HathiTrust recommends you thoroughly document your current process for exporting holdings in order to mitigate any effects from staff turnover. If you are planning a system migration and want to send updated print holdings prior to the cutover, please contact HathiTrust at support@hathitrust.org.
For ease of processing, please ensure that your files conform to our specification, and submit them to us in the usual manner.
Please contact support@hathitrust.org with any questions. We are here to help.
General
We use member-provided print holdings information to calculate annual fees, inform HathiTrust collection management, to provide access to in-copyright materials when permitted by law, and to support the HathiTrust Shared Print Program.
Print Holdings Records — General
Please provide print holdings information for all printed books and book-like materials in your collection that a) have OCLC numbers, and b) are cataloged as a single unit. This includes pamphlets, manuscripts, music scores, and bound newspapers and serials.
Please exclude ebooks and other non-print formats, as well as archival formats such as microform.
For Single-Part Monographs (SPMs) and Multi-Part Monographs (MPMs), we need print holdings records at the volume level.
For Serials, we need records at the title level.
Yes. Please include records for all copies of duplicate print items you hold. This helps us accurately assess member holdings for fee calculation purposes and allows you to indicate separate holdings and condition statuses for each volume.
Yes. We count withdrawn items as holdings. We use this data to provide lawful access to in-copyright materials in your collection, including the Emergency Temporary Access Service.
Print Holdings Records — Technical
We need enumeration/chronology information for Multi-Part Monographs (MPMs), but not for Serials or Single-Part Monographs (SPMs).
Changes in local IDs have no impact on HathiTrust print holdings processing or fee calculation. If your institution participates in our Shared Print program, we may need you to provide a mapping file. Please contact us at support@hathitrust.org for next steps.
We require plain text files with .tsv as the file extension. Each field should be tab delimited, and each record should appear on a new line.
No. Commas are acceptable only as separators within the OCLC field. Please submit your print holdings as tab-delimited .tsv files. Excel files are particularly troublesome.
Yes. See the documentation at https://www.hathitrust.org/print_holdings for details.
Yes. See the documentation at https://www.hathitrust.org/print_holdings for details.
Please name your files as follows:
<member_id>_<item_type>_<update_type>_<date>(_rest).<file_ext>(.compression)
A list of the complete file naming protocol and types is located in the documentation at https://www.hathitrust.org/print_holdings
Examples:
test_mono_full_20210530.tsv
test_mono_full_20210603_ocnfix_version2.tsv.gz
Submission
Please upload your files to the Dropbox folder for your institution. If you need the link to your specific folder, please contact us at support@hathitrust.org.
Please contact us at support@hathitrust.org. We'll be glad to assist you.
Within the HathiTrust community, we are fortunate to have expertise among our membership regarding ILS migrations. Get in touch with us at support@hathitrust.org and we’ll point you to our community experts.
Other Support
Email us at support@hathitrust.org.