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--- eds_admin_management [2020/11/18 17:01]
jmulvaney [UMass and Five College Catalog (cat06087a)]
+++ eds_admin_management [2022/06/06 15:20]
jmulvaney [Understanding Linking]
@@ Line 1: / Line 1: @@
 ===== EDS Admin Management =====
-Management of content in EDS means balancing the combination of EBSCO published (EBSCOHost) and non-EBSCO published metadata. EBSCO "manages" metadata and access issues in the same way that ExLibris maintains the back end, but we still have to activate targets to create access. Enabling metadata in EDS follows a three step process that must all be completed for something to be correctly searchable. Once something appears in your CORAL queue then you can start the process of enabling metadata.
+Management of content in EDS means balancing the combination of EBSCO published (EBSCOHost) and non-EBSCO published metadata. EBSCO partners with publishes for eResource metadata and we provide a file of our FOLIO records as well as several institutional repositories to create the search experience in EDS. Linking to content through CustomLinks is possible in EDS but has no benefit outside of EDS, meaning FTF handles a large portion of eResource linking. Enabling metadata and linking in EDS follows a three step process that must all be completed for something to be correctly searchable. Once something appears in your CORAL queue then you can start the process of enabling metadata.
 **Also See**
   * [[hlm_admin_maintenance|HLM Admin Maintenance]]
+  * [[ebscohost_maintenance|EBSCOhost Database Maintenance]]
 Per Steve, here’s how records get from Aleph to EDS:
@@ Line 15: / Line 16: @@
 ==== Understanding Linking ====
 Linking through EDS is rather complex, and has a variety of methods. This is due to our relationship with EBSCO as a publisher, a subscription agent, and as a discovery service. Basically there are four different types of links.
-   * UMass: Link to Resource (Aleph Holdings Record Links)
+   * UMass: Link to Resource (FOLIO Holdings Record Links)
-       * Metadata provided from MARC records in Aleph with 856's from the holdings record powering the linking. For eResources, these links appear for cover records and batch loads. The Link brings you directly to content at the publisher site. This form of linking is managed via 2 CustomLinks created for our Admin, one is for the brief record and the other is for advanced. We provide a stanza of link language to determine which 856's get pushed to patrons (so for instance a MHC Springer eBook link does not appear but a 5C Free eResource link will.) These stanzas are stored in the FCDC Drive.
+       * Metadata provided from MARC SRS records in FOLIO with URLs from the holdings record powering the linking. For eResources, these links appear for cover records, eBooks, and batch loads. The Link brings you directly to content at the publisher site. This form of linking is managed via customization of the catalog and a customlink for the advanced record. We provide a stanza of link language to determine which URLss get pushed to patrons (so for instance a MHC Springer eBook link does not appear but a 5C Free eResource link will.) These stanzas are stored in the FCDC Drive.
    * HTML Full Text/PDF Full Text Links (Smart Links)
-       * These appear when EBSCO has the content relating to whatever record you are viewing in one of the databases they publish and you subscribe to. It is one of the most common links users see in EDS. These links appear regardless of metadata source.
+       * These appear when EBSCO has the content relating to whatever record you are viewing in one of the EBSCOHost databases they publish and you subscribe to. It is one of the most common links users see in EDS. These links appear regardless of metadata source.
    * Linked Full Text (Smart Linking+)
        * These appear when EDS wants to link us to something we buy from EBSCO, but that they do not publish. This is for things like eJournals, packages, etc. These links are powered by a system that lives in between EBSCONet and EDS, and **NOT** HLM. It is not tied to order integration in HLM.
          * SL+ was disabled during the Spring Semester 2020 as part of the FTF migration. Terry Walsh turned it back on in June 2020.
-   * CustomLinks (Including: UMlinks, ILL Request, Catalog Links, Connect to Resource, Configured Publisher Icon)
+   * CustomLinks (Including: Full Text Finder, ILL Request, Catalog Links, Connect to Resource, Configured Publisher Icon)
-       * These are managed by UMass to facilitate full text linking to content we subscribe to outside of EBSCO (although this is not a hard rule.) If there is not a Smart Link, SmartLink+, or CustomLink, then the SFX or ILL button will appear on a record.
+       * These are managed by UMass to facilitate full text linking to content we subscribe to outside of EBSCO (although this is not a hard rule.) If there is not a Smart Link, SmartLink+, or CustomLink, then the FTF or the ILL button will appear on a record.
 ==== EDS Statistics ====
@@ Line 42: / Line 43: @@
        * We have opted not to use the top ribbon Ask-a-Librarian link.
