EBSCO Regular Tasks

There are some regular maintenance things that need to be done to make sure that EDS and HLM are up to date.

Also See

FCC Location Lookup Tables

The location lookup table for the physical spaces of the Five Colleges need to be updated periodically based on changes to Aleph collection codes and SubLibraries.

  • Figure out with Kat how to get the data in the first place, either by ticket or through an ARC Query
  • Copy the new data from Aleph into a Spreadsheet
    • Open the most recent version of the Location Lookup Table
      • DRMS Drive>EDS>Institutional Repository and Catalog>Location Table versions for Aleph…..
    • Set up the headers for the new document:
      • Location_Code, Copy_Display, Facet_Display, Limiter_Display
        • Match Location Code to the correct Column
        • Match SubLibrary to the Copy_Display Column
    • Use the old document to match the Facet Displays to the Copy Displays
      • When you find changes, match them to existing Facet_Displays
    • Duplicate the Facet_Display column in the Limiter_Display column
  • Save the file in the same location as the previous file.
  • Submit the file to Support
    • Ask for them to update the Locations for all Five College Institutions.

SCUA Location Lookup Tables

Twice a year, the SCUA location lookup table (for limiting by collection in the advanced search window) needs to be updated to catch new collections and resources added to Credo.

  • Go to the URL Aaron created to access the OAI endpoint. (Search in email for SCUA OAI, email is from April 2019.)
    • Save (right click) as an XML file
    • Open a blank Excel File
    • Open the XML File (not through the data tab, but underl File > Open)
    • Allow Excel to open the file as an XML table, and to create its own Schema. (Click OK twice.)
  • Copy and paste the data into a new tab to sever the link with the XML File
  • Open the credo_lookup_table document.
    • DRMS Drive > EDS > Institutional Repository and Catalog > SCUA Lookup Table Updates Folder
      • The documents inside are the ones sent to EBSCO. Find the latest.
      • If the number of rows match between the two worksheets (new and old) you don't have to continue.
  • Remove the first three columns and the final column from the new data
    • These are identifiers and descriptions that are not needed for EDS.
  • Set up the headers for the file to send to EBSCO (Steal it from the old document)
    • ns1:setSpec : Name in Data
    • Insert Blank Column: Facet Display
    • ns1:setName : Full Display
    • ns1:setName : Limiter
    • Limiter: ns1:setName (Copy the entire column)
  • The Second Column (Facet Display) needs to be created manually
    • Copy the column from the old document send to EBSCO
    • Find the places where the changes happened. (For Dec. 2019 the new additions were all at the bottom of the file
      • Insert a Cell and create a new Facet Display Name
    • Save the Excel spreadsheet and then save it as a .txt file
  • Email the document to Support to submit it.
    • “Hello, Could the attached file be used to update the location lookup table for UMAAH ir01012a (Credo UMass Amherst)? Thanks! Jack”

LCL Collection Updates

These are to update specific LCL collections created for linking to full text in EDS.

Literature Criticism Online

Once a year after Spring renewals the LCL collection created for the Literature Criticism Online CustomLink should be updated. Visit the Resource page and click on “What's Inside” under the basic search bar. Export the title list for our databases.

  • Remove everything but the ISBN and the Title
  • Save the entire export as a Tab Delimited .txt document
  • Go to EBSCOAdmin and then the Local Collections Tab
    • Click the “Go” for the 2019Apr29LitCritEbookCollection
  • To overwrite the existing local collection, choose upload local titles at the top of the screen.
    • Make sure the Collection ID is correct (2019LitCri)
    • Make sure the Column Identifiers are correct.
      • The column number needs to be in brackets.
    • Make sure the radio button for “Replace is selected”
      • This will overwrite everything
    • Upload the file
    • Submit

Elsevier HLM Holdings

The Elsevier update is to make sure our holdings are reflected correctly in HLM, to facilitate the Exact Match placard and SmartPlus Linking in EDS.

Regular Updates

Other than renewals, there are relatively few recurring actions that need to be made in EDS or HLM.

Twice a year in the Spring and Summer after renewals are over, all the CustomLinks in the “Modify” screen should be checked to make sure they have been added to the profile (ranked) or that anything that does not belong there has been removed. Anything that isn't in CORAL should be put in or evaluated for deletion.

Primary contact: Jack Mulvaney

ebsco_regular_tasks.txt · Last modified: 2019/12/06 11:19 by jmulvaney
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