Verde Overview. Examples Choosing a Title from Search Results Working with E-products Acquisition Records... 9

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1 Harvard University Information Technology Library Technology Services Verde Overview Contents 1BAbout Verde BAbout Verde E-products... 3 Examples BSearching BViewing Verde Search Results... 5 Choosing a Title from Search Results... 6 Working with E-products... 7 Acquisition Records... 9 License Records Access Records Admin Records Trial Record Working with Libraries and Organizations Appendix A: Multiple search results - examples BAppendix B: Tips for finding commonly sought ERM information September 4, 2012 President and Fellows of Harvard College

2 Verde Overview Page 2 of 32 1BAbout Verde Verde is the Harvard University Library s electronic resource management system. Verde stores acquisitions, licensing, administrative, access, and trial information, as well as information about external organizations and the Harvard libraries who participate in cost sharing and stewardship of e-resources. Verde interoperates with SFX and includes information about the same full text content as SFX, as well as e-resources that are not in SFX. E-resource management staff at OIS use Verde to manage information about resources for which OIS processes payment. Harvard libraries have the option to use Verde to manage electronic resources available to their communities. World of e-resources Harvard e-resources Verde KB Verde comes with a Knowledge Base (or KB) created and maintained by Ex Libris, the vendor. The KB is a database of brief MARC records and basic information about e-resources that are available for purchase or subscription in the marketplace. It includes records for many resources that are not Harvard subscriptions or purchases, and sometimes a Harvard e-resource is not included in the KB. When staff cannot find a resource they need already in the KB, they can create local records that become part of Harvard s Verde KB. Verde uses e-product as a generic term for various types of e-resources. We use e-product and e-product interchangeably throughout this document. not to scale

3 Verde Overview Page 3 of 32 2BAbout Verde E-products Interface Standalone Package Constituent Constituent Constituent Constituent Constituent Interface: The software platform through which packages, standalones, and constituents are available Package: An bundle of e-resources containing multiple constituent parts purchased as a unit Packages can be aggregator (all or nothing no choice) or they can be selective (pick and choose) Constituent: An e-journal or e-book that is part of a package Standalone: An individual electronic resource that is linked directly to an interface and is not part of a package We can think of the hierarchical relationships in the diagram above as parent-child relationships. Data stored in a parent record (for example, a package) is usually viewable in child records (for example, constituents). This prevents the need to duplicate relevant data and store it in multiple places.

Verde Overview Page 4 of 32 MEDLINE e-standalone Examples

selective package Oxford University Press and the

EBSCOhost is an interface that provides access to the

4 Verde Overview Page 4 of 32 MEDLINE e-standalone Examples Ovid is an interface that provides access to the standalone MEDLINE. Highwire Press is an interface that provides access to the selective package Oxford University Press and the constituent titles to which Harvard subscribes. EBSCOhost is an interface that provides access to the aggregator package Academic Search Premier, which includes many constituent titles. Chronicle of Higher Education is a single journal title available in several different ways. It is a standalone available through its own website interface, Chronicle of Higher Education. It is also available as a constituent through the EBSCOhost interface, in the aggregator package Academic Search Premier.

Verde Overview Page 5 of 32 3BSearching The default module in Verde, where you will spend most of your time, is called the KB Manager, highlighted in the screen shot below.

5 Verde Overview Page 5 of 32 3BSearching The default module in Verde, where you will spend most of your time, is called the KB Manager, highlighted in the screen shot below. Every time you log into Verde, you will arrive at the KB Manager module and Managing e-products search screen. You may also manage Libraries and Organizations; see Working with Libraries and Organizations for more information about Libraries and Organizations. Find: Enter your search term(s), using Boolean AND to search for keywords. NB: Verde defaults to a phrase search for multiple search terms By: Choose the index to search. See below for more information about selected indexes. Type: Choices are: Contains Starts with Exact e-product Type: Choices are e-interface e-package e-constituent e-standalone e-print. See below for more information about e-product types. NB: e-print is not in use at Harvard Find Local/Find All: Use Find Local to search the pool of e-products managed at Harvard. Use Find All to search the entire database of e-products available in Verde. NB: Find Local includes withdrawn, superseded, and trial content in addition to current subscriptions and purchases. 4BViewing Verde Search Results dot = local to Harvard e-product status link to SFX menu link to mini bib The search results screen gives the list of titles that matched the search parameters, along with their related e-products. The dot indicates that Harvard is managing data for that product, and an SFX link is provided for those products that are actively in production.

