Box Migration update (August 23, 2021): HathiTrust is moving from Box.com to DropBox for submission of print holdings files. We are retiring existing Box accounts on August 25, 2021, and are not accepting files between August 25 and September 1, 2021. We will provide links and more information after the migration is complete.
PRINT HOLDINGS SUBMISSION UPDATE (June 25, 2021): 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 the specification below, and submit them to us in the usual manner.
Please contact feedback@issues.hathitrust.org with any questions. We are here to help.
***
HathiTrust requires print holdings information from partner institutions in order to:
- Support analysis of the overlap of institutions' print holdings with digital holdings in HathiTrust. These calculations are used to generate annual member fees.
Support lawful uses of materials by HathiTrust partner institutions, including Emergency Temporary Access Services, and other emerging or future services consistent with sections 107 and 108 of the US Copyright Act.
- Facilitate collaborative collection development and management operations.
These data are required at the time of joining HathiTrust, in the format described below. Files should contain full print holdings information for your institution (we are not able to accept incremental updates at this time).
Fee estimates: For institutions considering membership, we can optionally provide fee estimates using a slightly streamlined version of the data, including only a list of OCLC numbers for all print materials, provided in two plain text files: one for monographs and one for serials. Please contact feedback@issues.hathitrust.org with any questions.
Please also see our Print Holdings FAQ page.
Data Elements
Data element | Material types | Required or optional | Use and notes |
1. OCLC # | SPM MPM S | Required | Used for:
Requirements:
|
2. Partner’s Local System ID | SPM MPM S | Required | Used for:
Requirements:
|
3. Holding status | SPM MPM | If available | Used for:
Values accepted: CH = current holdingWD = withdrawn Indication of current or withdrawn status will facilitate collective collection management and development of the HathiTrust Shared Print Program, as well as other emerging or future services consistent with sections 107 and 108 of the US Copyright Act. LM = lost or missing Lost or missing status facilitates emerging or future services consistent with sections 107 and 108 of the US Copyright Act . |
4. Condition | SPM MPM | If available | Used for:
Value accepted: BRT = brittle, damaged and/or deteriorating. In conjunction with out-of-print status, will indicate volumes eligible for possible emerging or future services consistent with sections 107 and 108 of the US Copyright Act.. |
5. Item-specific enumeration and chronology | MPM | If available | Used for:
Requirements:
|
6. ISSN | S | If available | Used for:
|
7. Government Documents Indicator | SPM MPM S | If available | Used for:
Values accepted: 0 = not a U.S. federal government document1 = is a U.S. federal government document |
Submission Guidelines
Prepare Print Holdings Files
- Record export: We would like holdings information for book or book-like materials (e.g., pamphlets, bound newspapers or manuscripts) in print that have OCLC numbers and are cataloged as a single unit. We do not want holdings records either for analyzed articles, or for microform, eBooks, or other non-print materials.
- Record type: Single-part monographic holdings, multi-part monographic holdings, and serial holdings should each be submitted in separate files (one file for each, 3 files total).
- For monographic holdings: Please include separate records for all print holdings, including multiple copies of the same title. Each record should appear as a separate row in the file (since they can have separate conditions and statuses).
- For serial holdings: Please include a single title-level record for each holding.
- Format: The information in the above table should be provided in tab-delimited text format (please use a .tsv or .txt file extension). Each field value should be delimited with a tab, and each record should appear on a new line.
- Filenaming: Please name the files as follows: <institution URL domain>_<type of file>_<date>.[tsv or .txt]. For example:
- Single-part monographs: loc_single-part_20140829.tsv or nypl_single-part_20150415.txt
- Multi-part monographs: loc_multi-part_20140829.txt or nypl_multi-part_20150415.tsv
- Serials: loc_serials_20140829.tsv or nypl_serials_20150415.txt
- Contents: Please include all data elements in the order listed, including empty elements for NULL values.
Examples of record rows (<TAB> denotes a tab character (\t) for readability):
- Single-part monographs (include data elements 1, 2, 3, 4, 7):
- All elements are supplied:
- ocn000000001<TAB>bib000001<TAB>CH<TAB>BRT<TAB>0
- Multiple OCLC numbers, a null condition element, and a U.S. federal documents indicator:
- ocn000000001,ocn000000002<TAB>bib000001<TAB>CH<TAB><TAB>1
- Multi-part monographs (include data elements 1, 2, 3, 4, 5, 7):
- Multiple OCLC numbers, all elements are supplied:
- ocn000000001,ocn000000002<TAB>bib000001<TAB>CH<TAB>BRT<TAB>v.1 1923<TAB>0
- A null condition element:
- ocn000000001<TAB>bib000001<TAB>CH<TAB><TAB>v.1 1923<TAB>0
- Serials (include data elements 1, 2, 6, 7):
- All elements are supplied:
- ocn000000001<TAB>bib000001<TAB>1234-5678<TAB>1
- A null ISSN element:
- ocn000000001<TAB>bib000001<TAB><TAB>0
Submit Print Holdings
Files should be uploaded to the Box.com folder previously created for your institution. Please contact feedback@issues.hathitrust.org if you have questions about accessing Box.com.