies on the integrity and accuracy of our tools. Libraries should upload record submissions to the union catalogues regularly, to maintain the integrity and accuracy of the union databases. Lack of regular record submissions may result in increasing interlibrary loan request errors that are directly related to out-dated records and irregular uploads to the union databases.

ShareFILE (formerly FTP) Procedures for Uploading Records

  • BC Union Catalogue: Both Public & Post-secondary libraries need to upload records to the BC Union Catalogue (formerly OutLook Online) shared union database. Check-out our updated guide here for further information: https://illumebc.ca/union-databases/record-upload-procedures
    • Public Libraries Branch requests that Public libraries upload their records at least twice a year.
    • InterLINK libraries with media for print-disabled patrons may also have Audiobook records included in an upcoming InterLINK Audiobook database (Fall 2026).
    • Post-Secondary Libaries: As of April 2021, the ELN Media Cat & ELN Serials Cat databases have been retired. BC ELN requests that Post-secondary libraries upload their records at least twice a year, but more frequent monthly uploads are recommended if possible.

Guidelines for Union Database Record Uploads

  • BC Union Catalogue (formerly OutLook Online): Libraries should perform a full strip and reload of their union database records at least twice a year or more frequently if desired. Libraries can also perform monthly updates of additions or deletions if desired. As of July 2026, the vendor Auto-Graphics processes Illume records twice monthly. 
    • When considering which records to export, most sites base their decisions on discoverability. ie. Which of your bibliographic records do you want to be found in Illume?
    • Do you want Illume to contain all your records and act as a "backup catalogue" or do you wish to only load records for items that you ILL?
    • Many sites exclude records for items such as Musical Instruments, Computer Equipment and any other items that are not available for ILL.

Upload Errors, Diagnostic Tools and Fixing Record Errrors

Information on the diagnostic tools, what they are checking for, and how to fix records is available on the Uploaded Record Errors page. Please also contact the Illume Administrative Centre for additional assistance.

Please Note: UDB records with multiple 245 Title fields cause the "Blank Title Bug" in SHAREit. You may see automatic or manual emails from Auto-Graphics or the Illume Admin Centre highlighting any of your records that we recommend be updated. Records with issues can be provided in text or MARC format by Auto-Graphics.