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View our About page to learn more about the Keepers Registry service

View our Frequently Asked Questions

Glossary of terms

Archiving agency
An organisation that archives e-journals.
ISSN
An International Standard Serial Number (ISSN) is a standardized international code which allows the identification of any serial publication, including electronic serials, independently of its country of publication, of its language or alphabet, of its frequency, medium, etc.
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Searching the Keepers Registry

Search

A search form is displayed on the homepage of the Keepers Registry service. To display the form at any other time, click the Home option in the menu.

To search the registry, type a word or phrase into the text box and click the search button. Example search phrases can be displayed by clicking the "Show example searches" link.

View the "Search Hints and Tips" section below for guidance on the search syntax.

The Keepers Registry searches for matches in the following bibliographic fields: journal title, variant title, publisher, and all available forms of ISSN.

Search Hints and Tips

  • By default, word order is not important. The AND operator is assumed if no other operators are used so the system will only return records which contain ALL the terms entered. Use the Boolean operators AND, OR and NOT to combine terms in the search string. Use parentheses to group search terms. For example, (economic OR history) AND France will retrieve all records having economic or history in them, together with the word France.
  • To search for a particular phrase enclose it within double quotation marks, for example "computer programming". This will retrieve records that have the word computer next to the word programming.
  • To include the words AND, OR or NOT as search terms, enclose the entire entry within double quotes. For example "Veterinary immunology and immunopathology"
  • Searches can be entered in upper or lower case. For example a search on computer, Computer or COMPUTER will return the same results.
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Browse

The Keepers Registry provides two indexes for browsing: Journal titles and Publishers.

  1. Browsing the index of journal titles displays an alphabetical index of journal titles. Separate index entries are presented for each of the varying forms of the title listed in the ISSN Register's MARC metadata (specifically, taken from the Key Title (read more: 1 or 2) and Variant Title (read more: 1 or 2) fields). The intention of this index is to allow a user to identify a journal title based on limited knowledge (for example, the user may only be aware of a fragment of a journal's alternate title).

    To browse the journal index, select 'Journals' in the navigation menu. The start of the index will be displayed. To jump to a specific point in the index, either use the A-Z navigation or enter a word or phrase into the input box and press 'Browse'.

    To adjust the number of records being displayed, select from the drop-down menu and press 'Browse'.

    Use the forward and back arrows to the right of the displayed browse results to move back and forward through multiple pages.

  2. Browsing the index of publishers displays an alphabetical index of the publishers as taken from the archiving agency metadata.

    To browse the publisher index, select 'Publishers' in the navigation menu. The start of the publisher index will be displayed. To jump to a specific point in the index, either use the A-Z navigation or enter a word or phrase into the input box and press 'Browse'.

    To adjust the number of records being displayed, select from the drop-down menu and press 'Browse'.

    Use the forward and back arrows to the right of the displayed browse results tomove back and forward through multiple pages.

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Search Results

A maximum of ten records are displayed on each page; navigate between pages of results using the next page («) and previous page (») buttons.

To view a record in detail, click on the Journal Title text.

List of search results

A brief description of each matching record is displayed. For each record the following information is provided:

Title

The title of the record.

Click on the title to see the record in more detail.

Variant title

Varying forms of the title appearing on different parts of an item or a portion of the title proper, or an alternative form of the title when the form differs substantially from the Title and if they contribute to the further identification of the item.

ISSN

The International Standard Serial Number.

The Keepers Registry will display all available ISSN types. In general, this means both the "Print" and "Online" ISSN will be displayed.

Publisher

The publisher information from each archiving agency.

Accurate publisher information is difficult to source. The ISSN Register holds 'First publisher', but the accuracy of ongoing publisher information held in the ISSN Register cannot be assured. Instead, we extract and display the name of the publisher associated with the data record submitted by each archiving agency. In some cases, this can result in duplicated entries, however we cannot always identify these due to variations in spelling and abbreviations.

Current extent of archiving

For each matching archiving agency, this field displays the volumes on record and the associated status of archiving.

View a definition of the archiving statuses

To view background information about the archiving agency, click on the name of the archiving agency.

Viewing a record in detail

When you view a record in detail all relevant bibliographic information is displayed, along with all available information on the extent archived.

It is possible to navigate to the next record of your search results.Navigate between records using the next page(«) and previous page(») buttons.

