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access_coordination [2017/09/19 12:26]
cknapp [Checklist: Access Workflow for Subscriptions, Renewals, Cancellations, and Purchases]
access_coordination [2019/06/24 11:27] (current)
jmulvaney [Access Systems Coordination]
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-===== Access Coordination =====+===== Access ​Systems ​Coordination =====
-Resources are represented in the Library web site, EDS as Discovery, SFX, and Aleph records. Below is some information about how access is coordinated as of 7/17.+Resources are represented in the Library web site, EDS as Discovery, SFX, and Aleph records. Below is some information about how access is coordinated as of July 2017.
-Documents addressing the decisions made regarding streamlining dataloading across our systems: 
   * {{ :​oct16smgminutes.pdf |SMG minutes October 16, 2017}}   * {{ :​oct16smgminutes.pdf |SMG minutes October 16, 2017}}
   * {{ :​lr_record_loads.docx |Management of Link Resolver Records in Discovery}}   * {{ :​lr_record_loads.docx |Management of Link Resolver Records in Discovery}}
-==== Checklist: Access Workflow for Subscriptions,​ Renewals, Cancellations, ​and Purchases ====+A brief synopsis is that we do not load bib records into Aleph unless there is an order record that needs to be attached. This means that individual subscriptions ​and eJournal package cover records are uploaded. eJournal package cover records are suppressed so that they are not discoverable.
-=== CORALAleph, and CMS and Christine=== +  * __SFX__: Officiallyonly eJournals and databases with full text content are activated in SFX. Some eBooks (like the autoload targets) are activated but we do not use the SFX eBook search interface. Some databases (like the aggregators) have their own targets for the content contained within themwhile some are individual OPs in the Misc. eJournal target for the search page only. Some resources are not available in SFX and have to be found elsewhere, as we try not to create LCL items
-   ​CORAL workflows. +  __EDS__: Officially, everything we pay for is enabled in EDSThis is an overgeneralizationMetadata from EBSCO partner databases is enabled and custom links are created for full text linking at the publisher platformContent published by EBSCO is automatically enabled and uses SmartLinks to connect to full text. Content purchased from EBSCO is selected in HLM through Order Integration and uses SmartLinks Plus to connect to full text at the publisher platform. HLM also pushes the things we select outside order integration to facilitate SmartLinks where our holdings match metadata. Some resources are not available in EDS and have to be found elsewhere. (ex. ProQuest.) ​ 
-   * CORAL records added. +  __HLM__: Officially, all journal content we pay for is selected in HLM. Anything paid to EBSCO is enabled and managed by them through Order Integration. Everything else has to be manually selected and tracked. Some resources are not found in HLM, but title lists can be sent to support to create a new package or SFX data can be uploaded to do this locally
-   * Aleph cover bib added+  __Aleph__: Bibs are the top level record in Aleph and anything we pay on requires a Bib. This includes cover records and title level records. All records are suppressed at time of purchase until we get access. Anything we want to be discoverable in the OPAC or EDS is unsupressed (//Database Cover Records, Individual eBooks, Physical Materials//​) while the rest stay suppressed (//​eJournal/​Book Packages, Individual eJournals, memberships,​ softwares, tools, etc.//). eJournal records from package subscriptions are not loaded into Aleph as a matter of course. When resources are not available in SFX or EDS/HLM we batch load records for them into Aleph by making a request to the [[batch_loading_team|BLT]] who look for a collection ​in OCLCThey will automatically load records into Aleph when they are provided by the vendor and if they are good enough quality(//eBook packages//) 
-   ​CMS entries ​for Databases search (can be edited by Heather)+  __DB List__The A-Z database list is managed ​by RS now. Jennifer Friedman is in charge of additions ​and edits at the moment. All paid content that arrives in a database model is included, with reference ​to the Springshare ID made in CORAL's cataloging tab. The A-Z list is the place of last resort when something cannot be found in SFX, EDS, or Aleph.
-   ​Platform admin information,​ including IP and SFX UMLinks buttons ​in resource. +
-   * Proxy entries+
-   ​Publisher title list added to R:\Acquisitions\Electronic Resources ​by Organization ​and uploaded ​to CORAL. ​+
 +Everything we pay for should be tracked in CORAL. Currently, we do not have records for individual subscriptions begun before July 2018 when CORAL was reactivated.
