The Journal Retention and Needs Listing (JRNL) is a program that:
The JRNL is used by multiple library consortia and their member libraries to facilitate communication between library staff to identify holding commitments, facilitate deselection decisions, and fill gaps.
The Google Login process used to log into JRNL requires the secure HTTPS version of this application. Please make sure your browser is pointed to: https://jrnl.crl.edu/
The Main Screen of the JRNL tool consists of three sections:
If you have questions about the database or want to set up an account:
Email:JRNLDevelopment@uflib.ufl.edu
Please provide the following information when requesting to set up a new account:
Already have an account?Log-In!
The Journal Retention and Needs Listing (JRNL) tool uses a Google OpenID session to identify the user and present the user's customized view. As such, creating an institution account requires a primary contact with a Google account. No email will be sent to this Google account unless the account is later specified as your institution's contact email. A Gmail address may be used for your Google account, or you may create a Google account linked to another email address using: https://accounts.google.com/NewAccount.
To create an account for your institution, email Marie Waltz. Provide the Google ID of your primary contact, the name of your Institution, and your Print Serial Archiving Program (PSAP) affiliation (ASERL, BTAA, FLARE, WEST…).
The JRNL System Administrator will notify you when your account has been created, and your Google ID has been associated with your institution account.
JRNL login page: https://jrnl.crl.edu/
If you are unable to authenticate, follow Google's procedures for resetting your password. If you have successfully authenticated, but the JRNL application tells you that you have not been registered, check the Google ID that is currently logged on. Only one Google ID may be logged in at any time. You may need to go to www.google.com and log out of one Google ID in order to log in using the Google ID you previously registered with JRNL.
Once the institution account has been created, a Technical User can add users to the account (See Users tab), and create holding locations (See Editing Tab).
The following search options are available on the Title List tab:
Searching for one title
You can search titles in your PSAP (Print Serials Archiving Program) only, extend your search to all PSAP's, search everything, or select a specific PSAP to search. You then can narrow down certain selections by institution and location.
NOTE: The "Search Everything" option may potentially return Titles that do not have Holdings.
You can search for one title at a time by supplying Title, OCLC, Publisher, ISSN, LCCN, Subject, or Facility Type. Keep in mind that Title and OCLC are the only required fields, the rest are optional fields in JRNL. If you are searching by one of the optional fields and your search returns no results, the title may still be listed but none of these fields were supplied by the original uploader.
If there is a match, you will see the title info in the screen below the search box. If your search does not retrieve any results, the bibliographic information for the title you are searching for has not been uploaded in to JRNL.
Searching for multiple titles
You can search for multiple titles at once by uploading an OCLC file. The OCLC file must be saved in .CSV format and contain a single column of numbers with the column header labeled as “OCLC”. Click the Choose File button next to OCLC file and select the file you wish to upload. If any of the titles for which you supplied OCLCs for are in JRNL, you will see the title information in the area below the search box. If you do not see a match for any OCLC in the file, the bibliographic information for that title has not yet been supplied to the JRNL tool.
Once your search is complete, you may click on the title link to view more information. This action will take you to the "Edit existing title" page where you may be able to edit certain information depending on your user type. *Please see the Users tab for more information.
OCLC Control Numbers are required by the JRNL tool.
JRNL uses the OCLC Control Number number as the unique identifier for each serial. The OCLC Control Number is a unique, sequentially assigned number associated with a record in WorldCat. The number is included in a WorldCat®record when the record is created. The OCLC Control Number can be found in MARC fields 001, 019, and 035 as follows.
This field can appear in the bibliographic record, the holding record, or both.
A serial title is assigned a unique OCLC number for every format. The print format will have a different OCLC number from the CD-ROM format or the online format of the same title.
OCLC systems, including Connexion, WorldCat Cataloging Partners, CatExpress and Batchload, assign the OCLC Control Number to each bibliographic record input into the database as the records are entered.
Determining Serial Title Changes
In serials cataloging, a major title change prompts the creation of a new record. A new record will result in the assignment of a new OCLC number. To see the guidelines to determine a major change, click here.