            * We have the "Ask Us" box as a clickable image at the top right.
-       * The only customized button we have in the ribbon is for the SFX eJournal Search. There are several defaults that could be turned on.
+       * The only customized button we have in the ribbon is for the A-Z eJournal Search (Publication Finder). There are several defaults that could be turned on.
        * Our label is "Discovery Search: Find books, articles, DVDs & more."
    * Basic Search
@@ Line 49: / Line 50: @@
        * Leave this checked as enhanced so that we can control more.
    * Top Branding
-       * Library Logo URL: The URL for the actual image. These need to be updated when the University changes its branding. Speak to Development & Communication for high quality image files.
+       * Library Logo URL: The URL for the actual image. These need to be updated when the University changes its branding. Submit a ticket through WebHelp for Josh to get updated URLs hosted on the library website server.
        * Library Logo Hyperlink: The library homepage
        * Top Right Branding: This can either be a text link, or a hyperlinked image. We use the green "Ask Us" box in lieu of an Ask-a-Librarian button in the top ribbon.
@@ Line 80: / Line 81: @@
 Local collections of content can be created to populate the LCL Collections select box in a CustomLink editing view. Some CustomLinks require creation of LCL collections to facilitate linking (Lit .Crit. Online, JSTOR Books) and some LCL collections are created for when we have a very small subset of whatever LCL collection is being offered in EDS.
-//Consider sending files to Bob to ensure that the collections will be created successfully.//
+//Consider sending files to Support to ensure that the collections will be created successfully.//
   * To create a local collection, you must first have some sort of datafile from a publisher platform.
@@ Line 118: / Line 119: @@
           * Test the URL to make sure it is what you expect.
           * Test in Opera with the Silk Prefix. If it does not work it means the resource is not correctly configured in EZPRoxy.
+==== EBSCO Outage Procedures ====
+Please see this [[https://docs.google.com/document/d/1H59fZ2ukJnZa32YsgQupNndeyTEUhdmDSK7NRkwTW2c/edit?usp=sharing | Google Doc]] for instructions on how to handle outages in the EBSCO environment.
 ===== Enabling a New Resource =====
 ==== Enabling Metadata ====
-Like SFX, enabling metadata is a three step process.
+Enabling metadata is a three step process.
    * First, navigate to EBSCO Connect. As long as the resource is partnered, they should be on the Database list. Check for what sort of metadata is provided on [[https://connect.ebsco.com/s/article/EBSCO-Discovery-Service-Partner-Database-Information | EBSCO Connect.]]
        * Use the link to download the actual spreadsheet that used to exist on the EDS Wiki.
@@ Line 135: / Line 140: @@
            * **ALWAYS LEAVE THE NEW CONTENT AUTO. ENABLED SET TO "NO"**
        * Each database has an ID.
-           * cat* prefix means UMass/FCC print holdings (Aleph Data)
+           * cat* prefix means UMass/FCC print holdings (Catalog Data)
            * ir* prefix is one of the 5C institutional repositories
            * eds* prefix means the database collection was created by EBSCO.
@@ Line 147: / Line 152: @@
        * Scroll down and click submit at the bottom of the page.
            * If it is already enabled go ahead and move on and set up the CustomLink
-   * Put the name of the Database from the DB Tab in the "EDS DB Name" note in the Access Tab of CORAL. Mark the "Data Integration" section EDS=DB to Yes.
+   * Record the name of the Database from the DB Tab in the "Discovery Details" note in FOLIO. Mark the "Data Integration" section EDS=DB to Yes.
 ==== CustomLink Creation ====
@@ Line 155: / Line 160: @@
    * Click "Add new CustomLinks"
        * This list includes CLs added "for us" by EBSCO during the implementation as well ones added during several years of renewals.
-           * Deactivated databases should always be removed from the CL list
+           * CLs cannot actually be deleted if a resource is cancelled or removed from EDS.
            * Anything with the UMAAH tag was created for us by EBSCO. If there are dupes, the content needs to be matched and then ask Kat about deleting the one without a UMAAH.
    * To add a new CustomLink, find it on the list, check the box at the left, and click submit.
@@ Line 166: / Line 171: @@
 ^ Basic Setting Field ^ UMA Global Setting ^ Notes ^
-| Link Name | **Please use existing convention** | EBSCO confirmed this doesn't affect settings. |
+| Link Name | **Please use existing convention** | EBSCO confirmed this doesn't affect settings. [UMAAH] EDS - PUBLISHER|
 | Managed By | **N/A** | EBSCO doesn't manage activation, they just make global updates. |
 | Customize Link | **Leave This** | as EBSCO Managed or else we will not receive the global updates. |
@@ Line 197: / Line 202: @@
    * Once you have made the changes you need, be sure to click submit at the bottom of the page.
