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Help - Print Holdings


As we look to the fall semester, we know that many libraries are busy making plans for the resumption of on campus, in-person services.  In deference to this, and in light of the fact that many members have provided updated holdings in the last 18 months, we are again suspending the call for all members to submit updated print holdings in 2021.

If your institution would like to submit revised holdings this year, for any reason, you may certainly do so. Please email feedback@issues.hathitrust.org to initiate this process.

COVID-19 UPDATE (March 31, 2020): Members wishing to update their print holdings for the Emergency Temporary Access Service may do so at any time.  

For ease of processing, please ensure that your files conform to our specification, and submit them to us in the usual manner.

Please contact feedback@issues.hathitrust.org with any questions.  We are here to help.


When will HathiTrust resume the print holdings update process?

We expect to resume the scheduled update process in 2022.

What if we want to submit holdings this year?

You may submit print holdings this year for any reason. Please contact HathiTrust at feedback@issues.hathitrust.org to initiate this process.

How will this change impact our annual fee?

HathiTrust will calculate the annual fee for 2022 using the most recent print holdings submission from your institution. For many members, this means using holdings submitted in 2020 or 2021.  For others, it will mean using holdings submitted in 2018 or 2019.

What if we migrate systems or have staff turnover in the interim?

HathiTrust recommends you thoroughly document your current process for exporting holdings in order to mitigate any effects from staff turnover. If you are planning a system migration and want to send updated print holdings prior to the cutover, please contact HathiTrust at feedback@issues.hathitrust.org.


Why do you need print holdings information from my institution?

We use member-provided print holdings information to calculate annual fees, provide special access to materials in the HathiTrust repository, inform HathiTrust collection management, and to support collection analysis for the HathiTrust Shared Print Program.

Print Holdings Records — General

Do you want holdings for everything in our collection?

Please provide print holdings information for all printed books and book-like materials in your collection with OCLC numbers, cataloged as a single unit. This includes pamphlets, manuscripts, and bound newspapers and serials.

Please exclude ebooks and other non-print formats, as well as archival formats such as microform.

Do you need records at the title level or the volume/item level?

For Single-Part Monographs (SPMs) and Multi-Part Monographs (MPMs), we need print holdings records at the volume level.

For serials, we need records at the title level.

Do you need records for multiple copies of the same item?

Yes. Include records for all copies of duplicate print items you hold. This helps us accurately assess member holdings for fee calculation purposes and allows you to indicate separate holdings and condition statuses for each volume.

Do we need to report holdings for withdrawn items?

Yes. We count withdrawn items as holdings. We rely upon this data to provide lawful services for in copyright materials in your collection.

Print Holdings Records — Technical

Do we need to provide enumeration/chronology for all records?

We need enumeration/chronology information for Multi-Part Monographs (MPMs), but not for Serials or Single-Part Monographs (SPMs).

We recently migrated to a new ILS. Do you need us to provide a mapping of our old local system IDs to the ones in our new system?

Changes in local IDs have no impact on HathiTrust print holdings processing or fee calculation. If your institution participates in our Shared Print program, please contact us at feedback@issues.hathitrust.org.

What file formats will you accept?

We require plain text files with either .txt or .tsv as the file extension. Each field should be tab delimited, and each record should appear on a new line.

Can I send you a .csv file? What about excel?

No. Commas are acceptable only as separators within the OCLC# field. Please submit your print holdings as tab-delimited .tsv or .txt files. Excel files are particularly troublesome.

Can I send you our holdings in one file?

No. We require different information for Serials, Single-Part Monographs (SPMs), and Multi-Part Monographs (MPMs). See https://www.hathitrust.org/print_holdings for details. Please provide a separate holdings file for each of these types.

Can I send holdings information for single-part and multi-part monographs in the same file?

No. We require different information for Single-Part Monographs (SPMs) and Multi-Part Monographs (MPMs). See https://www.hathitrust.org/print_holdings for details. Please provide a separate holdings file for each monograph type.

How should our print holdings files be named?

Please name your files as follows:

<institution URL domain>_<type of file>_<date>.[tsv or .txt]

So for example:





Where do I upload the files once they're ready?

Please upload your files to the Box.com folder for your institution. If you need the link to your specific folder, please contact us at feedback@issues.hathitrust.org.

My Box.com credentials aren't working. What should I do?

Please contact us at feedback@issues.hathitrust.org. We'll be glad to assist you.

We're using a new ILS and don't know how to generate print holdings files. Can you help?

Within the HathiTrust community, we are fortunate to have expertise among our membership regarding ILS migrations. Get in touch with us at feedback@issues.hathitrust.org and we’ll point you to our community experts.

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