Generating the E-Journal Holdings File for ILL

We upload an SFX export file of our e-journal holdings to RAPID for integration with the software and workflow. The file is generated on a quarterly basis (January, April, July, October) or as needed. It includes all SFX serials targets with paid content which may be lent; check with ERM staff to determine any currently problematic targets which should be left off the list.

To generate the file:

1. In SFX Admin Center, under KBTools, select Export Tools and Advanced Export Queries (this is the second tab).

2. Choose these settings:

  • output format is TXT;
  • object type is Serials;
  • there is no additional export file to use -leave blank;
  • active portfolio service is getFullTxt;
  • export from SPECIFIC targets - See R/S:\Acquisitions\ER Licenses\Licensing Terms\ILL_Lending_Rights.xlsx for targets to exclude which are labeled DO NOT LEND
  • uncheck “Include Author Info” box
  • use the default Simplified Chinese title and
  • “Submit”.

3. When file is generated, save. Open Excel and then open the file. Using the Text Import Wizard, Step 1, choose data type Delimited and file origin: 65001 : Unicode (UTF – 8) to maintain the diacritics from SFX. Proceed through the following two steps of the wizard using the defaults.

4. Many columns of data are included in the SFX export file. Working from right to left, delete all except:

  • Active threshold (PERL version) (column q in the output file)
  • E ISSN (column h)
  • Target (usually equals or includes publisher) (column f)
  • Print ISSN (column d)
  • Title (column b)

5. Save the file with the date generated, e.g. ILL_0412.xlsx, to S:\Acquisitions\Electronic resources\ILL holdings lists.

6. Log into RAPID at https://rapid2.library.colostate.edu/Holdings (Login Credentials) and follow the upload instructions.

Primary contact: Christine Turner

e-journal_holdings_for_ill.txt · Last modified: 2013/01/24 11:17 by lmatson
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