-   * Put the name of the LCL Collection from the Editing Window in the "EDS Metadata & Linking" note on the FOLIO Agreement Line for the resource. Mark the "Data Integration" section EDS=CL to Yes.
+   * Put the name of the LCL Collection from the Editing Window in the "Discovery Details" note in FOLIO. Mark the "Data Integration" section EDS=CL to Yes.
 ==== CustomLink Rankings ====
 The final step is assigning a ranking to whatever metadata you just enabled.
    * Navigate back to the Linking Tab
-       * Once you've create a new CutomLink it will appear automatically at the bottom of the list. Assign it a ranking based on the list below.
+       * Once you've create a new CustomLink it will appear automatically at the bottom of the list. Assign it a ranking based on the list below.
-   * The ranking of CustomLinks is loosely based on SFX sort_services.config ranking.
+   * The ranking of CustomLinks is loosely based on older SFX sort_services.config ranking.
-       * 0  = Aleph Data, EBSCO Services
+       * 0  = Catalog Data, EBSCO Services
        * 10 = Paid publisher subscriptions
        * 20 = Publisher hosts (Ingenta, Highwire, etc.)
@@ Line 216: / Line 221: @@
        * 90 = Indexes (Web of Science/MathSciNet)
    * Once you've assigned or changed a ranking, scroll down to the bottom of the page a click submit.
-   * Put the name of the CustomLink from the Ranking Screen in the "EDS CL Name" note in the Access Tab of CORAL. Also mark what the ranking is.
+   * Put the name of the CustomLink from the Ranking Screen in the "Discovery Details" note in FOLIO. Also mark what the ranking is.
        * Linking in EDS tries to match a partner database with the CustomLink for the same partner, but if something is ranked higher than that partner full text may be found elsewhere and prioritized. For example, a record could come from aggregator metadata like Gale's, but since individual publishers are ranked higher an Accessible Archives CL could provide the actual full text.
-           * Only one CustomLink will ever show.
+           * Only one CustomLink will ever show on an EDS Metadata Record.
 ==== Deleting CustomLinks ====
 To delete a CustomLink, you need to remove the CL from the ranking and then go and make edits in the Modify Screen. Remove the (umaah) from the Link Name, toggle the radio button to "Make this link your own (self-managed)." This will cause the screen to reload. Hit submit. Back in the Modify Screen use the "X" button on the far right of the screen and verify with the popup. The CL entry will be removed from the screen.
-  * This no longer appears to work as of June 2020. Please use the "Removed" naming convention to keep the unused CLs at the bottom of the list.
+  * **This no longer appears to work as of June 2020**. Please use the "z [REMOVED]" naming convention to keep the unused CLs at the bottom of the list.
 ===== Renewal Procedures =====
@@ Line 228: / Line 233: @@
 ==== Checking Metadata ====
-   * Check the Access Tab in CORAL to see if the resource is activated in EDS
+   * Check the Discovery Details note in FOLIO to see if the resource is activated in EDS
        * If it is, go to the Admin and make sure the metadata is still enabled.
-           * Put the name of the Database from the DB Tab in the "EDS DB Name" note in the Access Tab of CORAL. Mark the "Data Integration" section EDS=DB to Yes.
+           * If the database name has changed please update the note. Make sure the "Data Integration" section EDS=DB is set to Yes.
        * If it is not, go to the Wiki and check to see if the publisher has partnered with EBSCO to share metadata. If they have, use the process outlined above.
-           * If they are not a partner, make sure the Data Integration note is correct, and leave an EDS General Note saying they aren't partners.
+           * If they are not a partner, make sure the Data Integration note is correct, and use the Discovery Details note Note "UM EDS Metadata & Linking Non-Partner" saying they aren't partners.
                * Skip the rest of these steps and mark the Workflow step complete.
 ==== Checking CustomLinks ====
    * If the resource is activated in EDS, check the CustomLink settings to make sure they reflect the notes above.
-       * Make sure that all the correct LCL Collections are selected if it is a resource like HeinOnline, where new collections may have been added to our subscription. Use the instructions above.
+       * Make sure the correct LCL Collections are still selected. If there are new collections please select an appropriate LCL Collection.
