<div dir="ltr">*Cross-posted*<div><br></div><div>Hi, all- I finally had the chance to summarize the responses to my listserv query from November 28, 2016 on this topic, sorry for the delay.  Here's my summary, with many thanks to those who responded, as well as some requests that I have for publishers and KB vendors.</div><div><br></div><div><span id="gmail-docs-internal-guid-c63a506e-385d-8f5a-6661-629b8a70ff47"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;font-weight:700;vertical-align:baseline;white-space:pre-wrap">Problem Space:</span></p><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Need to compare e-journal entitlements lists against what is activated and/or able to be activated in your knowledge base (KB).  I'm defining "entitlements lists" as lists of the e-journal titles and the subscribed/purchased coverage to which we are entitled.  These lists can be e-mailed by publisher representatives or downloaded from publisher websites. </span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">For the most part, publishers do not format entitlements lists in Knowledge Bases And Related Tools (KBART) format, see </span><a href="http://www.uksg.org/kbart" style="text-decoration:none"><span style="font-size:10pt;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">http://www.uksg.org/kbart</span></a><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap"> .</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Selected additional problems with entitlements lists:</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Entitlements lists that do not show all title changes with separate titles, ISSNs, and coverage for all the titles in the history</span></p></li><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Entitlements lists that show separate lines for each subscribed year of the title, which makes it hard to pull together the true start date and end date into one KB entry.</span></p></li></ul><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">We have tried using Excel's VLOOKUP functionality to match titles by unique identifier, but it seems as though there are lots of problems ​in the vendor supplied data ​that make it hard to compare coverage (and even titles, sometimes). </span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">My requests:</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap"> “If you have a process that you think works pretty well for matching up entitlements with what's available in the KB, would you mind contacting me?  I would love to learn about your process(es) and the tools you use. We are especially interested in automating the process with Excel or Google Sheet templates, if anyone has been doing that.​ Or are there any workshops or presentations that anyone knows of on this topic?”</span></p></li><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">“Has anyone had any success in getting better entitlements data from publishers?”</span></p></li></ul></ul><br><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;font-weight:700;vertical-align:baseline;white-space:pre-wrap">Summary of Responses:</span></p><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Multiple people indicated that they are attempting to check title lists “by hand,” and that this is a time-consuming process.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Per Adam Rusbridge (</span><span style="font-size:9.5pt;vertical-align:baseline;white-space:pre-wrap"><a href="mailto:a.rusbridge@ed.ac.uk">a.rusbridge@ed.ac.uk</a></span><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">), the SafeNet project (</span><a href="http://safenet.blogs.edina.ac.uk/" style="text-decoration:none"><span style="font-size:10pt;background-color:transparent;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">http://safenet.blogs.edina.ac.uk/</span></a><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">) is working on building an “entitlements registry” for UK higher educational institutions, and thus has an interest in how publishers record entitlements. The people involved in SafeNet are working with folks at KBART. RKG note: I’m sure more information will be forthcoming from this project.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Matching techniques for matching entitlements files against KB files (these are at a bird’s eye view, not very detailed):</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Process courtesy of Diane Westerfield (</span><a href="mailto:Diane.Westerfield@coloradocollege.edu" style="text-decoration:none"><span style="font-size:9.5pt;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">Diane.Westerfield@coloradocollege.edu</span></a><span style="font-size:9.5pt;color:rgb(17,85,204);vertical-align:baseline;white-space:pre-wrap">)</span><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">:</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Complexity of process varies by the data quality of each source file.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Split KB files into 3 pieces: (1) titles with ISSN as match point, (2) titles with eISSN as match point, (3) titles with no identifier, which will need to be compared separately.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Using Access, match titles with ISSN against each other to determine which should be activated. </span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Using Access, match titles with eISSN against each other to determine which should be activated.