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JRNL - Journal Retention and Needs Listing: Editing

Describes the use and operation of JRNL

What tasks can each user perform in the tool

Permissions to edit different data elements

Depending on your JRNL permissions, you will have the ability to edit different data in the system.  Some data elements may only be edited by a few users in order to keep the data consistent across the system.  See the table on the Users tab for more information.

Bibliographic Data

Because a journal's bibliographic data is shared with all users, only a limited number of users called "Bib Administrators" have the ability to edit this data once it is entered into JRNL.  If you see bibliographic information that appears to be incorrect, contact the Bib Administrator at to request a change. Technical Users at any institution (see Users tab) may upload bibliographic data for a journal that does not yet exist in JRNL but further editing must be requested through the Bib Administrator. Please copy your PSAP coordinator when sending an email to the Bib Admin to edit a bib record as these changes sometimes consolidate records which make it look like a title has been dropped - it is helpful for the coordinator to be aware of changes. 

Holdings Data

For the Holdings Data, a Technical User may edit  

  • Description (Holdings information)
  • Confirmation Type (Physical or Bibliographic)
  • Complete Run flag (checked or unchecked)
  • Publically Accessible flag (Yes, No)
  • Circulation Status (Circulating, In Building Use Only, Non-Circulating)
  • Electronic Document Delivery (EDD preferred, EDD only, or blank)
  • The Holdings Location cannot be edited. You can only change the location by entering a new holding for the correct location. Be sure to delete the previous holding if it is no longer accurate. 

Edits may be done individually by clicking on one of your institution's holdings, scrolling down to the holdings section and clicking on Edit .  You may also delete the entire holding by clicking on Delete.  If you do not see the Edit or Delete links to the right of the Holding, you do not have permission to edit this holding.  You may only edit Holdings in Locations managed by your institution and you must be a Technical User at that institution.  (see Users tab)

Another way to edit holdings it by uploading new holdings information for the existing OCLC(s).  JRNL will overwrite the old holdings information with the data from the new upload.

Gap Data

For the Gap Data, a Technical User may edit

  • Volume
  • Chronology

Edits may be done individually by navigating to the Manage My Gaps page, clicking on one of your institution's gaps, and clicking on Edit .  You may also delete the entire gap by clicking on Delete.  You may only edit Gaps for Locations managed by your institution.  Both Basic and Technical Users at an institution may manage Gaps.  (see Users tab)

Users and Locations

Technical Users may manage Users and Locations through the Administration page.  

For Users, a technical user may: 

  • Add, edit, or delete users assigned to the account, and select their User Type (which determines the tasks each user can perform in the system). Each User must have a unique Google login. 

For the Institution, a technical user may: 

  • Edit the Contact-Email for the institution. When your institution is initially configured in JRNL, a contact email address is required. This email address is used for sending important system messages, statistics, and information about gaps. This can be an individual’s address, or you may want to consider using a departmental mailbox so that multiple people within the organization can monitor the mailbox. Only one email address may be supplied, but it can be changed at any time.

  • Edit the Primary OCLC Symbol and the Marc Org code that are assigned to the Institution.

For Locations, a technical user may add, edit, or delete locations.  

  • Data Fields – Can be edited unless otherwise noted:

    • Name:  (of "location", i.e. Facility, branch, or collection name).  This is a Free text field and must be unique within an institution.  Changing a location’s name will affect all holdings/gaps currently mapped to that location.

    • Name of Managing Institution. Cannot be edited, determined by login.

    • Primary OCLC Symbol for Institution.

    • Marc Org Code for Institution (

    • Mailing address. Free text field.

    • Facility type. Choice of one: Campus Library – Open Access, Campus Library – Closed  Access, Standalone Facility – Open Access, Standalone Facility – Closed Access, Standalone Facility – Closed Access-Harvard Model, Standalone Facility – Closed Access-Automatic Storage and Retrieval (ASRS)  Model.

    • Physical description. Free text field (1,000 characters), intended for a short description of facility and the program. Example: The University of Alabama has an off-site storage facility (Annex) which houses little-used, older materials and those items we have available electronically. All of the titles contributed to this project will be housed in the Annex. Materials are sorted and shelved by size and hand retrieved upon request. The collection cannot be browsed and therefore is not open to the public. Items circulate from the Annex upon request by the university community and ILL. The site features state-of-the-art humidity and temperature controls for preservation and mold/mildew control.

    • HVAC. Free text field. Intended for a short description such as “temperature and humidity controlled”. 

    • Temperature/Humidity.

      • The facility maintains stable temperatures that fall into the range of 35-65° F. [yes/no box]

      • The facility maintains stable RH (relative humidity) that fall into the range of 30-55% RH. [yes/no box]

    • Documentation.  This facility has a 

      • Facilities Plan (details how facilities are monitored/managed) [yes/no box]

      • Disaster Plan [yes/no box]

    • PSAP Associations.   The list of available PSAP affiliations is a customized view, determined by the user’s login and represents the archiving programs in which this location is eligible to participate.  In almost all cases, all the archiving programs to which the institution belongs are to be checked.

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