For example, the Amateur Athletic Union of the United States started publishing its journal “Amateur Athlete” in 1930. Halfway through volume 42, the title changed to “Amateur Athlete Newsletter”. This prompted the creation of a new record starting with the seventh issue of volume 42 from July 1971. However, that title only lasted through the end of that volume/year; beginning with volume 43 in 1972, the title changed once again to “AAU News”, meriting another new record. Each of the three records associated with these title changes should have its own unique OCLC number.
NOTE: When dealing with older titles, you may see title changes where they don’t seem to be necessary. Please “follow the OCLC number” and separate titles with different OCLC numbers even if you think they should be on the same record.
Major changes:
Please see Editing & User tabs for user permission requirements for editing data elements in JRNL.
Preparing your data to be uploaded into JRNL will make the importing process faster and more efficient. Each type of import requires different data to be supplied, and many fields, whether required or optional, use specific terminology. In addition, JRNL does not accept duplicate data in the import file. Be sure to check spelling, punctuation, and formatting of your data, and remove any duplicated OCLC numbers or titles prior to importing.
There are three possible imports that can be performed within the JRNL tool.
Importing into JRNL requires data to be saved in a .CSV (comma delimited) file. To make importing easy, the JRNL tool supplies a template for each import available for download from within JRNL, once the import type is selected. Please download new templates, do not use templates previously downloaded and stored locally prior to December 15, 2020.
Once an import is complete, JRNL will display the data that was successfully imported as well as any errors. The errors can then be exported into an excel file and saved to your machine for further investigation.
A Title (OCLC) may only have one Holdings record in each Location.
If your upload contains a Holdings record that already exists, your new record will be saved and the old record will be overwritten.
The Gap Records import allows users to display information in JRNL about specific gaps that are needed at their institution.
JRNL has a built-in export function that allows users to export data for use at their institution. Users may be interested in exporting a list of titles by subject area. It may also be helpful to know if other institutions have gaps in their holdings, if they are weeding a collection or if other institutions have committed to filling any gaps at your institution. Or perhaps a user uploaded title information and received errors. They may want to export that data for review and revision.
Data may be exported from the following tabs:
Click on the blue 'export to file' link on any of the 3 tabs described above to export the data. The file will open in an Excel .CSV format.
The JRNL Gap Tool allows libraries to express needs (or gaps) in their holdings as well as communicate offers to fill the gaps in other participating libraries’ holdings. Please see the dropdown menu for instructions on how to use the Gap Tool. Also, check out the live Gap Tool Demo.
Attention:
On the Manage My Gaps tab, a user can view all the gaps listed by their institution. All gaps for a given title are listed together under a single gap statement (like a holdings statement). JRNL only allows one gap record per OCLC number per location.
Users can:
Search for a Gap Record
A user can search for a specific gap record by filling in the search criteria at the top of the page.
Add a new Gap Record
To add a new gap record, click on Add New Gap in the upper right and a data entry box will appear. All gaps for a given title are listed together under a single gap statement (like a holdings statement). JRNL only allows one gap record per OCLC number per location. New gap records can also be entered by doing a gap import (see "Imports" tab).
Examples of gap records (see "Getting your Data Ready to Upload” tab)
Edit a Gap Record
To edit a gap record, locate the desired gap record and select Edit. Edit the gap description and click "Update".
Delete a Gap Record
To delete a gap, locate the desired gap record and select Delete. A box will appear confirming that you wish to delete the gap record. Clicking "OK" will permanently delete the gap record.
Accept/Check in Offer
To accept the offer, the recipient:
Emails the offering institution to indicate they accept the offer and negotiate the shipping process. Please also indicate whether a deed of gift from the Offering Institution is required.
Updates the record in JRNL by checking it in upon receiving the physical item.
The receiving library is responsible for completing the gap transaction within 60 days or the gap offer will automatically be canceled and the gap relisted.
Reminder: JRNL does not allow duplicate gap records for a single OCLC number per location. As such, a partial fill gap offer will hold the entire gap record in pending status until the item(s) are received and a revised gap description is submitted and reposted during check in by the receiving library. This could keep a partial gap request in pending status for up to 60 days.
