Serial Holdings Libraries that have not Updated Holdings within One Year Report Overview

This report lists libraries that have not updated any of their holdings in the last year. At least once a year, libraries should update their library holdings, as necessary.  If the holdings do not need to be updated, the library should review the library holdings and update the Holdings Last Reviewed field in the Serial Holdings section under Membership in the Institution record. When a holdings record is updated, the Update Date is changed in the Serial Holdings Update History field automatically. There are two types of updating:  Online and Batch. The dates associated with both of these types are checked and the Holdings Last Reviewed field is also checked. In order to be listed on the report, the following must occur:

 

  1. Holdings Last Reviewed field for the library is blank or more than one year prior to the date of the report; AND,
  2. Last time any holdings record for the library was updated online is blank or more than one year prior to the date of the report; AND,
  3. Last time any holdings record for the library was updated via batch is blank or more than one year prior to the date of the report.

 

A user can produce this report for any library for which he/she has rights to run the report (these reports are established by your DOCLINE Coordinator), a library group to which they belong, or for their own state or province. For Serial Holdings Coordinators who have rights to more than one state/province, multiple states or provinces will display. Only one library, library group, and/or state/province can be selected for the report. Regional DOCLINE Coordinators can produce this report for their region.

 

The report is sorted by LIBID. The fields displayed are: Library Name, City, State/Province, LIBID, Number of Level 3 Holdings, Number of Level 2 Holdings, Last Online Update Date, Last Online Updated by, Last Batch Update Date, Last Batch Updated by, and Date Last Reviewed on. Any fields that have no data (other than the Date Last Reviewed on) will not display.

 

 

 

Procedure for creating a Holdings not Updated within One Year Report:

 

STEP

Action

1

Select the Serial Holdings option from the DOCLINE main menu.

2

Select Reports

3

Click on the Holdings not Updated within One Year hyperlink in the left sidebar under the Create Reports header.

4

Click on the appropriate radio button for LIBID, Library Group, Region, or State/Province.

 

Note:  The selection that displays is based upon the libraries for which the user has report and/or update rights and the library groups and state/province(s) to which those libraries belong. Region will only appear for Regional DOCLINE Coordinators.

5

LIBID (report rights for only one library):  proceed to step 6.

  

LIBID (report rights for more than one library):  Input LIBID.

 

Library Group, State/Province, or Region:  Click on the appropriate radio button for the report you want to run.   

6

Click Create Report.

 

Note:  If you have a long list of selections, you may have to scroll to see the Create Report button.

 

 

When the user clicks Create Report, the following happens:

 

  1. The report is placed into a queue. Reports are generated every hour and are run in the order they are submitted.

  2. These reports will be current as of the time that they are run.

  3. When the report is ready, the user will see a Serial Holdings Report Ready message in the DOCLINE message area. Once the report has been viewed, the message is removed from the DOCLINE message area.

  4. Each report will be deleted from the DOCLINE system one week after creation even if the report has not been viewed.

  5. Reports are accessible only to the user that submits them (e.g., if I create a report when I am logged in with USERID XXX61, I must log in as USERID XXX61 in order to retrieve the report).

  6. If a second report of the same type (e.g. Holdings not Updated within One Year) for the same library is requested by the same user, the first report will be replaced by the second report.

  7. Report fields with more than 255 characters will be truncated to 255 characters. If, for instance, the title is 260 characters, only the first 255 will be included in the report.