-=== SFX and Catherine. === +  * Outliers 
-Catherine manages SFX access and routes CORAL alerts to Heather and Mary Ann. +      __PA Content__: The official policy can be found at [[Perpetual Access Procedures]]Summary is that we only track PA for SpringerWileyand Elsevier as well as Taylor & Francis and De Gruyter. PA records are no longer added to ALEPHSpringer and Wiley are both paid to EBSCO and the autoload ​for Elsevier should be FTP'd monthly into HLM
-After CORAL workflow is received check CORAL and //wait until access start date//, then begin checklist.  +      __OA Content__Currently there is no official policy on managing OA content. If it is true OA (we pay nothingit is not activated in any system controlled by IRMRS may add true OA content ​to the DB ListIf we do pay something ​for itwe activated it based on the criteria above.
-   * CORAL record checked and updated for:    +
-        CATALOGING tab noteUse format "​SFX=noEDS=yesAleph=no+
-        * ACCESS tab notes updated. +
-        * ACCESS tab EDS HLM note updated. Notify Heather of non-EBSCO vendor.  +
-        * CORAL LICENSING module checked ​for ILLIs ILL lending allowed? +
-           ​Either wayILL Lending sheet updated [[\\UMALSTF011\coll_management\Acquisitions\Electronic Resources Projects\Licensing\ILL_Lending_Rights]] +
-           * No: Add dot (•to SFX Public Name if necessary. +
-           * Yes: Add resource ​to SFX Advanced Export Profile if new resource or target +
-   * SFX target and/or op updated.  +
-   * SFX Menu logic updated if necessary. +
-   * Package review spreadsheet updated if necessary. [[https://​docs.google.com/​spreadsheets/​d/​1kZuTj898PIW8Ppr4XrtHjjBPrxpTuh9ObIBSdhMISz0/​edit#​gid=0 | Package Reviews ​for Access]] +
-   * CORAL #1 workflow for SFX updated checked off. +
-   * Notify Heather (EDS) and possibly Mary Ann (Aleph record loadsno ejournals) modifying text below. +
-   * CORAL step #2 is checked off after Heather and Mary Ann notify Catherine that they have completed EDS and Aleph access.+
-=== EDS and Heather. ​==+===== IRM Access ​Workflow ​for Paid Content =====
-Heather manages EDS access. +
-   * EDS database is available?​ +
-   * EDS CustomLink is available and updated? +
-   * EDS Holdings Management updated if necessary? HLM access is managed by us only for:  +
-       * non-EBSCO vendor resources, because EBSCO manages resources paid to them. +
-       * ejournals, because HLM populates the Ejournal Placard.  +
-   * CORAL Access ​tab EDS HLM note in place for non-EBSCO vendor resources only? +
-   * CORAL Access tab Note updated if necessary?  +
-   * CORAL Cataloging notes updated? Use format "SFX=no, EDS=yes, Aleph=no" +
-   * Please notify Catherine when EDS is updated. +
-   * If the resource is any one of the following, do not send to Mary Ann: +
-       * Completely available through EDS. +
-       * Ejournals only. +
-       * CORAL Cataloging note tab says "Aleph=no" +
-       * On Mary Ann's list as "no load" (where is this list?)+
-=== Aleph Batch Record Loads and Mary Ann. === +==== Acquisitions ==== 
-Mary Ann manages ​Aleph batch record loads for non-serial eresources+Scott, Nancy, and Judy work on electronic resources. Judy manages ​eJournal content, Nancy manages databases, and they both work on memberships and eBooks. Scott works on a little bit of everything and is in charge of licenses and EZProxy things. They all also work on DBHelp emails
-   ​* ​Aleph: Load or remove ​records, and set or unset OCLC holdings+   ​* ​Purchases, Renewals, Ceases, Cancellations,​ etc. are all tracked in both ALEPH and CORAL. 
-   * CORAL Cataloging notes updated? Use format "​SFX=noEDS=yesAleph=no"​ +       * Documents (invoices, order records, licenses, and title lists) are stored in the Collections Management Drive in the ELERESbyO folder
-   ​* ​Please notify Catherine ​when done.+   ​* ​Order records are created in ALEPH and attached to a Bib Record. 
 +       * A record is then created in CORAL bringing together orderbiband holdings info as well as vendor/​publisher,​ authentication,​ and licensing information. 