Bibliographic information

Bibliographic Information is sourced directly from the ISSN Register. The exception is the 'Other publisher information' field, which is sourced from data supplied by Archiving Agencies.

Title

The title of the record.

Variant title

Varying forms of the title appearing on different parts of an item or a portion of the title proper, or an alternative form of the title when the form differs substantially from the Title and if they contribute to the further identification of the item.

ISSN

The International Standard Serial Number.

The Keepers Registry will display all available ISSN types. In general, this means both the "Print" and "Online" ISSN will be displayed.

First publisher

Name of earliest publisher.

First year of issue

Beginning date of publication.

Place of publication

The place of publication of the journal.

Frequency of publication

The frequency with which the journal is published.

Dates of publication

Beginning and ending dates of an item, or the sequential designations used on each part.

Extent archived

The information in the extent archived record is sourced from the archiving agency.

Earliest date of coverage

The year of the first item that is archived by the given agency.

This information is only available from the records of some archiving agencies. We included it in order to give an insight into the range of archiving. However, it does not mean that all volumes spanning the range have been archived.

Most recent date

The year of the latest volume that has been recorded by the given agency.

This information is only available from the records of some archiving agencies. We included it in order to give an insight into the range of archiving. However, it does not mean that all volumes spanning the range have been archived.

Current extent of archiving

This field lists the volumes and issues that have been archived by a given agency and the associated status of archiving.

View a definition of the archiving statuses

Archiving agency

The name of the archiving agency. Click on the archiving agency name to see information about the agency.

Status of Archiving

Archived

This status applies when archiving agency metadata indicates the specified e-journal volumes have been archived.

For each agency we recommend reviewing the relevant "ingest and preservation workflow" section in the 'Archiving Agencies' text to understand the preservation method in more detail.

In progress

This status applies when supplied agency metadata indicates the content has been negotiated for inclusion within the specified archiving initiative. The archiving agency is in the process of completing the work required for archiving of the e-journal.

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Linking to the Keepers Registry

You can directly link to specific records in the Keepers Registry. Each individual record makes available a persistent URL for sharing.

Example persistent URLs:

http://thekeepers.org/purl/issn/1533-2993
http://thekeepers.org/purl/issn/2159-4260
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Member Services

The Member Services area contains additional resources to monitor the archival status of e-journal content.

  • Our Title List Comparison feature helps you discover the archival status of a list of serial titles important to you: reporting those which are being archived and those which are "at risk".
  • Machine to Machine interfaces allow third party service providers integrate and display the Keepers Registry data in their services.

The User Profile option helps you update your personal details, username and password.

To access the Keepers Registry Member Services, users must complete a free registration process. The Keepers Registry service team will send you occasional news about new features and may periodically contact you to invite you to complete surveys on the value of the Keepers Registry.

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Title List Comparison

The Title List Comparison allows you to upload a list of titles identified by ISSN and then provides a report on which e-journals are being archived and by whom.

Users proceed through four steps:

  1. Prepare Data
  2. Upload Data
  3. Validate Data
  4. Finish Upload

On successfully completing these steps, a report will be generated: this process can take up to 2 hours. When it is ready, you will be emailed a link to download the report.

Below is guidance on what is involved in each step, hints and tips for troubleshooting problems, and guidance on how you can use the results provided.

1. Prepare Data

The Title List Comparison Service requires data to be uploaded in a CSV file format. Librarians can commonly obtain a CSV file listing titles and ISSNs from their link resolver or catalogue. The maximum file size for uploading data is 50 MB.

The minimum data required is a list of ISSNs (one ISSN for each title) and these should appear in the same column. When you upload your data, you will be asked to indicate which column the ISSNs appear in.

If you wish to provide both print and electronic ISSNs for each title, please do so as two separate columns. When you upload your data, you will be given the option to indicate which column the second ISSNs appear in.

e.g.

Title Print ISSN Electronic ISSN Publisher
Accounting and business research 2159-4260 0001-4788 Emerald
Academic pediatrics 1876-2867 1876-2859 Elsevier
3D research 2092-6731   Springer

Here, you would indicate that the ISSN appears in column 2 and that the second ISSN appears in column 3.

Users can also add additional information such as the journal title and publisher, as in the above example. This information will appear in the report, helping you understand the output more easily, but it is not used by the service itself.