6 Verde Overview Page 6 of 32 Choosing a Title from Search Results Often when you look up a title in Verde, you will find multiple results that could be a match. This happens when publishers package their titles in multiple ways make titles available through aggregator databases offer separate packages for current and archival content offer just one or two titles, which are then treated as miscellaneous content in Verde For both accurate electronic resource management and successful access to our collections by library users, it is very important to pick the correct result when you activate and manage titles in Verde. Multi-publisher hosting platforms are usually represented in Verde in two ways: 1) by a large comprehensive package of all titles available on that platform (example: IngentaConnect Journals package) and 2) by publisher-specific packages (example: Ingenta Connect Brill Academic Publishers package). Wherever possible, use the publisher-specific package. This will ensure that publisher-specific details, such as a license agreement, can be recorded accurately and are affiliated with the correct set of resources. Examples of multi-publisher platforms: HighWire Press IngentaConnect Metapress Scitation Please see Appendix A for detailed examples.

Verde Overview Page 7 of 32 Working with E-products Once you have chosen the e-product you want to work with, there are several different screens and tabs you may want to use.

7 Verde Overview Page 7 of 32 Working with E-products Once you have chosen the e-product you want to work with, there are several different screens and tabs you may want to use. The following record types are currently available for each product, represented by tabs down the left-hand side of the screen: e-product Acquisition License Access Admin Trial Usage A green bar indicates that at least one record has been created for that area. For example, in the screen shot below, records have been created for e-product, Acquisition, License, Access, and Admin. No record has been created for Trial. An arrow by the green bar indicates that a record is inherited from a related parent e-product. In this example, the Admin record is inherited from the EBSCOhost interface. The Admin record may be viewed from either the EBSCOhost Academic Search Premier package record or the EBSCOhost interface record. Inheritance allows a record to be created only once but viewed from any related child product.

Verde Overview Page 8 of 32 E-Product Records Selection status Stewarding library Product status Good to know: e-product Status, Activation date, Expiration date, Global coverage, and Local Holdings

8 Verde Overview Page 8 of 32 E-Product Records Selection status Stewarding library Product status Good to know: e-product Status, Activation date, Expiration date, Global coverage, and Local Holdings are updated in SFX and view only in Verde. The Libraries tab includes fields important for managing local library resources. More details are included in the document Managing Resources Limited to Specific Libraries. The Local Fields tab includes the Harvard-defined field Consortium.

Verde Overview Page 9 of 32 Acquisition Records Record list: Dot=Active status Subscription dates Unique record # Aleph order # Status Edit/open record

9 Verde Overview Page 9 of 32 Acquisition Records Record list: Dot=Active status Subscription dates Unique record # Aleph order # Status Edit/open record Good to know: You can link one acquisition record to multiple e-products by using the Link ACQ button and entering the Acquisitions No. of the record to link.

10 Verde Overview Page 10 of 32 Active acquisition record top portion: Subscription dates Status Vendor Invoice location Aleph Order No. Subscription type Good to know: Subscription open date represents the date the subscription order was first placed. If you are working with a new order, the Subscription open date is the same as the Start date. Subscription type defaults to Electronic. If the record is for a non-recurring payment, you can choose Special allocation. Subscription date ranges may not overlap in Verde for Active and Renewed records. If a vendor invoices for a subscription range that starts and ends on the same day (e.g., July 1 to July 1, rather than July 1 to June 30) the best practice recommendation is to enter the dates as a normal annual subscription (July 1 to June 30) and request that the vendor do the same. Entering the Aleph Order No. allows for lookup of Aleph order information, including the latest invoice and budget details, by clicking the Aleph icon. The Local Acquisitions tab is used to store cost-share percentages for cost-shared resources. No Local Fields have been defined for Acquisitions records.

11 Verde Overview Page 11 of 32 Active acquisition record bottom portion: Auto renewal Advanced notification period Price Good to know: The Advance notification period should represent the notice required by the vendor for renewal or cancellation decisions. Populating this field is useful for generating reports of upcoming renewals in advance of the decision date. Auto Renewal defaults to No and changing it is not recommended. Since there is no general note field, the Renewal/cancellation Decision note may be used for a general note field. Notes for ILS are not pushed to Aleph and may be used for general notes.

Verde Overview Page 12 of 32 License Records License list: Dot= Approved status License name Start and end dates Status Type Unique record ID Edit/open record Good to know: You can link one license

12 Verde Overview Page 12 of 32 License Records License list: Dot= Approved status License name Start and end dates Status Type Unique record ID Edit/open record Good to know: You can link one license record to multiple e-products by using the Link License button and entering the License ID of the record to link. See the document License Data Entry: Best Practice Recommendation for details on license fields and entering license data.

