ERM Electronic Resources Management

Transcription

1 ERM Electronic Resources Management Integrating Electronic Resources into your CyberTools for Libraries Catalog Copyright 2012 CyberTools, Inc.

2 Outline MARC Bib Tag 856 $u, $y, $z review Define ERM Before you start Resources with MARC bibs Resources with non-marc, spreadsheet-like data Batch Control: Review, Global Edits, Review Results in the OPAC Changes by Aggregators Future Development

3 MARC Bib Tag 856 $u, $y, $z review: Add a URL via the Brief Bib Editor. Use Cataloging->Edit an Existing Bib or Original Cataloging: 1 2 3

4 MARC Bib Editor: Add or Edit 856 Tag

5 View from OPAC with 856 $u & $z ($z=public Comment)

6 View from OPAC with 856 $u & $y ($y=link Text)

7 MARC 856 $3, Materials specified (new as of January 2012) : $3 - Materials specified. Part of the described material to which the field applies. Some aggregators, e.g., Ebsco, use $3 as the extent, e.g.: $3 Full text available 1/1/ (Due to publisher restrictions, the most recent 12 months are not available.). $u $y Full Text at CINAHL As displayed in A to Z, Search Results or Details. Note our display order is $z then $3 then $y:

8 ALA: ELECTRONIC RESOURCES MANAGEMENT Richard W. Boss from as of a system that tracks: Database name Content Producer, licensor, and aggregator Packaging License duration and renewal alert Copy of contract Price and payment terms Payment history Access method(s and resource link) Access restrictions Contact history Use statistics Use statistics and cost per use CyberTools will implement in 2012!

9 Integrating Electronic Resources in Your CyberTools for Libraries Catalog Import and globally edit bibliographic data from aggregators in a manner that preserves or overlays existing bibliographic data with rules defined by the library (or libraries). Goal: one portal for faceted searching and management!

10 Before you start ERM: Resolve Dups The biggest problem with ERM is resolving duplicate bibs. The three sources for dups are: 1. dups currently within your catalog. 2. dups within the file that you are importing; 3. dups returned by the Z39.50 servers for the same ISBN/ISSN; To eliminate #1, first run Cataloging s [Duplicate Bibs Report by Control Number]. Clean-up dups with function [Move Items from One Bib to Another].

11 Before you start ERM: Remove old URLs & tags 533, 555,& 583? Do you have URLs in your catalog that you can t use? Staff Functions->Cataloging->Edit Existing Bibs->MARC Boolean Search to find bibs: You can tune this, e.g., and 856 $u Does Not Contain ovid if you added Ovid. Or, Does Not Contain.org Once you select the bibs then select [Close]. The software will bring you to Batch Control s [Edit Bib]. Then Return to Batch Control- >Tools->Global Tag & Subfield Editor

12 Remove old URLs & tags 533, 555,& 583: Global Tag & Subfield Editor

13 Introducing A to Z Staff Functions->Cataloging->A to Z Groups Unlimited number of Groups, e.g., Online Journals, Print Journals, All Journals, Open Access Journals, Ovid Journals, etc. Each bib can belong to an unlimited number of groups Move one group into another. Don t miss the free webinar January 25: A to Z - Create, View, and Manage!!!

14 Importing Integrating Electronic Resources Two type of data sources: MARC bibs, e.g., Teton s STAT!Ref Non-MARC, spreadsheet-like data - xls, e.g. MD Consult - csv, e.g. PubMed Central Journal List - Text txt tab delimited file Text txt tab delimited file is also a conversion step for xls data. See the Librarians Resource Site E-Resource List (see next slide)