At their discretion, a receiving library may choose to check in an item prior to being received. In doing so, the posting library should alert the offering library as to their intent to close the transaction prior to receiving the materials. The posting library is cautioned to keep track of the offer transaction off-line because once the transaction is checked in and closed, the original record is removed from view and the automated email notifications become the only tangible record of the transaction.
Check In:
From the Manage My Gaps tab, locate the gap record for the gap(s) that you received and select Check In. This allows the user to mark the gap record as being fully or partially filled.
If the offer is to fill all the gaps in the gap record, select Full. Clicking "Check In" will close the transaction.
If the offer is to only fill part of the gap record, select Partial and enter a new gap description for the remaining unfilled gaps. Clicking "Check In" will close the current pending transaction with the offering institution and activate a new gap record for the unfilled gaps in the description.
Decline Offer/Relist
To select Relist for a gap record is to “Decline” (cancel) an institution’s offer to fill.
From the Manage My Gaps tab, locate the desired gap record and click Relist. A message pops up to confirm the action. After clicking “OK”, an automated email will be sent to the offering institution, and the gap record is relisted.
The JRNL Gap Tool allows libraries to express needs (or gaps) in their holdings as well as communicate offers to fill the gaps in other participating libraries’ holdings. Please see the dropdown menu for instructions on how to use the Gap Tool. Also, check out the live Gap Tool Demo.
Attention:
On the Offer to Fill Gaps tab in JRNL, a user can view all the gaps listed by other institutions that they may offer to fill. All gaps for a given title are listed together under a single gap statement (like a holdings statement). JRNL only allows one gap record per OCLC number per location.
Users can:
Search for a Gap Record
From the Offer to Fill Gaps tab in JRNL, a user can search for gap records from other institutions by filling in the search criteria at the top of the page.
Searching for one gap record
You can search gaps in your PSAP (Print Serials Archiving Program) only, extend your search to all PSAP's, or select a specific PSAP to search. When choosing the "search only my PSAP's" option, or selecting a specific PSAP, you can narrow your search by institution and location.
You can search for one gap record at a time by supplying Title, OCLC, Publisher, ISSN, LCCN, Subject, or Facility Type. Keep in mind that Title and OCLC are the only required fields in JRNL, the rest are optional fields so may not pull up any results on their own. If you are searching by one of the optional fields and your search returns no results, the title may still be listed but none of these fields were supplied by the original uploader.
If there is a match, you will see the title info in the screen below the search box. If your search does not retrieve any results, the bibliographic information for the title you are searching for has not been uploaded in to JRNL.
Searching for multiple gap records
You can search for multiple gap records at once by uploading an OCLC file. The OCLC file must be saved in .CSV format and contain a single column of numbers with the column header labeled as “OCLC”. Click the Choose File button next to OCLC file and select the file you wish to upload. If any of the titles for which you supplied OCLCs for are in JRNL, you will see the title information in the area below the search box. If you do not see a match for any OCLC in the file, the bibliographic information for that title has not yet been supplied to the JRNL tool.
Offer to Fill a Gap
From the Offer to Fill Gaps tab, click Offer next to the gap that you wish to fill. View the gap Description carefully to determine if you are able to submit an offer to fully or partially fill the gap record.
Full: the user is offering to fill all volumes included in the gap record.
Partial: the user is only offering part of the gap record. A data entry box will appear for the user to indicate exactly which volumes are being offered.
When an offer is submitted, a gap transaction is opened and an automated email is sent to the institution that has the gap (receiving institution) to facilitate communication between them and the institution filling the gap (offering institution). The receiving institution must then email the offering institution to indicate they accept the offer and negotiate the shipping process.
Users will note that the “Offer” link for the gap record is changed to “Retract” for the Offering libraries page view (See "Retract a gap offer”), and to “Pending” status for all other JRNL users (See Pending gap records). Reminder, the recipient library will never see their own gaps in the “Offer to Fill Gaps” tab, they are only displayed in the institution’s “Manage My Gaps” tab.
Offers made on gap records in JRNL must be completed (Checked In) by the receiving/recipient institution within 60 calendar days of the offering institution's submission. (See Manage my Gaps)
An automated reminder email is sent at 30 days and again at 53 days post offer date. If the transaction has not been completed in JRNL within 60 calendar days, the gap offer will automatically be canceled and the gap relisted.
