[Eril-l] link checking best practices

[Athena Hoeppner]

Here are our e-journal check-in procedures, starting from an EBSCO invoice.  It is more involved than just checking links - it aligns our catalog, Online Journal knowledbase, and orders.
We don't do this yearly - maybe every three years... in fact, these instructions are from about three years ago.


1.      Copy ISSN

o   Paste into EBSCOnet, Aleph OPAC, and Online Journals search.

2.      Check access for selected package/publisher in Online Journals.

o   If not listed in Online Journals, turn on in SFX admin.

o   Make sure threshold is correct. If no threshold, add one in SFX admin.

o   if access is good, mark Y in SFX column in spreadsheet. If access is not good mark N, or "no access" if there is no access.

o   Give completed spreadsheet to the eResources Librarian

3.      Get BIB number from Aleph OPAC

o   Find UCF record. If there is no UCF record, inform cataloging.

o   If there is a UCF record

§  Compare ISSN on spreadsheet to ISSN in OPAC

§  Check that there is a working 856,

§  Mark Y in the catalog column on the spreadsheet and paste BIB number into BIB column.

§  Add notes if ISSN or 856 need changes

o   If it is no UCF record

§  Mark N in the catalog column on the spreadsheet and type SUL in BIB column, followed by the BIB number.

o   Give completed spreadsheet to cataloging

4.      Get order number from Aleph Acquisitions

o   Paste BIB number into Aleph

o   Click on the Order tab

o   Compare order number to the ILS number on the spreadsheet. They should be the same. If there is no number on the spreadsheet, copy and paste the number from Aleph.

o   Compare the fund code in Aleph to the fund code on the spreadsheet. If there is no fund code on the spreadsheet, copy and paste the fund code from Aleph.

o   If there is no order on that record, check the other records for that title.

o   If the order is on a print or other school's record, it needs to be moved to our online record. See instructions for moving order records.

o   If you can't find an order at all, check the EBSCOnet record.

§  If there is no ILS, there is nothing left to do.

§  If there is an ILS, copy and paste it into the spreadsheet and continue checking order as above.

5.      Compare spreadsheet to EBSCOnet

o   The spreadsheet should now have the same information as Aleph.

o   Compare ILS and fund code to that in EBSCOnet record.

o   ILS AND FUND CODE MUST MATCH

o   If everything matches, that title is done.

o   If they don't match, change the information in EBSCOnet to match Aleph.

6.      Notes

o   If you make any changes or updates, make a note of that in the note field on the spreadsheet.

Athena

Athena Hoeppner
Discovery Services Librarian
University of Central Florida
Orlando, FL 32817
athena at ucf.edu<mailto:athena at ucf.edu>


From: Eril-l [mailto:eril-l-bounces at lists.eril-l.org] On Behalf Of Theresa Borchert
Sent: Friday, June 15, 2018 10:13 AM
To: Beth M. Johns <bmjohns at SVSU.edu>; ERIL-L <eril-l at lists.eril-l.org>
Subject: Re: [Eril-l] link checking best practices

I would be interested in how others are doing journal link checking using WMS.

We currently do journal link checking for individual subscribed content to the article level. Our serials coordinator and/or student worker spot check our eholdings from the first date we should have access to the present (or the latest date we should have access). They work on this using a computer that emulates off-campus access.

We generally do this once a year about April (after our big vendor order has been completed and subscriptions have started for the new year's content cycle).

Notes:
·        Sometimes with WMS the publisher link is not the first link in WorldCat Discovery.
·        Students need to know the difference between direct publisher access and leased platform access.
·        Clicking down to the article level will create a usage statistics.
·        Using the computer that emulates off-campus (proxy) access does not guarantee that this will work from off-campus. So, checking the URL at the article level for the 'proxy chuck' is important. If it is missing we need to check this again from off-campus.
·        We currently generate a list of owned content titles from publishers with date ranges and publisher platforms from our ERM which is separate from WMS. I would like to be able to do this using WMS.
WMS wish list.
·        Ability to generate a list from WMS of owned journal content to a spreadsheet. This would allow people doing the checking to pass on the the next student titles already checked and ultimately to the person who can fix the problems. Currently you would have to go to each collection with owned content and download a KBART file. You would still have to know which collections you have turned on and which collections include the titles you need to check.
·        Ability to download the list of owned collection from Collection Manager. For example: When I do a * search for owned Collections in Collection Manager I would like to download content listed from the results. Each year I create a new sheet in  spreadsheet with this information so I can check changes in content over time, correct duplicate collections, cross-check yearly content changes and compare statistics. It's interesting to see how much leased aggregate content changes each year. How we have increased in Open Access content, etc... And has allowed me to check if multiple collections are turned on for the same publisher.
Theresa Borchert, Electronic Resources Librarian
Concordia College
Moorhead, MN


________________________________
From: Eril-l [eril-l-bounces at lists.eril-l.org] on behalf of Beth M. Johns [bmjohns at SVSU.edu]
Sent: Friday, June 15, 2018 7:24 AM
To: ERIL-L
Subject: [Eril-l] link checking best practices

Hello,



I am developing procedures for link checking e-journals, both individually subscribed titles and links within aggregators. We would like to have our student workers do this for us on a regular basis.



If you do link checking of your e-journals, how often do the student workers / staff do this?



Do any of you have guidelines / best practices that you can share?



Thank you.



Beth





Beth M. Johns, MLIS

E-Resources Librarian

Saginaw Valley State University

Melvin J. Zahnow Library
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