The resulting tab-delimited file of local holdings can then be imported into a spreadsheet package. Each file will have a limit of 20,000 local holdings records (LHRs); however, if a library has more than 20,000 LHRs, multiple files will be provided. OCLC will make these files available to ordering libraries for download on the Product Services Web page.

A Quick Reference guide covers the order process, how to download the file and information on how to import the file into Microsoft Office Excel.

Below is a brief list of the data elements that will be included in the file.

From the Bibliographic Record

• OCLC Number
• Title of Item from the bibliographic record (245 $a)
• ISBN/ISSN (020 $a or 022 $a) — the data will be preceded by a label identifying it as either an ISSN or ISBN
• Place of Publication (260 $a & $b)
• BLvL — Code from the Bibliographic Level element in the bibliographic record
• Form — Code from the Form of Item element in the bibliographic record
• SrTp — Code from the Type of Serials element in the bibliographic record

• LHR Summary — Note: There is only one summary per bibliographic record per institution regardless of the number of LHRs that the library has attached to the bibliographic record. If a library has multiple LHRs attached to a single bibliographic record, each LHR will appear on a separate row and the summary field will be repeated in each row.
• LHR Leader — Note: Each element from the leader will be preceded by the label that identifies the item. Data will always appear in the same column for all LHRs in the file.
• LHR 007 — Codes from the Physical Description field.
• LHR 008 — Codes from the Fixed-Length Data Elements General Information. The complete set of 32 characters from the 008 will be included.
• For ease of sorting, in addition to being included in the complete 008 field, the Lending (008/20) & Reproduction (008/21) policy codes and the Date of report (008/26-31) will be broken out into separate columns.
• LHR 852 (Location) — The field tag, indicators and all subfields will be included as they appear in the LHR at the time the data was extracted. Subfield delimiters will appear as $.
• Holdings Information — Fields from the LHR that describe the library's holdings including Electronic Location (856) and Holdings Data (853-878). Each field will be in a separate cell and will include the field tag, indicators and all subfields from the field. Repeatable fields will appear in separate cells (for example, if there are two 863 fields, each 863 field will appear in a separate cell within the file). Subfield delimiters will appear as $. Position of the data will be dependent of the fields that are contained within the LHR.