eSerials Holdings Service

Sending Files to OCLC (PUT)

OCLC Data Exchange Server account

When your library indicates that you will create a data file to send your holdings data for eSerials Holdings processing, OCLC creates a Data Exchange Server account if you do not already have one. You should receive information about the new account, including your password, in an e-mail message. If you do not receive the account information within five business days, contact OCLC support at support@oclc.org.

The Data Exchange procedures for sending files for eSerials Holdings processing are not the same as the Electronic Data Exchange (EDX) procedures for other OCLC services. For the eSerials Holdings service:

  • You do not need to complete the EDX Assessment Form.
  • You can use one of the three methods described below to send your records to OCLC.
  • You will receive MARC records from eSerials processing only if you have ordered the option.

Files to send for processing

  • You need to create a DATA file (with file extension *.xml), which contains your holdings records, and a LABEL file (with file extension *.txt), which contains the characteristics of the DATA file.
  • Always send the DATA file first and then the LABEL file.

Requirements for the DATA file

Information about creating the DATA file (in tab-delimited format or Google Scholar format) is available in Part 3: Holdings Options, "Option 2: My Library" in the Ordering Guide for the eSerials Holdings service. The Onix Serial Online Holdings format is also supported.

Requirements for the LABEL file

Follow these guidelines to create the LABEL file in Notepad or any text editor software (do not use Microsoft Word):

  • For every DATA file, there must be a corresponding LABEL file.
  • The LABEL file must contain the six mandatory fields listed below.
  • In each field, separate the data label from the data with two spaces.

    Format: DAT<space><space><data>
  • Enter each field on a separate line (follow each field with a hard return: press <Enter>).
  • Do not compress (zip) the LABEL file.
  • Name the file using this format:

    DATA_[your OCLC institution symbol].txt

    Example: LABEL_OCL.txt

Note: For successful eSerials Holdings processing, follow the guidelines for file naming and for entering data in the LABEL file exactly.

In the LABEL file, enter the following six mandatory fields in the required formats:

Element Format Example Description and instructions

DAT

[yyyymmddhhmmss.0]

 

20090724105403.0

Date and time compiled.

Format exactly as shown: four-digit year, followed by two-digit month, day, hour, minute, and second, followed by a period and an ending zero.

RBF

number

35105

Number of records in the DATA file.

Do not use commas.

DSN

DATA_[OCLC institution symbol].xml

DATA_OCL.xml

Data file name.

ORS

symbol

OCL

The OCLC institution symbol for which holdings will be set.

FDI

P[nnnnnn]

P012345

OCLC project ID number associated with your processing configuration.

The project ID number is assigned and sent to you in a welcome e-mail message after you order the eSerials Holdings service.

FOR

Three-letter code

TAB (tab-delimited file)

Or

GSF (Google Scholar format)

Or

SOH (Onix Serial Online Holdings fomat)

Format of the records.

These codes are for the three DATA file formats that the eSerials Holdings service supports for processing your project.

How to send DATA and LABEL files

  • You can send files anytime.
  • When OCLC picks your files up for processing, they are moved from the Data Exchange Server to the processing location; you will no longer be able to see them listed on the server.
  • Files are usually picked up beginning at 2:00 p.m. Eastern time.

Use one of the following three methods for transferring files:

  • Secure copy
  • Secure FTP
  • FTP

Secure copy

To send files via secure copy (the following is a sample session for institution OCL):

  Step
1.

On a *nix machine (Unix, Linux, Mac), open a command line and enter scp DATA_OCL.xml ocl@scp.oclc.org:eserials/in.

2.

Enter your Data Exchange Server password when prompted.

Example: xyz1RSTV

Tip: In your password, some letters, numbers, and symbols can appear to represent more than one letter, number, or symbol. You must key the correct character for your password to work. For example, a zero can appear to be the same as a capital letter "oh," or in the password above, the number one could appear to be a lowercase "ell" or a vertical line (or "pipe") symbol. If your password does not work, try different iterations of any ambiguous characters, or as a shortcut, copy and paste your password directly from the e-mail you received when your account was set up.

3.

Enter scp LABEL_OCL.txt ocl@scp.oclc.org:eserials/in.

4.

Enter the password for your Data Exchange Server account again when prompted.

5.

Close the command line window.

Secure FTP

To send files via secure FTP (the following is a sample session for institution symbol OCL):

  Step
1.

On a *nix machine (Unix, Linux, Mac), open a command line and enter sftp ocl@scp.oclc.org:eserials/in (for ocl, enter your OCLC institution symbol).

Or

Open an SFTP client, such as WSFTP_Pro, enter the address scp.oclc.org, and then enter your OCLC institution symbol.

2.

Enter your Data Exchange Server password when prompted.

Example: xyz1RSTV

See the Tip above.

3.

Enter put DATA_OCL.xml.

4.

Enter put LABEL_OCL.txt.

5. Enter quit to end your secure FTP session.

FTP

To send files via FTP (the following is a sample session for institution symbol OCL):

  Step
1.

On a *nix machine (Unix, Linus, Mac), open a command line and enter ftp ocl@ftp2.oclc.org (for ocl, enter your OCLC institution symbol).

Or

Open an FTP client such as WSFTP_Pro, enter the address ftp2.oclc.org, and then enter your OCLC institution symbol (example: ocl).

2.

Enter your Data Exchange Server password when prompted.

Example: xyz1RSTV

See the Tip above.

3.

Enter cd eserials/in. You will get the message "Directory successfully changed."

4.

Enter binary.

5. Enter put DATA_OCL.xml.
6.

Enter put LABEL_OCL.txt.

7.

Enter quit to end your FTP session.

For questions about sending files, contact OCLC support at support@oclc.org.

FTP software considerations DOS/UNIX:
  1. Change the directory to the sub-directory where the file is to be downloaded.
  2. Set passive to off.
  3. Set transfer mode to binary.
  4. Send one file at a time.
WS_FTP:
  1. Set passive to off.
  2. Set transfer mode to binary.

IBM mainframes (for example, z/OS, AS/400)

  1. Change the directory to the sub-directory where the file is to be downloaded.
  2. Send one file at a time.

    Note: Do not enter the command binary, since it may cause file transfer problems.