Background
Troubleshooting Shared e-Resources
Policy Statement
Best practice recommendations
Procedures in Alma
- Portfolio date coverage issue in CKB:
- What is the coverage date of the item in the subscribed title list?
- If there is no date range listed in the title list, what is listed in the coded memo or vendor contract?
- Does the date coverage in SFX match what is listed in the central contract and what is available from the vendor’s site?
- Yes: do nothing
- No:
- Portfolio date coverage does not match full text coverage from subscribed list or vendor’s site
- If portfolio is incorrect in CKB, central office changes coverage and reports to Ex Libris
- If portfolio is correct but vendor coverage does not match subscribed title list or contract, central office contacts vendor to open up access to full text
- Use subscribed title list or contract to show central full text access when contacting vendor
- Portfolio date coverage is correct for central full text access but library has purchased more full text
- Library updates locally active portfolio for local subscription using only their local full text coverage dates
- Library contacts vendor to open full text access for the locally subscribed full text to report access issue
- OR Central Office contacts vendor about local full text access, reports access issue
- Portfolio date coverage does not match full text coverage from subscribed list or vendor’s site
- What is the coverage date of the item in the subscribed title list?
- Portfolio access: no full text access to a subscribed portfolio in CKB:
- Central Office contacts vendor to open up access to centrally subscribed portfolio
- If library subscribes to a title not included in the centrally subscribed title list, activate the title in the local instance and contact vendor to open up full text access
- Central Office can contact vendor to open up access to the title, if the Central Office has a relationship with that vendor (vendors are picky about who contacts them)
- Portfolio access: subscribed portfolio missing or not active in shared CKB
- Central Office checks subscribed title list-if title is present in list
- If the portfolio is in CKB e-resource but not active, activate the title
- If the portfolio is missing from CKB e-resource, add missing portfolio and report to Ex Libris
- Central Office checks subscribed title list – if title is not present:
- Confirm with vendor CSU’s full text access - Sometimes not all of the available full text titles are listed in a title list
- If CSU has access, activate the portfolio
- If CSU does not have access, ask library if they have a local subscription to the title, if so, activate portfolio in local e-resource
- Confirm with vendor CSU’s full text access - Sometimes not all of the available full text titles are listed in a title list
- Central Office checks subscribed title list-if title is present in list
- e-Resource access: unable to access the centrally licensed resource
- Check to see if issue is system-wide or if only reporting library has issue
- System-wide: contact vendor and copy SDLC, ask to open up access for CSU libraries
- Access inactive due to contract negotiation completion delay, vendor makes a mistake and shuts down access, site is down or having issues
- Notify all libraries of known access issues
- Access inactive due to contract negotiation completion delay, vendor makes a mistake and shuts down access, site is down or having issues
- Local library issue: contact vendor, confirm IP range, correct username and password, does database need to be added to account, and see if a mistake was made during renewal-library left off renewal list
- System-wide: contact vendor and copy SDLC, ask to open up access for CSU libraries
- Check to see if issue is system-wide or if only reporting library has issue
- OpenURL linking issues:
- Determine where the issue lies, originating record, CKB or resolved vendor record
- Originating record issue (contact vendor-report issue)
- Wrong metadata sent in OpenURL
- Duplicate records-one has correct metadata, one has incorrect metadata-indexing issue
- Missing metadata
- CKB issue (fix issue in CKB and/or report to Ex Libris)
- Incorrect coverage date
- Parse param (url or other linking metadata)
- Linking parameters missing or need updating
- Missing/inactive portfolio
- Portfolio needs to be deactivated
- OpenURL is not being generated correctly-parser or parse param issue)
- Proxy box is not checked
- Resolved full text record (contact vendor to report access issues)
- Article missing
- Article is not indexed
- Missing/incorrect metadata
- DOI needs to be registered or is registered with a different vendor or CrossRef is down
- Copyright restriction on that particular article
- Vendor site having issues or is down
- Vendor needs to open up access to full text
- Originating record issue (contact vendor-report issue)
- Determine where the issue lies, originating record, CKB or resolved vendor record
Originating vendor and resulting vendor do not index the same article the same way due to indexing policies
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Action log
Section | Point Person | Expected Completion Date | Last action taken | Next action required |
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Articulate the need for the policy (background) |
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Create a Policy Statement |
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Identify and create best practice recommendations |
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Where applicable, identify and write up procedures in Alma |
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Tasks to be completed
- Type your task here, using "@" to assign to a user and "//" to select a due date