15 Wolters Kluwer Ovid (3) Books, Databases, Serials xlm direct E-Resource List Source Product Content File Type (1) Method (2) BioMed Central Journals (0) Serials csv direct DOAJ Directory Open Access Journals Journals (0) Serials csv direct EBSCO A-Z Serials MARC direct EBSCO Miscellaneous journals, e.g., CINAHL Serials MARC or text direct EBSCO Academic Search Premier Serials xls reformat & convert to tab delimited Elsevier Elsevier MD Consult Nursing Consult ebooks, Journals & Clinics, Standard Books, Specialty Books xls convert to tab delimited Books-Core, Books-Collections, Journals & Clinics xls convert to tab delimited Elsevier ScienceDirect Serials xlsx convert to tab delimited Gale InfoTrac H & W Serials MARC or xls MARC is direct; xls is reformat & convert to tab delimited HighWire Press Journal List (0) Serials xls convert to tab delimited Liebert Liebert Online Serials text direct McGraw Hill AccessEmergency Medicine AccessSurgery AccessMedicine AccessPharmacy Books MARC direct OCLC NetLibrary Books MARC direct PubMed Central Journal List Serials csv direct Rittenhouse R2 Books MARC or xls MARC is direct; xls is convert to tab delimited Teton Systems STAT!Ref Books MARC direct Wiley Wiley Journals (0), Wiley OnlineBooks, Wiley Online Reference Works Journals, Books, Books xls convert to tab delimited

16 Resources with MARC Bibs such as STAT!Ref or Access Medicine should be directly imported into a batch via [Import a MARC Bib File] and globally edited via Batch Control->Tools->Electronic Resources. Once in Batch Control, the steps are identical as to importing resources that originate from spreadsheet-like data.

17 Steps to Integrate Electronic Resources for non-marc bib data. Goal: retrieve or create MARC bibs for these non-marc records. I. Prepare the non-marc data A. Download data from aggregator's site. B. If the data are not a CyberTools direct import then reformat the columns to conform to the CyberTools Z39.50 File Spreadsheet Template. Current direct imports are BMC, DOAJ, HighWire, Liebert, MD Consult, Nursing Consult, Ovid, PMC, R2, and Wiley. C. Convert xls spreadsheet to tab delimited text file. II. Import the tab delimited or csv file into your catalog A. Staff Functions->Cataloging->File Z39.50 MARC Bib Import. B. Find file and select import options. C. Modify Rules if necessary. D. Select [Import file & process bibs]. E. View and confirm data. F. Review the duplicates within the import file. G. Resolve the duplicates during the Z39.50 retrieve. H. Review Import Failures. III. IV. Batch Control: Review, Global Edits, Review View Results in the OPAC

18 I. Prepare the non-marc data for PMC Journal List A. B. Select hyperlink Download CSV C. Select [Download]. When you save it, make sure the file name contains jlist &.csv (the default name). D. Reformat: N/A PMC E. Convert: N/A PMC

19 I. Prepare the non-marc data for MD Consult A. Download 1. Go to 2. Select tag Content Updated 3. Select hyperlink MDConsult-MasterContentList

20 A. Download data from aggregator's site for MD Consult B. Reformat: N/A MD Consult since it is a direct import.

21 C. Convert spreadsheet to tab delimited text file for MD Consult 1. Open MDConsult-MasterContentList.xls 2. Select the tab "Books-Standard Subscription, ebooks, Books-Specialty Options or Journals & Clinics 3. If any A la Carte then make sure the correct ones are checked 4. Spreadsheet menu bar File->Save as 5. Change Save as type to Text (tab delimited)(*.txt) 6. File Names: " Books-Standard Subscription" should contain "MDConsult", "Books", "Standard",& ".txt", e.g., MDConsult_Books_Standard.txt; ebooks" should contain mdconsult, ebooks, and.txt, e.g., MDConsult-eBooks_ txt ; Books-Specialty Options should contain mdconsult, books, specialty and.txt, e.g., MDConsult-Books-Specialty.txt; "Journals & Clinics" should contain mdconsult, journals, and.txt, e.g., mdconsult_journals+clinics.txt 7. Answer positively to many, many Excel Save as type popup messages.

22 B. If the data are not a CyberTools direct import then reformat the columns to conform to the CyberTools Z39.50 File Spreadsheet Template found at 9. Function [File Z39.50 MARC Bib Import] File Format A. Control# ISBN, ISSN, LCCN allows comma separated list B. Call Number C. Classification D. Title E. SERIAL literally SERIAL F. Control Number Type=literally ISBN,ISSN,LCCN G. Additional Control Numbers H. Author I. Remainder of Title J. URL K. URL Link Text L. URL Public Comment M. Edition Statement N. Place of Publication O. Name of Publisher Red = mandatory P. Date of Publication Q. Extent R. Other Physical Details S. Dimensions T. Thesaurus U. Term V. Series Statement Title W. Second URL X. Second URL Link Text Y. Second URL Public Comment Z. To be determined AA. Location AB. Bar Code AC. Volume AD. Copy Number AE. Price Blue = don t use for ERM

