Serial Holdings Report Overview

Individual Library Reports (Holdings by Library, Holdings Not Updated within One Year, Holdings Outside of Publication Date, Level 2 Holdings, National Print Retention Titles, NLM Serial Title Changes)

 

Report Name

Description

Holdings by Library

A report of all holdings for a single library. A user can produce this report for any library for which he/she has been granted rights. The data is sorted by title. The user can choose the fields to display in the report as well as the format of the report. The fields that can be selected consist of:  Acquisition Status, City, Commitment Level, Completeness, Continuation Notes, Date Added/Modified, Embargo, Encoding Level, Frequency, Holdings, ISSN, NLM Unique ID, OCLC Number, Physical Format, Place of Publication, Publication Date, Publisher, Retention Policy, Title, and Title Abbreviation. The formats consist of HTML, CSV (Comma delimited; to import into Excel, Access, etc.) and - MARC 21 (to import into a library system that uses MARC 21 format). To see more information about this report, look at Holdings by Library.

Holdings not Updated within One Year

A report that lists libraries that have not updated their holdings within one year. A minimum of once a year, libraries should update their serial holdings as necessary.  If holdings are accurate, the library should update the Holdings Last Reviewed date in the Serial Holdings section of the Membership page of the Institution record.

 

When a holdings record is updated, the Update Date field is updated in the Serials Holdings section of the Membership page of the Institution record. There are two types of updating: Online and Batch. The dates associated with both of these types are checked; the Holdings Last Reviewed field is also checked. If the last time a holdings record was updated, either by batch or online, was more than one year prior to the date the report was run AND the Holdings Last Reviewed field is blank or more than one year prior to the date the report was run, information about this library will appear on the report.

A user can produce this report for any single library, library group, and/or state/province for which he/she has been granted rights.   When running the report for a library group or state/province, the data 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. Any fields that have no data (other than the Date Last Reviewed on) will not display. To see more information about this report, look at Holdings Not Updated within One Year.

Holdings Outside of Publication Date

A report that lists holdings that fall outside of the publication date range listed in the bibliographic record that is located in LocatorPlus. In MARC, the beginning date is taken from the 008 field 7th through 10th positions and the ending date is taken from the 008 11th through 14th positions (Note: In MARC, the positions for the 008 start at 0).  For example, if the bibliographic record said that the serial was published from 1980 to 1995 and the library reported holdings for 1963 to 1990 that holdings record would appear on this report.

A user can produce this report for any single library, library group, and/or state/province for which he/she has been granted rights. When running the report for a library group or state/province, the data is sorted by LIBID and then by Title. The fields displayed are: Library Name, City, State/Province, LIBID, Title, NLM Unique ID, Publisher, Place of Publication, Publication Date, Frequency, Continuation Notes, Holdings, Retention Policy, and Acquisition Status. Any fields that have no data will not display. To see more information about this report, look at Holdings Outside of Publication Date.

Level 2 Holdings

A report that lists holdings that are at level 2 according to ANSI/NISO Z39.71-1999 standard. These holdings do not list specific retention policy or volume or year holdings information. Since both DOCLINE and DOCLINE users cannot tell what is held, it is important to add holdings information to these records as soon as possible. Level 2 holdings are created when a title changes, the publication dates of the new title contain "u" for unknown, the library is currently receiving the old title, AND the library reports permanently retained holdings on the old title. For more information on title changes and how they affect holdings within Serial Holdings see the FAQ What happens to my holdings when a title changes?

 

A user can produce this report for any single library, library group, and/or state/province for which he/she has been granted rights.  When running the report for a library group or state/province, the data is sorted by LIBID and then by Title. The fields displayed are: Library Name, City, State/Province, LIBID, Title, NLM Unique ID, ISSN, Publisher, Place of Publication, Publication Date, Frequency, Continuation Notes, Retention Policy, and Acquisition Status. Any fields that have no data will not display. To see more information about this report, look at Level 2 Holdings.

National Print Retention Titles

A report of print holdings for titles which library has committed to retain for the National Print Retention Program (MedPrint).

 

A user can produce this report for any library for which they have been granted rights. The report is sorted by title. The user can choose the fields to display in the report and also the output format of the report, HTML or CSV (comma delimited for import into a program like Excel). The fields that can be selected include:  Acquisition Status, Completeness, Continuation Notes, Date Added/Modified, Encoding Level, Frequency, Holdings, ISSN, NLM Unique ID, OCLC Number, Physical Format, Place of Publication, Publication Date, Publisher, Retention Policy, Title, and Title Abbreviation.