13 Verde Overview Page 13 of 32 Approved license record top portion: License method Start and end dates License status Licensee Licensor Good to know: When you renew a license, the License end date is extended out according to the amount of time in the Standard duration field. For example, renewing this license would result in an end date of 31-Dec-2017.

14 Verde Overview Page 14 of 32 Approved license record bottom portion: Attach a license Good to know: Attaching a license stores a copy of the file on the Verde server. The Public note does not currently display to the public.

15 Verde Overview Page 15 of 32 Access Records Access list: Dot=Active status Type Status New record Edit/open record Good to know: Type WWW is the only type in use at Harvard.

16 Verde Overview Page 16 of 32 Access Record: URL Harvard URN Implemented authorization method

17 Verde Overview Page 17 of 32 Admin Records Admin Record list: Unique record # E-product type Edit/open record Good to know: Every admin record has a green dot; the dot does not indicate anything about the record status. Each product is limited to one admin record.

18 Verde Overview Page 18 of 32 Admin Record top portion: Administrator module details Usage statistics availability details Good to know: The Local Admin tab includes administrator usernames and passwords and usage-specific usernames and passwords. The Incidents tab can be used to track problems with the product. Breaches can be used to track security problems. The Local Fields tab includes Publisher ID. (See also the Vendor subscription ID on the Acquisition record.)

19 Verde Overview Page 19 of 32 Admin Record bottom portion: Good to know: Hardware requirements public and Software requirements public are not currently displayed publicly.

20 Verde Overview Page 20 of 32 Trial Record Trial record list: Dot=On trial status Trial dates Trial status Trial decision Edit/open record Good to know: Trials can be run on any e-product type except constituents.

21 Verde Overview Page 21 of 32 Trial record: Start and End dates Status Decision date Purchase decision Good to know: The Participants and Local Fields tabs are not in use at Harvard. If License required is set to Yes, the system will prompt for a license record of type Trial before the trial Status can be updated to On trial. Decision date is required for Status On trial, but a decision does not have to be entered.

Verde Overview Page 22 of 32 Working with Libraries and Organizations From the KB Manager, you may switch from Managing e-products to Libraries or Organizations.

LTS maintains Verde Libraries and Organizations. Contact LTS at http://nrs.harvard.edu/urn-3:hul.ois:ermhelperm to request changes and additions to records.

22 Verde Overview Page 22 of 32 Working with Libraries and Organizations From the KB Manager, you may switch from Managing e-products to Libraries or Organizations. Library and organization information appears throughout the system; go to a library or organization s full record to view complete details and contact information. LTS maintains Verde Libraries and Organizations. Contact LTS at to request changes and additions to records. Libraries Library records are used in several places throughout Verde to show the relationships between a library and an e- product. For example, Acquisition records include cost-sharing libraries and percentages for cost-shared resources. Use the L icon to open the full library record. NB: Only Verde libraries appear in the Licensee pick list on the License record. Therefore, all licensees must be added as libraries even if they are not Harvard libraries. Such libraries are marked Exclude for Default library access. Boston Theological Institute is an example of a library added for this reason.

23 Verde Overview Page 23 of 32 Organizations Organization records are used throughout Verde to show the relationships between an e-product and the related vendor, consortium, or other type of organization. For example, License records include the Licensor for a product and Acquisition records include Vendor. In the Managing Organizations area, you can: go to an existing organization record go directly to organization contacts

Verde Overview Page 24 of 32 Appendix A: Multiple search results - examples Example 1: Science Progress A library has a print + online subscription to Science Progress, ISSN 0036-8504, and wants to

24 Verde Overview Page 24 of 32 Appendix A: Multiple search results - examples Example 1: Science Progress A library has a print + online subscription to Science Progress, ISSN , and wants to set up online access. Based on communication with the subscription agent, the publisher, or platform provider, the library knows that access is available through IngentaConnect. A Verde search brings up these results: IngentaConnect results Second page of search results: We already know that this subscription is available through IngentaConnect, so we can disregard all the results other than IngentaConnect. According to the instructions on p. 4 above, Wherever possible, use the publisher-specific package, so in this case, we will use the constituent title in the package Ingenta Connect Science Reviews Ltd.

Verde Overview Page 25 of 32 Example 2: Current digest of the post-soviet press from East View A library has a print + online subscription to this title, which provides coverage from 2001 to the

Since this title is from East View, we are interested in access via East View Russia Individual Titles, and in the standalone option.

