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Help - Print Holdings

NOTE: We are suspending the annual Print Holdings update process in 2019, in order to identify and implement workflow and infrastructure improvements. See below for additional information.

What if we did not submit holdings last year?

HathiTrust has identified these institutions, and will work with those representatives directly to determine next steps.

When will HathiTrust resume the print holdings update process?

Based on the outcome of this year’s analysis, HathiTrust expects the next call for updated holdings in either 2020 or 2021.

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 2020 using the print holdings information provided in 2018 and based on the tiered fee model approved by membership earlier this year. Those projected fees and institutional tiers are available in this spreadsheet. HathiTrust will soon begin communicating with Member Representatives with regards to the 2020 annual fee model changes and implementation.

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.

General

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.

What is the deadline for submitting our print holdings data?

Print holdings files should be submitted no later than June 30, 2018.

What happens if we don't submit updated print holdings this year?

If you are unable to submit updated print holdings, we will use the most recent print holdings data we have for your institution to calculate fees for that year’s bill. However, updated holdings data are critical to HathiTrust services and operations, and a requirement of membership.

If you do not submit updated print holdings data, we may be unable to accurately provide you with lawful access to in copyright works that is provided for under US Copyright Law, e.g., preservation replacement access. Furthermore, the analyses we conduct to support our shared print program will also be affected.

Outdated print holdings data can affect your fee, and that of other HathiTrust members, possibly making them lower or higher than necessary. We calculate fees for each member based on the last print holdings data we have. If your institution has undertaken significant cataloging or reclamation projects in the past year, it is likely that you have changes in your print holdings that may affect your HathiTrust membership fee. Membership fees from our member libraries provide 100% of the financial support for HathiTrust.

Is there any change to the submission process or requirement from last year?

No. Our requirements are exactly the same in 2018 as they were in 2017.

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:

umich_single-part_20180416.txt
umich_multi-part_20180416.txt
umich_serials_20180416.txt

Or

loc_single-part_20180418.tsv
loc_multi-part_20180416.tsv
loc_serials_20180416.tsv

Submission

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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