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">For titles with no ISSN, perform clean-up on titles using Excel and/or Python string-slicing scripts to eliminate initial articles, convert ampersands to “and,” replace double spaces, delete incorrect diacritics.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Using Access, match on title, exporting the titles to be activated. (Alternatively, Diane has also learned how to match titles using Python.)</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Recombine all titles to be activated, activate in KB.</span></p></li></ul><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Process courtesy of Christine Blackman (</span><a href="mailto:cblackma@williams.edu" style="text-decoration:none"><span style="font-size:10pt;background-color:transparent;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">cblackma@williams.edu</span></a><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">):</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Using a unique identifier for titles (e.g., publisher title IDs from unique URLs), use </span><span style="font-size:10pt;color:rgb(34,34,34);background-color:transparent;vertical-align:baseline;white-space:pre-wrap">nested OR/EXACT array</span><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap"> formula, e.g., '{=OR(EXACT(M2,DataInAlma!H$2:H$725))}') to determine exact matches (value returned by the formula = “TRUE”) that should be activated in the KB.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Sort the sheet for only the exact matches, and activate these.</span></p></li></ul><li dir="ltr" style="list-style-type:circle;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Process courtesy of Chenwei Zhao (</span><a href="mailto:chenwei.zhao@gmail.com" style="text-decoration:none"><span style="font-size:9.5pt;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">chenwei.zhao@gmail.com</span></a><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">) - this is for comparing coverage dates to determine whether titles are earlier titles in a title history and whether or not they should be activated in the KB. It is also used to determine which start and end coverage dates should be used as the start date and end dates in the KB file.</span></p></li><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">In comparing date ranges between entitlements files and KB files, use the LEFT and RIGHT functions to reformat dates to make them comparable.</span></p></li><li dir="ltr" style="list-style-type:square;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Use IF function to compare dates and determine whether titles should be activated or not.</span></p></li></ul></ul></ul><br><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;font-weight:700;vertical-align:baseline;white-space:pre-wrap">Requests for holdings information from publishers and KBs</span><span style="font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline;white-space:pre-wrap">:</span></p><ul style="margin-top:0pt;margin-bottom:0pt"><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Entitlements files to be sent to KBs should reflect all titles and coverage years for which libraries have access (not just perpetual access).</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Please format entitlements files in KBART format, and likewise, please allow KBs to accept KBART formatted files.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;color:rgb(0,0,0);background-color:transparent;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;background-color:transparent;vertical-align:baseline;white-space:pre-wrap">Publishers: please reflect all title changes in the entitlements files </span><span style="font-size:10pt;color:rgb(34,34,34);vertical-align:baseline;white-space:pre-wrap">with separate titles, ISSNs, coverage dates, and coverage enumeration for all the individual titles in the title history.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Publishers: please consolidate all consecutive entitled years into one entry per title, rather than reporting a separate entry for each individual year of entitled content.</span></p></li><li dir="ltr" style="list-style-type:disc;font-size:10pt;font-family:arial;vertical-align:baseline"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt"><span style="font-size:10pt;vertical-align:baseline;white-space:pre-wrap">Ideally, publishers should be able to send the entitlements files over to the KB in an automated fashion, so that libraries do not need to reconcile the lists. I understand that some vendors are already doing this, and hopefully more vendors will join this effort.</span></p></li></ul><div><font face="arial"><span style="font-size:13.3333px;white-space:pre-wrap"><br></span></font></div><div><font face="arial"><span style="font-size:13.3333px;white-space:pre-wrap">Many thanks for considering,</span></font></div><div><font face="arial"><span style="font-size:13.3333px;white-space:pre-wrap">Rebecca</span></font></div></span></div><div><br></div><div><div class="gmail_extra"><div><div class="gmail_signature"><div dir="ltr"><div>Rebecca Kemp Goldfinger</div><div>Continuing Resources Librarian</div><div>University of Maryland, College Park</div><div>Acquisitions Department, Room 2200</div><div>McKeldin Library, 7649 Library Lane</div><div>College Park, MD 20742</div><div>301-405-9309  (phone)</div><div>301-314-1200 (fax)</div></div></div></div>
<br><div class="gmail_quote"><br></div></div></div></div>