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
-
Holdings profile
- To successfully upload holdings, libraries need a holdings profile in our system.
- The profile code typically ends in zz, for example AAAzz.
- Filenames must include the holdings profile code, separated by periods, for example: 20190101.AAAzz.mrc or JanuaryDeltas.AAAzz.xlsx.
- To request a holdings profile for your library, please open a support ticket with the Collection & Workflow Consultant team
- ProQuest FTP account
- Files should be uploaded to our FTP server: files.proquest.com.
- Libraries will use the same FTP account for order uploads, record downloads, EDI downloads, and holdings.
- Holdings must be dropped in the history sub-directory.
- To request an FTP account for your library, please open a support ticket with customer service.
Files may be zipped, as long as they still match the above requirements after unzipping.
Default MARC configuration
- USMARC records of any encoding level are acceptable, but valid ISBNs in the 020 fields are essential. Your bibliographic data will not be used for other customers and we prefer utilization of the MARC-8 format in the event an internal database record for a title not already on the system must be created.
- All valid ISBN-10 and EAN-13 values in the 001 field and all 020 $a subfields are loaded by default.
- Valid ISBNs and EANs in 020 $z subfields are accepted by default if they also exist in a 776 $z subfield, however libraries may choose to have 020 $z values ignored.
- Titles purchased from OASIS do not need to be included in holdings files; they are automatically loaded when orders are placed.
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:
- Libraries who participate in DDA through OASIS sometimes have trouble extracting their discovery records from their holdings loads. If that is the case, please let us know and we will adjust your holdings configuration to ignore DDA records so that the OASIS messaging does not change from “In DDA Pool” to “In Library Holdings.”
- Libraries who are able to remove their DDA discovery records from their holdings loads, and who frequently purchase titles from other vendors that may be in their DDA Pool, may wish to add additional configuration to remove these titles from their OASIS DDA through a holdings load.
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.
- To append MARC data in a subsequent holdings load, use the corresponding subfield with a 918 tag and the word “Append”. (For example, to add enhanced holdings data for a second location, provide the 918 $aAppend and 919 $aNewLocation)
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.
- To append or remove holdings data in a subsequent Excel load, use the corresponding description in a third column labeled "mode." (For example, to add enhanced holdings data for a second location, provide the column "site" with the name of the new location and the column "mode" with the text APPEND)