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access_coordination [2019/04/16 18:11]
jmulvaney [EDS/HLM]
access_coordination [2022/03/08 18:33] (current)
jmulvaney [Platform Changes]
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   * __SFX__: Officially, only 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 them, while 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.   * __SFX__: Officially, only 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 them, while 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.
-  * __EDS__: Officially, everything we pay for is enabled in EDS. This is an overgeneralization. Content published by EBSCO is enabled and uses SmartLinks to connect to full text. Content purchased from EBSCO is enabled ​and uses SmartLinks Plus to connect to full text at the publisher platform. ​Content from EBSCO partner databases is enabled and custom links are created for full text linking at the publisher platform. Some resources are not available in EDS and have to be found elsewhere. +  * __EDS__: Officially, everything we pay for is enabled in EDS. This is an overgeneralization. Metadata from EBSCO partner databases is enabled and custom links are created for full text linking at the publisher platform. Content 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.) ​ 
-  * __HLM__: Officially, all journal content we pay for is enabled ​in HLM. Anything paid to EBSCO is enabled and managed by them. Everything else has to be manually ​enabled ​and tracked. ​Elsevier holdings ​are FTP'd with the autoload data from SFX. +  * __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__: ​Officially, only bibs we pay on are loaded into Aleph. This includes ​individual eJournals, eJournal ​packagesand databases. ​Individual eJournal records from subscription databases ​are not loaded into ALEPHeJournal Package cover records are suppressed so they are not discoverable ​in ALEPHDatabases and individual eJournals ​are left unsupressed ​and are discoverable in the catalog.+  * __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 RecordsIndividual 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 courseWhen 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//)
   * __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.   * __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.
  
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        * EBSCO resources don't need steps two and three.        * 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.        * 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:** **In CORAL:**
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        * Add/Update the EDS CL Name note        * Add/Update the EDS CL Name note
        * Add/Update the EDS LCL Collection note        * Add/Update the EDS LCL Collection note
 +       * * Add/Update the HLM note.
  
-**In HLM:** +If the resource is not available in either SFX or EDS/​HLM ​send it to the Batch Loading Team. (BLT)
-   * 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 HLM note. +
- +
-If the resource is any one of the following, do not send to the Batch Loading Team+
-   * 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 ==== ==== Aleph Batch Record Loads ====
-Mary Ann and the BLT manages ​Aleph batch record loads for non-serial eresources. +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.
-   * Aleph: Load or remove ​records, and set or unset OCLC holdings. +
-   * CORAL Cataloging notes updated? Use format "​SFX=no,​ EDS=yes, ​Aleph=no" +
-   * Please notify Catherine ​when done.+
  
-==== Standard Language ====+[[Batch Loading Team]]
  
-Use this text in CORAL fields+   * Records are batch loaded when
-  * EDS HLM note: ACTIVATE IN EDS HOLDINGS MANAGEMENT +       ​A target for the content is not available for SFX, or is not one that we would turn on (eBooks.) 
-  Umass Aleph cover record +       * The metadata is not available in EDS (ie. not an EBSCO partner) or a collection is not available in HLM. 
-  CMS database entry +       ​The records are available either from the vendor or through OCLC. 
-  * EDS database ​placard+   ​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.
  
 ==== 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
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   * 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, 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 vendor. No 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 ====
  
-In DRMS, Catherine makes changes to access in SFX, sets up perpetual access, and notifies Heather for EDS HLM changes if: +Whenever someone sees platform change (either from HTTP-HTTPS or between companies like Atypon or Ingenta) they should email Jack. 
-  * resource is paid to non-EBSCO vendor +  * Jack will take care of things in the discovery systems and alert the UMBLT or Research Services.
-  * (resource needs to be set up as perpetual access? have not been doing this)+
  
-==== Useful Documents ==== 
  
-  * 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\Publisher Name 
-  * Worksheets for reviewing packages by staff or students can be found: ​ 
-      * R:​\Acquisitions\Electronic Resources Projects 
  
-==== Package Reviews ====+//​[[jmulvaney@library.umass.edu|Primary contact: Jack Mulvaney]]//​
  
-We no longer peform package reviews except in extraordinary circumstances. Packages like Cambridge and Thieme should be checked every few years as they are not managed well in SFX. Many individual title transfers are caught in the Ejournal Transfers process above but some packages need active management. 
  
-ARCHIVED: Tracking package reviews is done on [[https://​docs.google.com/​spreadsheets/​d/​1kZuTj898PIW8Ppr4XrtHjjBPrxpTuh9ObIBSdhMISz0/​edit#​gid=0 | Package Reviews for Access]] 
access_coordination.1555438282.txt.gz · Last modified: 2019/04/16 18:11 by jmulvaney
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