Contributing holdings via RIS

For general information on the Record Import Service (RIS) including information for new users, RIS specifications, file upload methods and reports, please refer to the RIS main page.

There are 3 formats for contributing holdings through RIS:

Holdings - full MARC format

This file format may be used to:

  • Modify or delete holdings

The holdings data sent in this format must be in MARC 21 (based on the current version of MARC 21 Format for Holdings Data) with the holdings in the 984 field as defined in format for holdings data.

This format is used for changes to or deletion of existing holdings when no control numbers (001, 010, or 035 that matches existing holding) are available as the primary matching point. Instead of an abbreviated format, the full MARC bibliographic record is supplied so that matching can be done on title. The required fields are the same as for Bibliographic upload - Full MARC

Note: Even if your current local system number cannot be used as a primary match point, it should still be included for holdings update as it will be placed in the updated 850 holdings statement and can be used for future holdings updates. Also note that if you choose to supply OCLC numbers these must be correctly formatted as per the details supplied in Bibliographic upload - Full MARC

Holdings - abbreviated MARC format

This file format may be used to:

  • Add, modify or delete holdings

Where a holding for a given NUC symbol already exists, the holding in the file will replace the entire holding for that NUC symbol on the indicated item. If you wish to add an extra holding, both the existing holding and the second holding should be included in the file. For example, where '330.994' is already on Libraries Australia for a customer that wishes to add a second holding of 'RF 330.994', both holdings must be included in the 984 field in the file.

Holdings deletions will delete all holdings for a given NUC symbol on the indicated item. Even if this is the last holding for the bibliographic record, the bibliographic record will not be deleted.

Note that addition/update and deletion to holdings must be supplied in separate files.

Matching will be by control numbers only.

Table 1: Fields for holdings – abbreviated MARC format RIS files.

MARC field/character position Description and requirements
Leader and Directory An Abbreviated MARC record must contain a leader and directory
Leader/05 Contains the code "n" for "new or update" or the code "d" for "delete"
001 Contains the ANBD number, formerly known as the AMICUS number
010 Contains the Library of Congress control number
035 Contains the user library's local system number
035 May contain an OCLC number (please refer to Note 5 below)
984 Contains the user library's NUC symbol and holdings data (See Format for holdings data, below)

Note:

  1. Each record must contain either a 001 or 010 or 035 as the primary matching element
  2. If included, the control number in the 001 field must be the ANBD number.
  3. If the 035 is to be used as the primary matching element, it must contain a number that corresponds with the contents of the "b" subfield in the existing 850 holdings statement on Libraries Australia.
  4. The control numbers reported in 035 will be assumed to be local control numbers, and will be stored in the record on Libraries Australia in the 850 $b subfield and output from Libraries Australia in the 035 field.
  5. If OCLC numbers are provided they must be formatted according to the standard conventions i.e. the OCLC library symbol "OCoLC" in parentheses before the number e.g. : 035 ##$a(OCoLC)814782If not they will be treated like a Local system number and used as such for matching purposes.
  6. The 984 $c subfield is still required if the holding is to be deleted, but may contain any text as long as the $c is non-empty.

Format for holdings data

Only one 984 field will be recorded for each NUC symbol. If the contributor has multiple call numbers associated with a NUC symbol, then these must be included in repeats of the $c subfield. The 984 field can be repeated to report holdings which are attached to different NUC symbols.

There are no filing indicators in the 984 field.

Table 2: Allowable subfields in the 984 field for RIS files.

984 subfield Description and requirements
$a (not repeatable) NUC symbol in uppercase – this subfield is mandatory
$c (repeatable) holdings statement – this subfield is mandatory (even if the holding is to be deleted)
$d (repeatable) volume and number information
$e (repeatable) serial dates
$f (repeatable) serial completeness
$g (not repeatable) serial referral note
$h (not repeatable) serial retention note

Holdings - non MARC format

Holdings may be added, changed or deleted using this format. Where a holding for a given NUC symbol already exists, the holding in the file will replace the entire holding for that NUC symbol on the indicated item. If you wish to add an extra holding, both the existing holding and the second holding should be included in the file. For example, where '330.994' is already on Libraries Australia for a customer that wishes to add a second holding of 'RF 330.994', both holdings must be included in the 984 field in the file.

Holdings deletions will delete all holdings for a given NUC symbol on the indicated item. Even if this is the last holding for the bibliographic record, the bibliographic record will not be deleted.

Note that addition/update and deletion to holdings must be supplied in separate files.

Matching will be by control numbers only

The data elements required in a Non MARC record are the same as those in an Abbreviated MARC record. However the record structure is not MARC and a Directory is not required. The record structure for Non MARC records is as follows:

  • Text format
  • One field per line
  • Blank line to separate records
  • Omit subfield codes and delimiters for leader and 001
  • Use '$' for subfield delimiter
  • Supply field only if it contains data
  • Requirements for file labelling, as described in File specifications, will apply

Table 3: Non MARC record format

Field/character position (c.p.) Explanation
Leader A Non MARC record must contain Leader values for character positions 5, 6 and 7
Leader c.p.5 Contains the code "n" for "new or update" or the code "d" for "delete"
Leader c.p.6 Contains the appropriate MARC 21 code for "type of material"
Leader c.p.7 Contains the value "m" for monograph or "s" for serial
001 Contains the ANBD number, formerly known as the AMICUS number
010 Contains the Library of Congress control number
035 Contains the user library's local system number
035 May contain an OCLC number (please refer to Note 5 below)
984 Contains the user library's NUC symbol and holdings data (See Format for holdings data, below)

 

Note:

  1. Each record must contain either a 001 or 010 or 035 as the primary matching element.
  2. If included, the control number in the 001 field must be the Libraries Australia control number.
  3. If the 035 is to be used as the primary matching element, it must contain a number that corresponds with the contents of the "b" subfield in the existing 850 holdings statement on Libraries Australia.
  4. The control numbers reported in 035 will be assumed to be local control numbers, and will be stored in the record on Libraries Australia in the 850 $b subfield and output from Libraries Australia in the 035 field.
  5. If OCLC numbers are provided they must be formatted according to the standard conventions i.e. the OCLC library symbol "OCoLC" in parentheses before the number e.g. : 035 ##$a(OCoLC)814782If not they will be treated like a Local system number and used as such for matching purposes.
  6. The 984 $c subfield is still required if the holding is to be deleted, but may contain any text as long as the $c is non-empty.

Examples

Leader nam
001 4981885
984 $aVSL$cLTP 394.2509945 M48T

Leader nam
010 $a87027565
035 $b536499
984 $aNU$c536499 JB/NOR

Leader nas
001 465808
984 $aANL$cN 929.0629471 ANC $eVol. 1, no. 1- $gApr. 1976-

Leader nam
001 8131222
984 $aNQB$c919.447 SNO

Leader nam
001 81312223

035 $a(OCoLC)814782
984 $aNMQU$c919.447 SNO