KBART values and formatting

Edits in the WorldShare interface

Some of the same data formatting rules apply whether you are adding and modifying knowledge base collection and title data via a KBART file or via the WorldShare interface. For example, you must follow the KBART standard for date formats in both the WorldShare UI and in KBART files.

About KBART files

KBART stands for Knowledge Bases and Related Tools. KBART files contain title lists and coverage data from content providers to be surfaced in the knowledge base. See NISO Knowledge Base and Related Tools (KBART) for more information.

 Note:  See the KBART template for reference or to create a collection.

Before you get started using KBART files, please note:

• Each row in a KBART file defines a title and every column header in the spreadsheet must remain.
• You are not required to have data in every column.
• Mandatory fields include:
  • publication_title (A)
  • title_url (J)
    • This field is not required if the coverage_depth (N) is set to "print" or "other".
  • coverage_depth (N)
  • oclc_entry_id (W)
    • Multiple coverages must be represented with a separate row in the KBART for each coverage range per title. Use the same OCLC Entry ID for each instance of the coverage to associate it with the same title.
  • Collections created using the "autofill" ACTION require only the oclc_number (Y) and ACTION (Z) fields.
  • Use the correct date format for columns containing date information.
• Plan to update the values in the ACTION column:
  • When you download a KBART file, the value in the ACTION column describes the state of the collection when downloaded
  • Before uploading a file, you must change the value in the ACTION column per title to tell the system how to process the data in the file

 Caution: Do not delete or re-order any of the columns in the KBART file. The columns need to be in the correct order and your data in the correct format in order for your KBART file to upload properly.

Find more information about KBART data fields on the UKSG website: https://www.uksg.org/kbart/s5/guidelines

Create a collection

Add titles:

When you create a knowledge base collection:

• Use the correct format for dates
• Include the Collection ID in the oclc_collection_id column of your KBART file. The Collection ID in your file must match that in the collection you created in order for the titles to upload to your collection properly
• Include a unique numerical value for each title in the oclc_entry_id column.
  • For titles you add using OCLC Number Lookup in the interface or add using OCLC numbers and the ACTION "autofill" in a KBART file, the Entry ID will be the OCLC number. It will be automatically generated
• Add a value to each title row of the ACTION column: Use the value "raw"
  • Alternatively, use the ACTION "autofill" if you create a collection where you want the system to generate some of the data fields automatically
• Multiple coverages must be represented with a separate row in the KBART for each coverage range per title.  
  • Use the same OCLC Entry ID for each instance of the coverage to associate it all with the same title.

Delete and select titles

Select titles that are part of your subscription and delete other titles:

To select titles:

1. Delete the rows of titles that are not part of your subscription.
2. In the rows that remain that are part of your subscription, change the value in the ACTION column from "raw" or another value to "select." The value "select" tells the system that you are selecting the titles in the collection, but are not changing any title data. Using the "select" action indicates that you want the title data to be updated based on future data updates from the provider. Represent coverage information

 Note: You can use the VLOOKUP function in a spreadsheet software such as Microsoft Excel to compare and find matches between two spreadsheets and assist in identifying the subset of titles to which your institution subscribes.

For example, you can download a KBART file of all the available titles from within a knowledge base collection in Collection Manager and compare this to a spreadsheet from your provider that lists the items to which your library subscribes.  Use the VLOOKUP function to help you identify these items in the KBART file. Edit the KBART as needed and upload it to select your subset of titles. 

For instructions on using the VLOOKUP function, please see the support site for your spreadsheet software such as Microsoft's documentation on the VLOOKUP function.

Represent coverage to present time

If your coverage is to present, leave the following columns blank in your KBART upload:

• Date_last_issue_online (date of the last issue available online)
• Num_last_vol_online (number of the last volume available online)
• Num_last_issue_online (number of the last issue available online

Multiple coverage ranges

To represent multiple coverage ranges for a single title, include a row in the KBART spreadsheet for each coverage range. The values in each row should match except those related to a title's coverage. You will have data for a single title in multiple rows.

You must include a unique OCLC Entry ID (oclc_entry_id) for each title in your collection. The OCLC Entry ID (oclc_entry_id) will be the same in each row for the single title with multiple coverage entries. The OCLC Entry ID (oclc_entry_id) makes it clear that multiple coverage entries are tied to the same title entry.

 Note: Include a row in the KBART spreadsheet for each coverage range. The column values should match except for those related to a title's coverage.

Embargo and moving wall of coverage

Use the embargo_info column.

• R: Rolling, or what is also called a moving wall. R3Y would be a rolling 3-year embargo that changes access each month
• P: Static embargoes.  P1M would always have access to the previous month ongoing.
• D: days, M: months, Y: year

Examples that show the proper formats: 

• Embargo: Choose the appropriate granularity: P1Y, P12M, P365D
  • Example: P1Y allows access to all content except for the current year.
• Moving wall of coverage: R1Y, R12M, R365D
  • Example: R1Y allows access to all content of the previous year.
• Both moving wall of coverage and embargo: R10Y;P30D
  • Example: R10Y;P30D allows access to all content from the past 10 years except for the previous 30 days.

If R is used, this means the journal access begins at the beginning of the period specified. If access ends at the period specified, P is used. 

Use the correct date format

Use one of the following correct date formats:

• If you have only year and month use YYYY-MM
• If you have only a year use YYYY
• Cells containing coverage data for specific days must be formatted as: YYYY-MM-DD

Set the date format YYYY-MM-DD in your spreadsheet application:

1. Select the cells you want to format (cells with years, months, AND days)
2. Right click on the selected cells and select "Format Cells..."
   • In the Number tab under Category, select "Date"
   • Under Locale (location), select "English (South Africa)" from the drop down menu
   • Under Type, select the format that matches "yyyy-mm-dd"

Modify other title data

Modify title data other than coverage:

If you modify title data and do not want OCLC to overwrite that information as we receive updated information from the data provider, use the value "overlay" in the ACTION column.

Recommended values by format

"Autofill" value

The autofill workflow is for use with locally created knowledge base collections. You can use it for multiple formats, but it is often used for print serial collections. By entering just the OCLC number, you can have the system generate associated title data. Do either of the following:

• Enter OCLC numbers one-by-one in the interface within a local collection. For more information, see Collection-level settings in knowledge base collections, Lookup by OCLC Number.
• Upload a KBART spreadsheet of OCLC numbers to a local collection. Leave all of the column headings unchanged and complete only the oclc_number column. Enter autofill in each row of the  ACTION column, as stated below:

*You might need to add additional title data that cannot be populated from the WorldCat record such as coverage information and Title URLs.

About the ACTION column

Depending on what you edit in a KBART file for a given title, use the appropriate ACTION value. The value you choose serves as instructions for the system on how to handle your data. It lets the system know what data to update and what data you want us to preserve over time as we update collections with data from providers. Each row of your spreadsheet must have a value in the ACTION column.

However, you can use a combination of values in the same spreadsheet. See the Table of ACTION values for help to choose values:

Table of ACTION values

 Note: The upload Scope that you choose when you upload your file, like the ACTION values, instructs the system how to process your titles. Choose the upload Scope carefully. See Collection-level settings in knowledge base collections, Collection Actions for more information about downloading and uploading KBART files.