-   * Put the name of the LCL Collection from the Editing Window in the "EDS LCL Collection" note in the Access Tab of CORAL. Mark the "Data Integration" section EDS=CL to Yes.
+           * If anything has changed or new collections are added, update the Discovery Details note in FOLIO. Make sure the "Data Integration" section EDS=CL to Yes.
 ==== Checking Rankings ====
    * If the CustomLink is configured correctly, check the ranking to make sure that it reflects the list above.
-   * Put the name of the CustomLink from the Ranking Screen in the "EDS CL Name" note in the Access Tab of CORAL. Also mark what the ranking is.
+       * Put the name of the CustomLink from the Ranking Screen in the "Discovery Details" note in FOLIO. Also mark what the ranking is.
-===== General EDS Procedures =====
+==== Checking Linking in EDS ====
-There are not many formal procedures for EDS, but some will need to be created post-FOLIO
-==== Quality of Metadata & Linking ====
-TBD
-==== Open Access Metadata & Linking ====
 TBD
@@ Line 257: / Line 256: @@
 ==== CustomLink Checking ====
-  * Once a year, all ranked CustomLinks should be checked to make sure that they conform to the UMAAH naming system, link language and hover text should be reviewed to ensure it matches (except where there is an icon), lcl collections should be verified, and the proxy settings should be checked to make sure it is correctly toggled.
+  * Once a year, all ranked CustomLinks should be checked to make sure that they conform to the UMAAH naming system, link language and hover text should be reviewed to ensure it matches (except where there is an icon), LCL collections should be verified, and the proxy settings should be checked to make sure it is correctly toggled.
 ==== Test Profile Review ====
@@ Line 269: / Line 268: @@
 We maintain custom location lookup tables for the catalog and for our Institutional Repositories in EDS.
 ==== UMass and Five College Catalog (cat06087a)	====
-**This catalog is for ALEPH data. There will be changes once we migrate to FOLIO.
+**This catalog is for ALEPH data. There will be changes once we migrate to FOLIO.**
-**
 === Location Lookup Tables ===
-The location lookup table for the physical spaces of the Five Colleges need to be updated periodically based on changes to Aleph collection codes and SubLibraries.
+The location lookup table for the physical spaces and electronic collections of the Five Colleges and need to be updated periodically based on changes to Catalog locations.
   * This is something coordinated through Five College Discovery Committee. When new collections or locations are created or deleted, let DRMS know and we can work to update them with EBSCO.
+**A FORMALIZED PROCEDURE needs to be created for changes to this data in FOLIO.**
 ==== UMass SCUA Digital Collections (ir01012a) ====
 **This isn't working with newer versions of excel**
+**Workaround**
+  * Go to the URL Aaron created to access the OAI endpoint. (It is stored in JGMs calendar invite.)
+    * Scroll to the bottom of the XML Tree
+    * Compare the final collection to the most recent file sent to EBSCO (As of 20211201 it is Silvio O. Conte)
+      * Check DRMS Drive or EBSCO Connect
+    * If they match, no new collections have been added
+      * If they don't, use the formatting mentioned above and create a new lookup table with additional collections appended to the older version. Send to EBSCO as outlined above.
 === Location Lookup Tables ===
 Twice a year, the SCUA location lookup table (for limiting by collection in the advanced search window) needs to be updated to catch new collections and resources added to Credo.
@@ Line 304: / Line 314: @@
   * Email the document to Support to submit it.
       * "Hello, Could the attached file be used to update the location lookup table for UMAAH ir01012a (UMass SCUA Digital Collections)? Thanks! Jack"
-**Workaround**
-  * Go to the URL Aaron created to access the OAI endpoint. (It is stored in JGMs calendar invite.)
-    * Scroll to the bottom of the XML Tree
-    * Compare the final collection to the most recent file sent to EBSCO (As of 20200612 it is Silvio O. Conte)
-      * Check DRMS Drive or EBSCO Connect
-    * If they match, no new collections have been added
-      * If they don't, use the formatting mentioned above and create a new lookup table with additional collections appended to the older version. Send to EBSCO as outlined above.
 ==== UMass ScholarWorks (ir00062a) Location Lookup Tables ====
-TBD pending fix by EBSCO in 2020.
+**TBD pending fix by EBSCO in 2020.**
+=== Location Lookup Tables ===
+Currently we have all locations mapping to a single collection.
 ===== LCL Collection Updates =====
 These are to update specific LCL collections created for linking to full text in EDS. It is easiest to send title lists to Bob. Title and Identifier are the required fields.