2. Upload Data

Once you have prepared your data, you should select the Start a Title List Comparison button.

Users are required to complete a Job Submission form, which requests the job name and description as well as an email address for the output report.

Users upload their CSV file and provide information about the format via the form. Here you must specify which column contains the ISSNs and you may filter results by selecting specific agencies for comparison.

3. Validate data

We check the first 100 rows of data before processing the complete file and give detailed guidance and feedback within the service interface. You will be warned if your data is not valid and told whether you can proceed. You may receive warnings that will not stop you from proceeding, but you may receive better results if you attend to those issues. Where possible the reason for any validation failure will be given and these issues will be highlighted within the Upload Review which previews your data file. If we have identified issues that will affect your results, you should go back to your original CSV file and correct these before amending the submission by uploading the corrected file.

As we only check the first 100 rows, formatting errors in subsequent rows will not be flagged or shown in the Upload Review. If our validation process identifies issues with your data, you should ensure your entire file is corrected before proceeding. If there are issues with data in rows 101 onwards, your file may fail at a later stage and you will have to correct the errors and begin the process again.

If you have corrected issues with your data and still receive errors when submitting your file, we suggest checking the upload form for the following:

  • A CSV file containing at least one column of ISSNs has been selected
  • The correct ISSN column has been specified
  • The specified ISSN column only contains ISSN data
  • The specified number of column header rows is correct
  • The appropriate separator character has been used. This is used between columns of a CSV file, generally a comma but sometimes a tab or semi-colon.
  • The appropriate quotation character has been used. This is generally a quotation character (double quote).

If you require assistance to diagnose the problem, please contact edina@ed.ac.uk

Once your upload has been successfully completed you should press the green Confirm upload button.

4. Finish Upload

Once you have confirmed your upload, you should see a green box confirming that your Title List Comparison has been successfully submitted. Once your CSV file is processed, we will email a download link back to you. This may take up to two hours.

From the finish upload page, you may return to the start page and upload a new file or view results from previous submissions. When you login to the service subsequently, you will be able to see a list of your previous comparisons and can also download the reports from links provided on the page.

Using your results

You will be emailed a link to download the report which will contain the CSV data initially uploaded plus information on what is archived and in progress. Information drawn from the Keepers Registry appears in the fields that begin KR. This enables easy comparison against your original data. Where no matching entry is found, only the original data will be returned.

Librarians are using the Keepers Registry report to assist with library workflow activities, including the following:

  1. Identifying which of a libraries e-journal titles are archived, to help make decisions about subscriptions and renewals.
  2. Confirming that a complete run of a specific title has been archived to give reassurance that disposal of print collections can confidently proceed.
  3. Lobbying for participation of publishers in archiving agencies, where a particular title or publisher's collection is of high importance or at-risk of loss.
  4. Improving understanding of individual archiving agencies coverage, to initiate a discussion with archiving agencies to see how local priorities can be better met.

Along with the output report, the email contains summary information including:

  • The percentage (%) and number of titles that are archived by 3 or more Keepers

    This information allows you to see the extent of your collection that is securely archived: when material is archived by at least three different agencies you can be confident that it is not at risk of loss. You can also compare the terms and conditions of the agencies which hold this material and assess how you would be able to access this material in the future. This information may be used to make decisions by providing supporting evidence for disposal of printed serials or for cancelling subscriptions.

  • The percentage (%) and number of titles for which there is no reported archiving action, and therefore can be considered "at risk of loss"

    This information allows you to identify material in your collection that is not archived and to analyze the risk of cancelling subscriptions or disposing of print. This information may be used to make decisions about renewing subscriptions, to identify priorities for collection development or to empower librarians to persuade publishers to engage with archiving agencies.

    Use cases are available on the Title List Comparison service page.

Further help

If you need further help when preparing data, please contact us at edina@ed.ac.uk .

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Machine-to-Machine Interfaces

To help other service providers expose the Keepers Registry information available via their services, we have made available an API onto the Keepers Registry data.

When accessing the API:

  • Authentication is required. We issue a dedicated password for the API, separate to the username and password used for to login to the Keepers Registry Member Services. For security, the dedicated password expires after 365 days. Please do not try to use the password used to sign in to the Keepers Registry Member Services.
  • To retrieve your username and password for the API, select the M2M Interfaces option in the Keepers Registry Member Services area.

Detailed help information is also available in the Member Services area.

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