Retract a Gap Offer
If you decide for whatever reason that you do not wish to fill a gap that you made an offer on, simply select Retract and the gap record will go back to being available to offer to fill. If you Retract an offer, another email will be sent to the recipient informing them of the retraction.
Pending Gap Records
Once an offer is made, the gap record will show as Pending to all other JRNL users until the transaction is complete.
Permissions to edit different data elements
Depending on your JRNL permissions, you will have the ability to edit different data in the system. Some data elements may only be edited by a few users in order to keep the data consistent across the system. See the table on the Users tab for more information.
Bibliographic Data
Because a journal's bibliographic data is shared with all users, only a limited number of users called "Bib Administrators" have the ability to edit this data once it is entered into JRNL. If you see bibliographic information that appears to be incorrect, contact the Bib Administrator at JRNLBibAdmins@ad.ufl.edu to request a change. Technical Users at any institution (see Users tab) may upload bibliographic data for a journal that does not yet exist in JRNL but further editing must be requested through the Bib Administrator. Please copy your PSAP coordinator when sending an email to the Bib Admin to edit a bib record as these changes sometimes consolidate records which make it look like a title has been dropped - it is helpful for the coordinator to be aware of changes.
Holdings Data
Edits may be done individually by clicking on one of your institution's holdings, scrolling down to the holdings section and clicking on Edit. You may also delete the entire holding by clicking on Delete. If you do not see the Edit or Delete links to the right of the Holding, you do not have permission to edit this holding. You may only edit Holdings in Locations managed by your institution and you must be a Technical User at that institution. (see Users tab)
Another way to edit holdings it by uploading new holdings information for the existing OCLC(s). JRNL will overwrite the old holdings information with the data from the new upload.
Gap Data
For the Gap Data, a Technical User may edit
Edits may be done individually by navigating to the Manage My Gaps page, clicking on one of your institution's gaps, and clicking on Edit . You may also delete the entire gap by clicking on Delete. You may only edit Gaps for Locations managed by your institution. Both Basic and Technical Users at an institution may manage Gaps. (see Users tab)
Users and Locations
Technical Users may manage Users and Locations through the Administration page.
For Users, a technical user may:
For the Institution, a technical user may:
For Locations, a technical user may add, edit, or delete locations.
Institutional User Types
Administrative User Types
ASERL: Association of Southeastern Research Libraries
Bibliographic Confirmation: Validation of holdings based on data in the cataloging record. Does not include a physical assessment of the materials.
Bibliographic Data Upload: The batch import of specific data elements via a csv file during which the bibliographic information about a journal title is initially entered into JRNL.
Bibliographic Record: A JRNL entry representing a specific item (Title), containing all the data elements necessary to provide a full description. Required fields are the OCLC number and title [from a MARC 245 |a]. Optional fields include Publisher, ISSN, LCCN, Dates of Publication, Subject and a Source Package name.
BTAA: Big Ten Academic Alliance
Circulation Status: An optional status assigned as part of a Holdings upload. Controlled vocabulary, only the terms "Circulating", "Non-Circulating", or "In Building Use Only" will be accepted.
Complete: An optional status assigned as part of a Holdings upload. Controlled vocabulary, only the term “Complete” will be accepted, or leave the cell blank. To designate the holding as “Complete”, the location must hold all volumes of this exact title, from the first volume of the title through a year specified in the holdings.
CRL: Center for Research Libraries
CSUL: Council of State University Libraries, Florida University library deans and directors.
CSV File: A comma-separated values (csv) file is a delimited text file that uses a comma to separate values. JRNL requires data imports to be in .csv file format.
Dates of Publication: The MARC field 362 contains beginning/ending date(s) of an item and/or the sequential designations used on each part. Dates to be used in this field are chronological designations that identify individual issues of the continuing resource. The sequential designations are usually numeric but can be alphabetic as well. The information may be formatted or unformatted. If the date information has been obtained from a source other than the first and/or last issue of the item published, the information is given in an unformatted note, and the source of the information is usually cited. Dates in this field may be identical to the information in fields 008/07-10 (Date 1) and/or 008/11-14 (Date 2). Incomplete, approximate, or questionable dates are not recorded in this field.