23 B. Data that need reformatting example: Rittenhouse R2 NOTE: CyberTools has a direct import for R2! This is only an example of how to process a spreadsheet should CyberTools not have a direct import for your sheet. 1. Download from Rittenhouse web site. 2. Open R2 xls file with a spreadsheet program. 3. If there are any missing ISBN values then add them. 4. Save this copy as R2_for_CyberTools_YYYYMMDD.xls. You will edit this copy. 5. Download CyberTools Z39.50 File Spreadsheet Template and open in the same spreadsheet. 6. Select Excel Menu bar->windows->arrange->horizontal->ok (next slide)

24 B. Data that need reformatting example: Rittenhouse R2 7. Move the R2 column D, ISBN, to become column A. 8. Insert blank columns B (call#) & C (classification). These values will come from your catalog or Z If there is no print then the call# might be given a value such as Online during Batch Processing (i.e., not now). 9. Move the R2 column Title (now E) to be column D. 10. Insert a blank column E. 11. Insert column F of ISBN for each row. Important since R2 s ISBN-10 values are missing leading zeros & ISBN tells CyberTools how to fix the bad ISBN-10s. 12. Finish formatting R2 into the CyberTools_erm_template column order. 13. Copy CyberTools_erm_template row 1 and have it replace R2_for_CyberTools_ row Save as the tab delimited R2_for_CyberTools_YYYYMMDD.txt

25 Ovid Database Entitlement Report Contact Ovid Technical Support and request your unmodified Database Entitlement Report in XML format. This file is an ASCII text file. It can be viewed with any text editor. It can also be viewed and/or edited with a spreadsheet or XML editor application, although there is a chance that these applications will reformat the data. Extreme reformatting will cause our import to fail. Use Staff Functions->Cataloging->File Z39.50 MARC Bib Import

26 AccessMedicine et al AccessMedicine often has hundreds of added entries that make viewing the bib impossible. We ve modified the display to show a set number. See Staff Functions ->Properties->OPAC Manager ->Window# 2->Maximum Added Entries to be displayed: 10

27 Steps to Integrate Electronic Resources for non-marc bib data. II. Import the tab delimited or csv file into your catalog A. Staff Functions->Cataloging->File Z39.50 MARC Bib Import B. Find file and select import options C. Modify Rules if necessary D. Select [Import file & process bibs] E. View and confirm data F. Review the duplicates within the import file G. Resolve the duplicates during the Z39.50 retrieve H. Review Import Failures

28 II. Import the tab delimited file or csv into your catalog A. Staff Functions->Cataloging->File Z39.50 MARC Bib Import B. C. D. G. E. H. F.

29 II. Import the tab delimited file or csv into your catalog, steps B &C B. C. D. G. E. H. F. B & C: the software will attempt to guess the File Format from the file name.

30 II. Import the tab delimited file or csv into your catalog, steps D-H. D. E. Don t change F. Clear Add failed for re-imports. Free: None Pay: All Server order is important. Don t have LOC first for this function! It s too slow when adding lots of bibs. You can add more Z39.50 servers. Check the drop-down list and/or the Librarian Resource Site. G. H.

31 MD Consult Pop-ups Books Standard> Each MD Consult worksheet has products from which you select your subscription(s). Current ebooks> If you have A la Carte then first use a spreadsheet to make sure that the correct resources are checked. Books Specialty v Journals & Clinics >

32 Other pop-ups to determine content

33 E. View and confirm data Only displayed for File Format CyberTools Defaults. If the labels and the data don t match then select [Failed verify: Cancel Import]. If this is a CyberTools direct import & the labels and data don t match, then you probably didn t name the file correctly!

