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JRNL - Journal Retention and Needs Listing: Getting your data ready to upload

Describes the use and operation of JRNL

How it looks

Preparing your data to be uploaded into JRNL will make the importing process faster and more efficient. Each type of import requires different data to be supplied, and many fields, whether required or optional, use specific terminology.  In addition, JRNL does not accept duplicate data in the import file.  Be sure to check spelling, punctuation, and formatting of your data, and remove any duplicated OCLC numbers or titles prior to importing.

  1. Bibliographic Upload - To ensure the integrity of the JRNL database, users do not have the ability to edit bibliographic data once it is entered into JRNL
    • Title (required) - The Title Statement can be found in the MARC 21 field 245Be sure that all titles are spelled correctly and are free of any non-standard characters/symbols that don't belong. 
    • OCLC (required) - The OCLC Control Number is the unique identifier for bibliographic records in JRNL and is required. Duplicate numbers are not accepted into JRNL. Be sure to use the best, most up-to-date OCLC number for each bibliographic record. 
    • Publisher (optional) - The name of the publisher can be found in the MARC 21 subfield b of the 260 or 264 fields. Be sure that all publisher names are spelled correctly and are free of any non-standard characters/symbols that don't belong. 
    • ISSN (optional) - The International Standard Serial Number (ISSN) can be found in the MARC 21 field 022. The standard ISSN format is XXXX-XXXX. Do not include online (electronic), CD-ROM, or microform ISSN's. Some titles share an ISSN (title changes), therefore duplicate numbers are accepted into JRNL. 
    • LCCN (optional) - The Library of Congress Control Number (LCCN) can be found in MARC 21 field 010. The LCCN is unique to a title, but may be updated occasionally. Be sure to include the most up-to-date LCCN.
    • Dates of Publication (optional) - The Dates of Publication/Sequential Designation can be found in the MARC 21 field 362. Include if information is available. Dates of Publication assists in the disambiguation of bibliographic records and holdings.
    • Subject
    • Be sure there are no duplicate titles in the file.
  2. Holdings Upload
    • OCLC (required)
    • Description (required) - Be sure holdings statement is a single comprehensive description and the data accurately reflects institutional holdings as described in the 583 $3 (materials specified, holdings to which the action applies. Should be the same as described in LHR 85x/86x or 866). Example: v.1(1900)-v.50(1949)
    • Confirmation type (required) - Only the terms "Bibliographic" or "Physical" are accepted. Each title may have a different confirmation type. 
    • Complete (optional) - Check whether holdings match complete title. Options are "complete" or Leave cell blank.
    • Publicly accessible (optional) - Options are "Yes", "No", or leave cell blank.
    • Circulation status (optional) - Only the terms "Circulating", "Non-Circulating", or "In Building Use Only" will be accepted.  
    • Electronic Document Delivery (optional) - Only the terms "EDD Only" or "EDD Preferred" will be accepted. Each title may have a different response. 
  3. Gap Records Upload
    • OCLC (required)
    • Description (required) - 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 Title/OCLC number per location. 
    • Be sure the gap statement is a single comprehensive description and the data accurately reflects institutional gaps as described in the 583 $z (Public note to specify gaps and missing materials. When $a Action=”completeness reviewed”). Example of a Gap Record: v.51-54, v.68 no.3, v.71-76
    • While the gap description is a free text field, it should contain no additional notes or comments.

 

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