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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.
Also See
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. From this page you can get to the following
Titles and Packages
Creating Custom Resources and Packages
Managing Links
This portal is similar to ranking in EDS, however, it is all managed by EBSCO. Since only the CrossRef and ILL links are managed by us, this area is not very useful.
Upload/Download Holdings
Notes. Currently, we don't really use these. There are only three: OA, PA, and Transfer
However, HLM is hierarchical like SFX. Any note attached to a vendor will inherit down to Package and then Title.
There is no functional limit to how many notes you can create or attach to a record, but they do only appear in FTF and PubFinder, not in the Exact Match Screen
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 package or title and seeing if the Order Integration has already enabled it. There is an overnight load that speaks between EBSCONet and HLM. 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)
Date Coverage is managed by EBSCO for paid content. Changing date coverage is similar to breaking a SymLink in SFX.
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
Regular Maintenance in HLM
Renewals
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.
Non-Renewals
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.
Title Changes
If the title is paid to EBSCO, all you need to do is check to see that Order Integration has selected it elsewhere in HLM.
If the title is not paid to EBSCO, you need to deselect in the first package (as long as they are not one of the PA publishers) and select it in the new package if applicable.
Custom Content
Outside Data
Elsevier AutoLoad data from SFX needs to be refreshed once a month (just like the autoload) for our holdings to be reflected accurately in HLM. This is done by a dataload into the Admin from the Overview Page
— Primary contact: Jack Mulvaney