RIS file specifications

RIS contributors must ensure their files contain sufficient information to allow correct transaction reporting and data conversion processing before they are loaded onto the ANBD. The following specifications will ensure that files meet these requirements.

Only one file is required for each RIS contribution and must be in one of the RIS formats.

The file name must identify the member contributing the data and the type of process that the data represents. The 3 process types are:

  • Adding bibliographic records with or without holdings (B)
  • Adding or modifying holdings only (H)
  • Deleting holdings only (D)

Each file name must adhere to the following convention (see table below for element definitions):

NUC   separator   process   separator   file type   file upload
symbol    (-)    (B, H or D)    (.)         (D)        number   

e.g. QJCU-B.D01 where QJCU is the NUC for JCU Townsville; B is for bibliographic upload with holdings; D is the file type for data and 01 is the file upload number.

The following table defines the elements of the file name convention described above.

Table: Element definitions for RIS file name convention.

Element Fixed or Variable Mandatory or Optional Valid values Description
NUC symbol V M valid NUC symbol The NUC symbol of the Libraries Australia member contributing the records. Where an agency is supplying records on behalf of a Libraries Australia member, the NUC symbol of the Libraries Australia member should be used.
separator F M - hyphen character
process V M B, H or D B – adding bibliographic records with or without holdings
H – adding or modifying holdings only
D – deleting holdings only
separator F M . full stop character
file type F M D or E D – data file generated by the RIS contributor.
E – error file generated by Libraries Australia. Files of this type are stored on the Libraries Australia ftp server.
file upload number V M 00-99 Running number of file uploads (first 10 of which should contain leading zeros) generated by the RIS contributor to identify each file uploaded to Libraries Australia. Numbers can be recycled after reaching the upper limit.
separator F O . full stop character
compress flag F O Z UNIX compatible compressed format indicator.