34 F. Review the duplicates within the import file

35 F. Review the duplicates within the import file: select A. Review Workstation

36 F. Review the duplicates within the import file: select B. [Edit the duplicate records now then import] The problem: Fix the URL

37 G. Resolve the duplicates during the Z39.50 retrieve The most time consuming part of the import.

38 H. Review Import Failures The failed records can be optionally added to the batch as skinny bibs!

39 Batch Control Steps: Review, Global Edits, Review Whether you are importing an aggregator s MARC bibs or converting a spreadsheet into MARC bibs via Z39.50, now the two processes converge here at Batch Control. A. MARCout and Remove Local Tags B. Display Bibs: Review the titles & their URLs. C. Tools->Electronic Resources Global Edits 1. Fix PubMed Central Journal List. 2. Compare URLs servers. 3. Electronic Resources Global Edits: Retrievals & Edits. D. Display Bibs: Review the titles & their URLs. E. Edit individual bibs. F. Test URLs. G. Return to Batch Control to [Update Catalog with Batch].

40 Batch Control: MARCout, Remove 9s, Display, Tools, & Global Edits Electronic Resources B A E C C D F C1 & C2. Next slides Test URLs: produces report

41 C1.Electronic Resources Global Edits: Compare URLs Servers Explained on the next two slides.

42 C1. Compare URLs Servers: Servers in batch (top) This is a summary of the servers parsed from the batch s URLs. The URLs came from: - Z39.50 (a possible problem) ; - extracted from the non-marc spreadsheet-like data (ok); - embedded in the aggregator s MARC bibs (ok). When retrieving from NLM, OhioLink, or any Z39.50 server, the Z39.50 results can include URLs which you don t want if you didn t select Remove 856 tags imported by Z For example, this PMC import lists Ovid and Ebsco URLs that aren t your subscriptions so you don t want them. Select Discard for all such URLs.

43 C1. Compare URLs Servers: Servers in the catalog (bottom) This is a summary of the servers found in your catalog now for the same bibs in the batch. Thus they are in the catalog but not in the batch. The servers are extracted from the catalog bibs URLs. These are URLs that you might have previously added to your catalog. Therefore you probably want to retrieve them from your catalog and insert them into the current batch. If you don t retrieve them from the catalog then you ll loose them when you run Batch Control s [Update Batch to Catalog] because they are not in the batch.

44 C2. Electronic Resources Global Edits: Retrievals & Edits Don t change if you originally imported with Retrieve catalog's bib & add unique data Add a phrase in 856 $y to give directions and/or hide nasty URLs. Don t modify for direct import journals, e.g. PMC! Important for union catalogs! Goes into 856 $9 as "ONLY " followed by your library s short name. Add a universal Call Number to every bib in the batch!

45 D. Display Bibs: Review the titles & their URLs: are the data ok? MARC# 21 status=okprocess Serial $a Annals of surgery. 856N 4# $u archive&journal=230 $y Link to archives at PubMed Central $z Earliest volume v.1,1885; Free access After 6 months; Delayed release 6 months 856N 4# $u journal=230 $y Link to most recent issue at PubMed Central MARC# 42 status=okprocess Serial $a Bulletin of the Medical Library Association. 856N 4# $u archive&journal=72 $y Link to archives at PubMed Central $z Earliest volume v.1,1911; Free access Immediate; Delayed release no delay 856N 4# $u $y Link to most recent issue at PubMed Central

46 Global MARC Tag & Subfield Editor Batch Control->Tools-> Global MARC Tag & Subfield Editor Examples: Remove tags 533, 555, & 583 Remove Aggregator s tags

47 Assign A to Z Groups to the bibs Batch Control->Tools->Assign A to Z Group IDs (ready in October)

48 IV. OPAC view of a PMC bib with print

49 IV. OPAC view of a PMC bib with no print

50 IV. PMC Skinny Bib

51 A to Z Examples

52 A to Z Search Results

53 Search online resources Use same criteria as CyberTools online catalog. If cataloged, can be searched on. Subject, keyword, author, etc.

54 Changes by Aggregators PMC: re-import regularly, but de-select Add failed records to batch MD Consult, etc.: check spreadsheet s tab update log. Remove/edit old editions in your catalog; If the aggregator s URL is the only manifestation of the work, then remove the bib; Otherwise only remove the old URL. Import sheets that changed.

55 Future Development: Watch for ERM Updates via your Staff Login

56 Future Development: Watch for ERM our ERM Site

57 Future Development: Any other resources for direct import? On Demand Catalog URL Checking NCBI Book Shelf MLA News MARC Bibs ( done, need to add after 2009) Contract management & stats (see Dick ALA) Package Management Rights Management Automatically import updates for publicly posted resources Automatically update LinkOut Federated searching