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HLM Admin Management
HLM, or Holdings Management, is the EBSCO system that powers the exact match eJournal placard in EBSCO. It also enables SmartLinking Plus for all of our subscriptions that we pay to EBSCO. (ie. content where EBSCO is our subscription agent.) Maintaining HLM means enabling subscribed, full-text eJournal content. Approximately 87% of our eJournal subscriptions (individual and package) are paid to EBSCO, who manages enabling the content through the Order Integration between EBSCONet and EBSCOAdmin. We have to manually enable the remaining 13%, some of which is not available at all in HLM. Once something appears in HLM then you can go about the relatively simple process of enabling the package or title.
SFX and HLM are not a 1:1 match. The last time a full upload was done was in Summer 2017, and EBSCO had a hard time taking the data from ExLibris and porting it into their own system. A cleanup project is in order once EDS is cleaned up and FOLIO is further along.
HLM Overview Page
The overview page for HLM in the EBSCOAdmin shows how many titles and packages we have enabled, as well as linking out to be able to create custom resources and packages, and to manage some of our universal settings.
We need to reach out to EBSCO to understand how the ranking in HLM works.
We also need to discuss Notes. Currently, we don't really use them since we believe there is a limit to the number of notes we can create.
General HLM Notes
Allow EBSCO to Add new Titles
Custom Date Coverage
Custom date coverage overwrites the global date coverage in HLM
The Custom coverage at the package level overwrites custom coverage at the title level.
Custom coverage at the title level can be used to signify PA for individual subscriptions.
When disabling a package in HLM, be sure to toggle “Hide all Titles in this Package” first, since Order Integration can sometimes enable titles even if the package is disabled.
Custom Content in HLM
TBD
Elsevier AutoLoad data from SGX needs to be refreshed once a month (just like the autoload) for our holdings to be reflected accurately in HLM. This is done by an FTP into the Admin
Enabling a New Resource
When a brand new resource appears in your queue it can be enabled in HLM. If the vendor is EBSCO, all you need to do is take a cursory glance by searching for the title and seeing if the Order Integration has already enabled it. If it has, make a note in CORAL and mark the workflow step as completed. If it is not, leave the step alone and wait. If the vendor is not EBSCO, then you need to enable the resource yourself.
Non-EBSCO Paid Content
We only enable full text journal content in HLM to power the exact match eJournal placard as well as SmartLinking Plus, so if the resource is anything other than eJournals you need to verify whether or not there is journal content contained within.
Start by searching for the Title/Package Title
When you find the correct resource you can choose the drop down menu at the right of the screen and choose “Select__”
If you are not sure which resource is correct, click the hyperlinked title to see the titles contained in the package or more details about the package a title is contained in.
Once you have enabled the content, click on the hyperlinked name and make sure that the proxy is set to Silk (unless the resource is Free/OA) and ensure the “Allow EBSCO To Add New Titles” is toggled correctly.
Once everything is done, copy the package title (and potentially the individual title) and put it in the HLM note in the Access Tab of CORAL. Make changes to the Data Integration note, and check off the workflow step.
When Not to Enable
If a resource is clearly not full text or eJournal Content
If the resource is an eBook or eBook package
If the resource is an A&I database
If the resource is content type: Online Reference
Renewals in HLM
Renewals in HLM are easier than anywhere else. As long as the resource is still enabled and the number of titles is roughly the same as the title list/SFX target then things are just fine.
EBSCO paid content should never be changed.
Non-EBSCO paid content shouldn't really change, just check title lists and check into things if the number of titles in HLM is drastically different.
Ceased or Cancelled Resources
When a ceased or cancelled workflow step arrives in your Queue, the resource in HLM needs to be disabled. Be sure to toggle “Hide all Titles in this Package” first, since Order Integration can sometimes enable titles even if the package is disabled.
— Primary contact: Jack Mulvaney