 +       * Access is usually only activated for new resources after payment is processed and then some. 
 +   ​* ​Workflows in CORAL for new and recurring orders are started by Scott 
 +       * They start automatically ​when a record is created, or Scott starts them before the subscription period ends. 
 +       * Most of the first half of each workflow is Acquisitions focused. 
 +   * If there is a new License someone will tell Jack so he can put it into the Licensing module. 
 +   * If there are new organizations associated with the resource, Kat handles creating admin accounts and sending them our branding/​info for UMLinks.
-=== Standard Language ===+Scott takes care of creating most of the holdings records in Aleph, as well as making sure that the stanza in EXProxy is added/​updated. Eventually Jack will be helping with some of the EZProxy maintenance. Once all of this is done the workflows move over to DRMS.
-Use this text in CORAL fields+==== SFX ==== 
-  * EDS HLM noteACTIVATE IN EDS HOLDINGS MANAGEMENT +Jack manages SFX access. ​Use the following pages for more specific instructions. 
-  Umass Aleph cover record + 
-  CMS database entry +[[SFX Renewals]] 
-  * EDS database ​placard+ 
 +[[SFX Targets - Activating]] 
 +**In SFX:** 
 +   * Activate all three levels, be sure to make note of whether there is ILL/check CORAL symbol ​in the local target name. Change L/Ps as required. 
 +       * Add dot (&#​149;​) to SFX Public Name if necessary. 
 +       * Add copyright (&#​169;​) for anything that isn't straightforward lending. 
 +   * Check Access, if everything is fine move on. 
 +**In CORAL:** 
 +   ​PRODUCT tab: Make sure Orgs are all set. 
 +   * ACQUISITIONS tab: Check for anything weird. 
 +   * ACCESS tab: Make sure that the Access Information is entered/​updated. 
 +       * Add/Update the Data Integration Note 
 +       * Add the SFX Target with any notes, as well as whatever the local name is if there is one. 
 +   * CATALOGING tab: Add Springshare ID if there already is one. 
 +When done, mark the workflow step complete. 
 +==== EDS/HLM ==== 
 +Jack manages EDS and HLM access. Use the following pages for more specific instructions. 
 +[[eds_admin_management|EDS Admin Management]] 
 +**In EDS:** 
 +   * Go through the three steps to enable access. Enable metadata, create/edit CustomLink, and add to the ranking. 
 +       * EBSCO resources don't need steps two and three. 
 +       * Check the EDS Wiki if you cannot find the database to see if they'​re actually a partner with EBSCO. 
 +**In HLM:** 
 +   * Update EDS Holdings Management if necessary 
 +       * EBSCO manages content we pay them for (as subscription agent) so we have to manage the rest. 
 +           * Everything is ejournals, because HLM populates the eJournal Placard. 
 +**In CORAL:** 
 +   * ACCESS tab: Make sure that the Access Information is entered/​updated. 
 +       * Add/Update the Data Integration Note 
 +       * Add/Update the EDS DM Name note 
 +       * Add/Update the EDS CL Name note 
 +       * Add/Update the EDS LCL Collection note 
 +       * * Add/Update the HLM note. 
 +If the resource is not available in either SFX or EDS/HLM send it to the Batch Loading Team. (BLT) 
 +==== Aleph Batch Record Loads ==== 
 +The BLT manages batch loading serials records into Aleph when they are not available in our other access systems. The following pages are useful for more specific information. 
 +[[Batch Loading Team]] 
 +   ​Records are batch loaded when: 
 +       ​A target for the content is not available for SFX, or is not one that we would turn on (eBooks.) 
 +       * The metadata is not available in EDS (ie. not an EBSCO partner) or a collection is not available in HLM. 
 +       * The records are available either from the vendor or through OCLC. 
 +   * If something should be batch loaded, send something to the BLT channel on Slack and put in an Aleph ticket through LibWire. 
 +==== Database A-Z List ==== 
 +Research Services manages the A-Z list in Springshare. Jennifer Friedman gets email notifications when her workflow step becomes active so that she can add, edit, or delete springshare records. She leaves a Springshare ID note in the cataloging tab with the ID for the database ​record. She is also on the Platform changes worksheet to catch those resources and make changes as needed.