Export to File: Any search performed and exported to a file.
Facilities Profile: A detailed description of the physical location where retained titles are stored. See: http://www.aserl.org/wp-content/uploads/2022/02/Facilities_Profile_JRNL_2022_02.pdf
FLARE: Florida Academic Repository
Gap Record: A JRNL entry representing missing items in a holdings statement, posted with the specific intent to fill the identified gap(s).
Gap Record Upload: The batch import of specific data elements via a csv file during which a gap record is entered into JRNL.
Gap Report: Any search performed on the “Fill Gaps” tab and then exported to a file
Gaps: Offering Institution: The institution which has submitted an offer to fill a gap record posted by a requesting library. The offer can be either a full or partial gap fill.
Gaps: Receiving Institution: The institution which has identified missing volumes/issues/numbers in its holdings and has posted a gap record in JRNL.
Google ID: A Google ID is used to authenticate users of the tool.
Holdings Upload: The upload during which a library’s holdings for titles at one location are initially entered into JRNL.
Holdings: Enumeration and chronology data regarding volumes held for a title at one location. There should be same range of holdings described in LHR 85x/86x or 866.
Holdings Confirmation Type: An indication of the level of validation conducted. This can be either a Physical confirmation of the holdings or simply a Bibliographic confirmation.
Home Institution: Name of the institution where a user works, usually a library.
In Building Use Only: A circulation status where the material is limited to use within the library facility. Generally, implies that the item does not circulate.
Journal Family: Current + previous title manifestations of a journal.
Location: See PSAP location
Non-circulating: A circulation status where the material cannot be checked out of the facility. Generally implies in-building use only.
OCLC File Upload: A batch search against multiple records (titles or gaps) using a CSV-formatted file of OCLC numbers.
Offer: The part of the gap-fill transaction where an institution makes an offer to fill a gap request. A full or partial fill offer can be made on a gap record.
PAPR: Print Archives Preservation Registry
PSAP: Print Serials Archiving Program
PSAP Location: The name of the physical location where the retained titles are stored. An institution may have more than one PSAP location. See Facilities Profile.
Source Package Name: An optional free text field that allows users to identify from where a title originated. Examples may be JSTOR, SAGE, WILEY, etc.
Templates: The csv file templates available via download from the Import Tab in JRNL. Each import type (bibliographic, holdings, gap) has file and data format requirements, and the templates are provided to facilitate the import process. See “Getting your data ready to upload”.
Title Record: Synonymous with bib record.
TRL: Triangle Research Libraries Network
Uploads: Data coming into the system from users via a .csv file. Synonymous with Import.
User: Basic: Institutional user who can view, search and export and can perform minimal gap-filling activities.
User: Bib Admin: Administrative user, assigned to staff at the University of Florida who ensures the integrity of the bibliographic data in the JRNL database. Other than Bib data, the Bib Admin cannot change data supplied by institutions.
User: PSAP Admin: Administrative user, assigned to staff of the Print Serials Archiving Program. Can perform most functions available to the institutions but cannot change data supplied by the institutions associated with the PSAP.
User: Read Only: Institutional user who can view, search, and export but cannot change any data.
User: Technical: Institutional user who can perform all functions available to the institution, including administration of the institution’s account, once established. Each account must have at least one Technical User.
JRNL has been collaboratively governed by its participating consortia. Developed and maintained by the Smathers Libraries, JRNL launched in 2013 as a needs-and-offers tool for the Florida Academic Repository (FLARE) and the Association of Southeastern Research Libraries (ASERL) shared print journal programs. From its inception, JRNL’s potential to facilitate cross-institutional collaboration in managing and preserving print journal collections was clear.
Over time, participation expanded to include the Washington Research Library Consortium (WRLC), the Western Regional Storage Trust (WEST), the Big Ten Academic Alliance Shared Print Repository (CICBTAA-SPR), and the Eastern Academic Scholars’ Trust (EAST).
In 2025, stewardship of JRNL transitioned to the Center for Research Libraries (CRL). CRL is committed to maintaining JRNL’s core mission and collaborating with participating consortia to plan its future development.