 

To see more information about this report, look at National Print Retention Titles by Library.

NLM Serial Title Changes

A report that identifies new holdings records created by NLM due to a title change that have not been updated by the library. The user can choose to find records in the last 1 month, 3 months, or 6 months. Each evening a program runs that identifies title changes for that day. Based upon beginning publication date, ending publication date, and holdings within Serial Holdings, new holdings records are created for the new title. It is up to each library to close holdings for the old titles and verify the holdings for the new titles. For more information on title changes and how they affect holdings within Serial Holdings see the FAQ What happens to my holdings when a title changes?

A user can produce this report for any single library, library group, and/or state/province for which he/she has been granted rights. When running the report for a library group or state/province, the data is sorted by Title and then by LIBID. The fields displayed are: Library Name, City, State/Province, LIBID, Title, NLM Unique ID, Publisher, Place of Publication, Publication Date, Frequency, Continuation Notes, Holdings, Retention Policy, and Acquisition Status. Any fields that have no data will not display. To see more information about this report, look at NLM Serial Title Changes.

 

Union List Products (Holdings by Library Group and Holdings by State/Province):

Report Name

Description

Holdings by Library Group

A report of holdings for a library group that has been established in DOCLINE. Library Groups must have a minimum of eleven members that are DOCLINE libraries. A user can view the holdings for library groups to which his/her library group belongs. Serial Holdings Coordinators, who have rights to update holdings for libraries other than their own, can view holdings for all appropriate library groups.

 

Union Lists are viewable from the DOCLINE menu, Serials Holdings tab, Reports option.  Under the Completed Reports header, Holdings by Library Group Union Lists for groups that the user is authorized to view will display alphabetically by title following any user generated individual reports and any error reports.    Reports are in both HTML and CSV (comma delimited; to import into Excel, Access, etc.) format.

 

The data is sorted by Title and then by Institutions Document Delivery State/Province, Document Delivery City, and Document Delivery Institution Name. If the reporting institution has not updated its Institutions record to reflect upper and lower case, the city will display in CAPITAL letters and you may see repeats of the city name; we strongly suggest that each library appropriately update their Institutions record. The fields displayed are: Library Group Name (in report header for standard format reports), Date Union List Last Updated (in report header for standard format reports), Title, NLM Unique ID, ISSN, Publisher, Place of Publication, Publication Date, Frequency, Continuation Notes, State/Province, City, Institution Name, and Holdings. Any fields that have no data will not display. For additional information, see Union List Field Definitions.

 

NLM updates union lists products quarterly. Library Group union lists are updated the weekend following the first Friday in January, April, July, and October. For additional information, see the FAQ on the Availability of Union List Products. If a new library group is created after the union list has run for the quarter, the listing will not be added until the following quarter. If a change is needed to library group membership or a new library group needs to be created, contact your Regional DOCLINE Coordinator (a listing of Coordinators is located at the end of the SERHOLD Fact Sheet).

Holdings by State/Province

A report of holdings for a U.S. state, U.S. territory, or Canadian province. A user can view the holdings for their library's state or province. Serial Holdings Coordinators, who have rights to update holdings for libraries other than their own, can view holdings for all appropriate states/provinces.

 

Union Lists are viewable from the DOCLINE menu, Serial Holdings tab, Reports Option.  Under the Completed Reports header, Holdings by State/Province that the user is authorized to view will display alphabetically by title following any user generated individual reports, error reports, and Holdings by Library Group union lists.    Reports are in both HTML and CSV (comma delimited; to import into Excel, Access, etc.) format.

 

The data is sorted by Title and then by Document Delivery City, and Document Delivery Institution Name.  The fields displayed are: State/Province (in report header for HTML reports), Date Union List Last Updated (in report header for HTML reports), Title, NLM Unique ID, ISSN, Publisher, Place of Publication, Publication Date, Frequency, Continuation Notes, City, Institution Name, and Holdings. Any fields that have no data will not display. For additional information, see Union List Field Definitions.

 

NLM updates union lists products quarterly. State/Province union lists are updated the weekend following the first Friday in February, May, August, and November. For additional information, see the FAQ on the Availability of Union List Products.

 

Additional resources: