Reports: HEI Report – Digital Content Store

The HEI Report in DCS2 provides an overview of your institution's requests and their associated usage. While much of the information is familiar - there are a few important differences.

DCS users might run an HEI report to see an overview of all their DCS requests. This article will detail how to run a DCS request, and what the different columns are. See the column name in brackets.

General:

(A) HEI: Institution name
(B) NG account number: Your institution's CLA account number
(C) Request ID: The request ID. Search for this from the dashboard to find your request
(D) Licence type: The licence type used for each request

Course information:

(E) Course Code: The DCS course code
(F) Course Name: The DCS course name
(G) Course Description: The description as added to the Course
(H) Subject
(I) Department
(J) Faculty
(K) School
(L) Lead Lecturer: The name of the lecturer added as lead lecturer for the course this request is assigned to
(M) Lead Lecturer Email: The email address added for the lecturer assigned as lead lecturer for the course this request is assigned to
(N) Requesting Lecturer: The name of the lecturer assigned to the request by the DCS user actioning it
(O) Requesting Lecturer Email: The name of the lecturer assigned to the request by the DCS user actioning it
(P) Number of Students: The number of students enrolled onto the course
(Q) Number of Weeks: The number of weeks a course is running for

Item Metadata (all as seen in the requests)

(R) ISN
(S) DOI
(T) Title
(U) Extract Title
(V) Author
(W) Extract Author
(X) Publisher
(Y) Place of Publication:
(Z) Edition:
(AA) Total Number of Pages:
(AB) Year
(AC) Issue
(AD) Volume

Other Request Information:

(AE) Page Range
(AF) Total Number of Pages Copied
(AG) Ownership
(AH) Source
(AI) Selected Extract
(AJ) Source Type
(AK) OCR
(AL) Colour Scale
(AM) Tagging
(AN) AltText
(AO) OCR Notes
(AP) Reflow Tagging
(AQ) AltText Notes
(AR) Status
(AS) Date Recieved
(AT) Date Requested
(AU) Date Link Created
(AV) Original HEI User
(AW) Current HEI User
(AX) Academic Year
(AY) Number of Views
(AZ) Number Of Unique Users (will be blank in new report as this is dependent on the Kortext Advanced Reader)
(BA) Number Of Unique Views (will be blank in new report as this is dependent on the Kortext Advanced Reader)
(BB) Number of Downloads to PDF
(BC) Number of downloads to Kortext (will be blank in new report as this is dependent on the Kortext Advanced Reader)
(BD) Number of Prints
(BE) Length of Time Accessed
(BF) Link
(BG) Notes
(BH) Request Route
(BI) Expiry Date
(BJ) RLMS ID

Usage data and report changes

In DCS 2.0, the HEI report replaces and combines the following reports from the previous system:

HEI Report
Downloads per Content Item report

Usage information (such as views, downloads and prints) is now included directly within the HEI report, rather than being available as a separate report. The following data cannot be captured due to the DCS 2.0 not being integrated with the Kortext Advanced Reader: Number of unique views, number of unique users, number of downloads to PDF.

If you wish to see this data pre-migration to DCS 2.0, please let the CLA know, and we will send you a report from August 1st 2025 - March 6th 2026).

Number of views are shown as total counts per request. At present, usage cannot be broken down by month or filtered by usage date.

This means it is no longer possible to produce month‑by‑month usage summaries in the same way as the former Downloads per Content Item report.

Academic year reporting

The HEI report can only be run one academic year at a time. If you need data covering multiple years, you will need to download a separate report for each academic year and combine them outside the DCS.

Request route in the HEI report

We’ve added a new field to the HEI report and Rejected Requests Report, called Request Route (column BE). This will indicate the request route of all academic requests.

This means that if the request came from a third-party integration, the request route shown would be the subscription icon. This can be found under ‘My Institution’ – API User Configuration. For example, for KeyLinks customers this is dcsapi@keylinks.org

For an individual HEI integration, they create this field when they sign up to the CLA API Portal, so it could for example be dcsapi.HEIname@cla.co.uk

Any request from the Academic Request Form will list the requestor's email in this column. For example, Prof. Elaine Carter, all her submitted Academic Requests will show her email address e.carter@HEIname.ac.uk in this column.

This way users can now check where their request traffic is coming from, which is especially useful if HEIs decide to mix their request workflow by for example using the Request Form alongside a third-party integration.

If you want to see all of your requests which has come from an academic request of any kind, filter out the blanks in this column.

What the HEI report is best used for

The HEI report provides an overview of reportable requests, course and licence information, and aggregate usage totals (including data previously shown in the Downloads per Content Item report).

It is not intended to act as a full audit log or provide detailed, time‑based usage analysis. If you have questions about a specific request or notice anything unexpected, our support team can help investigate.

Deleted requests

Deleted requests will not appear on the HEI report.

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