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JRNL - Journal Retention and Needs Listing: Manage My Gaps

Describes the use and operation of JRNL

Manage My Gaps

On the Manage My Gaps tab, a user can view all the gaps listed by their institution. All gaps for a given title are listed together under a single gap statement (like a holdings statement). JRNL only allows one gap record per OCLC number per location. 

Users can:

  • Search for gaps at their institution
  • Add a new gap record 
  • Edit a gap record
  • Delete a gap record
  • Accept/Check In an Offer
  • Decline an Offer/Relist

How to

A user can search for a specific gap record by filling in the search criteria at the top of the page. 

To add a new gap record, click on Add New Gap in the upper right and a data entry box will appear. All gaps for a given title are listed together under a single gap statement (like a holdings statement). JRNL only allows one gap record per OCLC number per location. New gap records can also be entered by doing a gap import (see "Imports" tab). 

Examples of gap records (see "Getting your Data Ready to Upload” tab)

Description: v.19(1923), v.27(1931), v.39(1943)-v.43(1947)

Description: v.3(1972)

Description: v.8:no.1-3 May 1927

To edit a gap record, locate the desired gap record and select Edit. Edit the gap description and click "Update". 

To delete a gap, locate the desired gap record and select Delete. A box will appear confirming that you wish to delete the gap record. Clicking "OK" will permanently delete the gap record. 

To accept the offer, the recipient:

  1. Emails the offering institution to indicate they accept the offer and negotiate the shipping process. Please also indicate whether a deed of gift from the Offering Institution is required.
  2. Updates the record in JRNL by checking it in upon receiving the physical item.

The receiving library is responsible for completing the gap transaction within 60 days or the gap offer will automatically be canceled and the gap relisted.

Reminder: JRNL does not allow duplicate gap records for a single OCLC number per location. As such, a partial fill gap offer will hold the entire gap record in pending status until the item(s) are received and a revised gap description is submitted and reposted during check in by the receiving library. This could keep a partial gap request in pending status for up to 60 days.

At their discretion, a receiving library may choose to check in an item prior to being received. In doing so, the posting library should alert the offering library as to their intent to close the transaction prior to receiving the materials. The posting library is cautioned to keep track of the offer transaction off-line because once the transaction is checked in and closed, the original record is removed from view and the automated email notifications become the only tangible record of the transaction.

Check In

From the Manage My Gaps tab, locate the gap record for the gap(s) that you received and select Check In. This allows the user to mark the gap record as being fully or partially filled.

If the offer is to fill all the gaps in the gap record, select Full. Clicking "Check In" will close the transaction.

If the offer is to only fill part of the gap record, select Partial and enter a new gap description for the remaining unfilled gaps. Clicking "Check In" will close the current pending transaction with the offering institution and activate a new gap record for the unfilled gaps in the description.


To select Relist for a gap record is to “Decline” (cancel) an institution’s offer to fill. 

From the Manage My Gaps tab, locate the desired gap record and click Relist. A message pops up to confirm the action.  After clicking “OK”, an automated email will be sent to the offering institution and the gap record is relisted. 

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