25 Verde Overview Page 25 of 32 Example 2: Current digest of the post-soviet press from East View A library has a print + online subscription to this title, which provides coverage from 2001 to the present. The library has also purchased the electronic backfile, dating back to Since this title is from East View, we are interested in access via East View Russia Individual Titles, and in the standalone option. We can t tell from the results screen whether the standalone is a good option, so we look at the record more closely: On the Interoperability tab of the e-product record, we see that the URL goes to East View, so this is a good option. In this case we have two options: 1) choose the constituent record in East View Russia Individual Titles package, activate both the package and the constituent and update the local holdings to show access from 1949, or 2) choose the

26 Verde Overview Page 26 of 32 standalone record that already has the correct holdings statement. Either course of action should result in working access for library users (we will test access after the setup is completed). Example 3: EMBO Molecular Medicine A library has a subscription to EMBO Molecular Medicine, ISSN , through Wiley Interscience for v.1 (2009)- In this case, the second record is the best. We know that we want access through Wiley, not through SwetsWise. The first Wiley e-package should be chosen, since the Harvard libraries use the package Wiley Interscience and not Wiley Interscience 2009 Complete, as shown by the green dot that indicates the package is in use.

Verde Overview Page 27 of 32 6BAppendix B: Tips for finding commonly sought ERM information Has the library been billed for title X and how much? What titles are still left to pay?

This automated report is scheduled on a weekly or monthly basis based on unit preference and sent to one contact for each cost-sharing library.

27 Verde Overview Page 27 of 32 6BAppendix B: Tips for finding commonly sought ERM information Has the library been billed for title X and how much? What titles are still left to pay? This information is now in Aleph. OIS makes reports available that detail all of the encumbrances and payments for HUL cost-share items per library unit. This automated report is scheduled on a weekly or monthly basis based on unit preference and sent to one contact for each cost-sharing library. Canned reports are also available in the Verde section of the Library Reporting System. To check a particular title directly in Aleph, you may look up the title or use the Aleph Order No. that is stored in Verde to find the Aleph order record. Who is cost sharing title X and for what percentage? This information can be found in the Verde Acquisition record or via the Aleph order. The Verde Acquisition record includes the list of library units and the cost share percentages. The Aleph order shows specific budgets and encumbrance amounts.

Subscription dates are available at a glance in the Acquisition area.

28 Verde Overview Page 28 of 32 What is the status of title X? Do we have a subscription, and if so, who is the steward? This information is on the e-product attribute. What are the subscription dates for title X? Subscription dates are available at a glance in the Acquisition area. (Special allocation acquisition records will be distinguished from fixed, subscription acquisition records by the status Non-recurring and they will have the same start and end date the date of payment if known.)

Searching this way will include those products for which Harvard gets a discount by virtue of consortial affiliation even if we do not pay the consortium as the vendor on

29 Verde Overview Page 29 of 32 How can I see everything we get through consortium Y? Search the consortium name using the index Local Fields. Consortium has been added as a local field on the e-product record. Searching this way will include those products for which Harvard gets a discount by virtue of consortial affiliation even if we do not pay the consortium as the vendor on the Acquisition record. (and many more results not included here ) What is the URN for title X? URNs can be looked up through Harvard or through Verde. The URN for any e-resource or e-journal in E- Research can be found through the Bookmark field on the E-Resource/E-Journal Details screen.

30 Verde Overview Page 30 of 32 URNs for cost-shared e-resources named through Harvard ERM can be found in Verde, and new cost-shared e-resources will continue to have the URN added to Verde. Such URNs are in the Access record.

As part of Verde implementation Phase 2, OIS will look at options for using Verde trial data to create a trials web page.

31 Verde Overview Page 31 of 32 What is currently on trial? To view e-products on trial, search for the term on trial by the index Status. Because status is locally entered information, only the Find Local button will display after you choose the Status index. As part of Verde implementation Phase 2, OIS will look at options for using Verde trial data to create a trials web page. At this time, the Access record in Verde provides the trial URL and the Trial record includes other trial details. I m used to browsing the Harvard ERM. Can I browse a list in Verde? Verde doesn t offer browsing in the same way the Harvard ERM did. Because Verde includes information about the same full text content as SFX, there are many more titles in Verde than there were in ERM. You can browse organizations and libraries:

32 Verde Overview Page 32 of 32 If you d like to try browsing lists of e-products that meet certain criteria, here are a few tips. Use the Status index to bring up a list of everything in production, on trial, or withdrawn. Use the License Status index to bring up a list of products with Approved licenses. Use the Sponsoring Library index to bring up a list of products with a particular stewarding library. You can also combine these searches with a particular e-product type.

CORAL Resources Module User Guide

CORAL Resources Module User Guide About CORAL Resources A component of Hesburgh Libraries locally developed ERM, CORAL Resources aids in the management of the electronic resource workflow from the initial