ProQuest accepts local holdings files from libraries for display in OASIS and for deduplication.

MARC files (.mrc) or Excel spreadsheets (.xls or .xlsx) may be submitted to our FTP server, where they will be processed daily at 4 pm Central time.
Multiple files may be uploaded as necessary; MARC files must contain fewer than 100,000 records. 

The process is entirely ISBN-driven: we match valid ISBNs and EANs, and we send an email report back noting any titles which could not be loaded due to missing information.

ProQuest recommends an initial complete holdings load, followed by incremental updates at regular intervals (daily, weekly, or monthly), however libraries may choose to do a full holdings refresh at any time.

If there are any questions or concerns about individual files (example: an acknowledgment email reflecting processing complete is not received) please email Coutts-ILSIntegration@proquest.com.

Getting started

Files may be zipped, as long as they still match the above requirements after unzipping.

Default MARC configuration

Enhanced MARC configuration

By default, ProQuest will add any valid 020s from a MARC record into holdings. This means that if the MARC record contains both the print and ebook ISBNs, we will load both bindings into holdings and display both on OASIS as owned.

If it is important to know which version of the title is owned, then the library will need to provide additional clues so that ProQuest knows which of the available ISBNs are actually owned.

Option 1: separate holdings profiles for print and ebooks.

Some libraries find that the easiest way to indicate format is by outputting 2 different holdings files, one for print and one for e.

Option 2: repeated ISBN

Some libraries find that the easiest way to indicate actual holdings is to repeat only the owned 020 in a 9XX field of their choosing.

Option 3: special text

Some libraries find that the easiest way to indicate actual holdings is through a text field that is already present in the MARC records, such as a location code or book type in a 9XX field.

Flexible workflows for DDA: 

Enhanced OASIS Display through MARC

Libraries who wish to provide additional detail that will be visible in OASIS should include this data in the 919 field according to the following table:
 
  Description  MARC Field
  Location  919 $a
  Loan Type  919 $b
  Fund Code  919 $c
  Receipt Date  919 $d
  Invoice Date  919 $e
  Supplier  919 $f
  Invoice No.  919 $g
  Notes  919 $h
  Order No.  919 $i
  Collection  919 $j

If the library resubmits a file with new holdings data, the new data will overwrite the existing OASIS data.

Default Excel Configuration

ProQuest accepts both XLS and XLSX spreadsheets, but the file suffix must match the format (i.e. please do not rename Excel 2007+ XLSX spreadsheets to XLS).
Only single-sheet spreadsheets are acceptable in this format; multiple-sheet files will not load.

Spreadsheets must include a column labeled ISBN which contains valid ISBNs or EANs. Please use caution when formatting the column (formatting as a number may lose leading zeros).

Enhanced OASIS Display through Excel

In addition to the ISBN column, libraries may add the following information for display in OASIS:
  Description  Column Header
  Location  site
  Loan Type  loan
  Fund Code  budget
  Receipt Date  hrdb
  Invoice Date  hidb
  Supplier  hsn
  Invoice No.  hin
  Notes  hnotes
  Order No.  hordno
  Collection  colleti
  APPEND or DELETE functionality  mode

If the library resubmits a file with new holdings data, the new data will overwrite the existing OASIS data.