 ==== Ejournal Transfers ==== ==== Ejournal Transfers ====
-In Acquisitions,​ Judy adds title transfers to [[https://​docs.google.com/​spreadsheets/​d/​1PE7ncoIwHsTQRXHOgczfq084y6OB2hEtLt2E1nxkAcU/​edit#​gid=2143615762 | E-Journal, Package Changes:​Acquisitions to Access ]]. Acquisitions is notified of these transfers through EBSCO Change reports, publisher emails, and title lists. The spreadsheet tracks:+In Acquisitions,​ Judy adds title transfers to [[https://​docs.google.com/​spreadsheets/​d/​1PE7ncoIwHsTQRXHOgczfq084y6OB2hEtLt2E1nxkAcU/​edit#​gid=2143615762 | E-Journal, Package Changes:​Acquisitions to Access]]. Acquisitions is notified of these transfers through EBSCO Change reports, publisher emails, and title lists. The spreadsheet tracks:
   * Package to package transfers   * Package to package transfers
   * Package to individual subscription   * Package to individual subscription
Line 77: Line 106:
   * New Title to Package   * New Title to Package
   * Package to open access   * Package to open access
-For titles leaving our subscription packages, Judy gathers usage stats, price information,​ and may send to selector asking if subscription should be continued. If so, an order is initiated. Judy also handles cancellations for titles entering subscription packages+For titles leaving our subscription packages, Judy gathers usage stats, price information,​ and may send emails ​to selector asking if the subscription should be continued. If so, an order is initiated. Judy also handles cancellations for titles entering subscription packages.
- +
-In DRMS, Catherine makes changes to access in SFX, sets up perpetual access, and notifies Heather for EDS HLM changes if: +
-  * resource is paid to a non-EBSCO vendor +
-  * (resource needs to be set up as perpetual access? have not been doing this) +
- +
-==== Package Reviews ==== +
- +
-Many individual title transfers are caught in the Ejournal Transfers process above but some packages need active management.+
-Tracking package reviews ​is done on [[https://​docs.google.com/​spreadsheets/​d/​1kZuTj898PIW8Ppr4XrtHjjBPrxpTuh9ObIBSdhMISz0/​edit#​gid=0 | Package Reviews ​for Access]]+In DRMS, Jack makes changes to access in SFX, sets up perpetual access, and makes changes for EDS HLM changes if the resource ​is paid to a non-EBSCO vendorNo steps should be taken until Judy marks the acquisitions column as "Done." PA is only tracked ​for Wiley, Elsevier, Springer, and occasionally Taylor & Francis and De Gruyter.
 +==== Platform Changes ====
 +Whenever someone sees a platform change (either from HTTP-HTTPS or between companies like Atypon or Ingenta) they should put it on the [[https://​docs.google.com/​spreadsheets/​d/​1Fchqgk9b_yanTktkw7-r0bcUC3K3Akban0n9UJ185p4/​edit#​gid=0|Platform Changes Sheet]]. Basic information like the name, change type, availability,​ and shut down should be recorded immediately.
 +  * Jack takes care of making changes to the CORAL record, as well as creating new admin accounts if need be.
 +  * Anyone can change the holdings record URL.
 +  * Nancy or Judy make changes to information surrounding usage reports if need be.
 +  * Scott makes changes to the EXProxy Stanzas.
 +  * Jack makes changes in SFX, EDS, and/or HLM.
 +  * The BLT makes changes if the resource is batch loaded into Aleph.
 +  * Jennifer Friedman (Research Services) makes changes to the Database A-Z List.
-==== Useful Tools ==== 
-  * Platform changes are tracked here:  
-      * [[https://​docs.google.com/​spreadsheets/​d/​1Fchqgk9b_yanTktkw7-r0bcUC3K3Akban0n9UJ185p4/​edit#​gid=0]] 
-  * Publisher invoices, licenses, orders and title lists can be found: 
-      * R:​\Acquisitions\Electronic Resources by Organization\American Mathematical Society 
-  * Worksheets for reviewing packages by staff or students can be found: ​ 
-      * R:​\Acquisitions\Electronic Resources Projects 
 +//​[[jmulvaney@library.umass.edu|Primary contact: Jack Mulvaney]]//​
access_coordination.1505838402.txt.gz · Last modified: 2019/01/07 12:20 (external edit)
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