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HLM, or Holdings Management, is the EBSCO system that powers the exact match eJournal placard in EBSCO. Maintaining HLM means enabling subscribed, full-text eJournal content. Approximately 87% of our eJournal subscriptions (individual and package) are paid to EBSCO. Once something appears in HLM then you can go about the relatively simple process of enabling the package or title.
Also See
The overview page for HLM in the EBSCOAdmin shows how many unique 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
HLM functions as the back end for the Link Resolver Full Text Finder, and the eJournal A-Z Publications Finder. These two interfaces rely on different linking mechanisms.
We have not made any decisions on what sort of statistics we will track once we leave SFX.
Branding for Full Text Finder and PubFinder are handled differently since PFUI is one of EBSCO's newer products.
EDS and HLM are two sides of the same knowledgebase but they are NOT the same thing. EDS can be viewed primarily as a metadata source with a unique linking aspect (CustomLinks and SmartLinks/Plus) of which HLM/FTF plugs in to be a link resolver. The EKB (HLM) is NOT intended to facilitate discovery. Important things to know:
Try to keep custom content to a minimum to avoid the hastels of duplication. Search UMAAH in the vendor search to find all custom content.
When a brand new resource appears in your queue it can be enabled in HLM.
If you are selecting a new package:
To curate files for RAPID of what can and cannot be lent via ILL, Please add the package with associated information for licensing to the eResource Working Document Spreadsheet. (Jack's document) Then in HLM do the following:
Labels for the FTF Menu are also linked. Keep links on the 10s to allow for wiggle room.
Basic Setting Field | UMA Global Setting | Notes |
---|---|---|
Link Name | Do not Change | EBSCO confirmed this doesn't affect settings. |
Rank | Match to above Schema | |
Allow EBSCO to Manage Assignments | Should always be set to Yes | Unless it isn't. |
Category | Do not Change | |
Link Text | Get Full Text at PUBLISHER | Additional Syntax: Get Full Text at {IfNotEmpty({packagename},{packagename},the publisher)} |
Hover Text | Get Full Text at PUBLISHER | Additional Syntax: Get Full Text at {IfNotEmpty({packagename},{packagename},the publisher)} |
BaseURL | Do not Change | |
Query String | Do not Change | |
Mandatory Fields | Do not Change | |
Proxy Server | Set to Inherited - Silk | Need to confirm behavior when link is proxied but package is not |
Display Settings | For my Assigned Holdings | Only the Service Links should be set to always show, ILL is NOT set or Items not in my Holdings |
Show only if no (other) full text is available | Always NO | The service links should also be set to No |
Show in Full Text Finder | Always YES | |
Show to unauthenticated users | Always YES | They will hit the proxy if accessing via Guest Mode |
Display in new window | Always YES | |
Icon Settings | NO ICONS | Only service links should have icons. Alt-text is provided by EBSCO unless you are uploading an image. This may be a replacement for the SFX Bullet. |
If you are deselecting entire packages, download the content first to see if there are any CustomLabels that should be preserved. Record relevant notes in FOLIO. Deselecting a title will delete ALL customizations including custom date coverage.
Checking renewals in HLM is actually easier than SFX. There's a quick three step process for processing a renewal when it shows up in your queue.
Packages have basic settings which should be reviewed:
Titles do not need to be closely checked unless the package is for individual eJournal or package content
eBook Packages and individual eBook titles are handled differently.
The Link assigned to the package/title should be reviewed to make sure that no settings have been changed. Match the links to the criteria outlined above in the Enabling a New Resource setting.
Moving forward we will test links during the renewal process.
There are some regular maintenance things that need to be done to make sure that HLM is up to date.
EBSCO is still working on advertising content updates before they happen, so management in HLM is more reactionary than in SFX. Each week a copy of the Full KB should be downloaded and stored on the DRMS Drive and a “Titles Removed from my Holdings” report should be run for the previous week.
Once a year, all HLM Links should be checked to make sure that they conform to the criteria outlined above. Link language and hover text should be reviewed to ensure it matches, settings should be verified, and the proxy settings should be checked to make sure it is correctly toggled.
Once a year the custom package for ScholarWorks should be updated based on the Journals page. Package Name: ScholarWorks@UMass Amherst
Publications Finder & CrossRef are added as links but have NOT been tested yet. Jack will work with EBSCO to try and get an actual link created so that we can link to ScholarWorks articles directly. Erin Jerome should be a part of this project. Scholarworks includes DOIs so an HLM link should be possible.
TBD
These are some of the short term policies and procedures being created for HLM, Full Text Finder, and PubFinder
Knowledgebase Maintenance takes place in two phases. Content should be renewed on a yearly basis during the renewals process (see above) and general maintenance should be performed regularly throughout the year.
For regular maintenance consider the following:
Open Access content in HLM should always be reviewed prior to it's selection. If the OA content is from a specific vendor it is likely duplicated in our subscriptions so a review should be done to make sure we are not overloading any FTF menus. If liaisons have specific requests for linking they should be asked for an academic justification as OA content is harder to manage in HLM than it was in SFX.
We are NOT selecting the large EBSCO provided OA packages as we have no way of comprehensively reviewing them for accuracy. If specific titles are requested they should be selected and documented via CustomLabels.
If linking becomes unreliable for a subset of a package content should be deselected. IRM is not able to coordinate with OA publishers for access issues so if an entire package becomes unreliable it will be delestected.
OA content is specifically not proxied on PubFinder so that all patrons can access it. We have tried to have content specific links unproxied (like HighWire Free) and include the OA button icon (like DOAJ) to advertise OA access via FTF but this method is not comprehensive and some OA content will be duped with proxied or unlabeled links.
See Perpetual Access Procedures & Codes
UMass policy for tracking and maintaining perpetual access in HLM is as follows (as of 03/10/21):
Configuration | Affected System | Notes |
---|---|---|
Broken Link Report | FTF Menu | This is a reconfigured ILL menu that EBSCO can change for us. We worked with them to update branding and they can change which fields appear/are required if need be. After go live, emails will go straight to the DBHelp Queue. |
Search by Citation | FTF Menu | Jack opted to include this feature in FTF. Unclear if it can be used as separate search interface. |
Browse Databases | PubFinder | We opted to disable this feature since it is actually HLM packages, not “databases” |
Browse Subjects | PubFinder | UMass is using the LOC controlled vocabulary, not EBSCO's Title Level Index (TLI) |
A-Z Browse | PubFinder | Due to patron confusion we have disabled the second layer Alpha Browser (ie. AA, AB) |
Material Type Radial Buttons | PubFinder | All Publications searches everything but eBooks, other than that they are self explanatory |
Full Text Finder CustomLink | EDS | The link is configured to only appear when something matches our Holdings, however, that is not exactly true. Something is defined as matching holdings if a link is generated, not if OpenURL style metadata is available and matched against HLM |
HLM Link Language | FTF Menu | Get Full Text at Publisher should be used for Link Language and Hover text. For links used for many packages (like ProQuest) EBSCO provided syntax should be used to show the package name |
HLM Link Viewing | FTF Menu | Links should always be set to Show to unauthenticated viewers, in FTF, and to display in a new window. Most links should be set to always show. |
HLM Link Icons | FTF Menu | Full text links should never have icons. Service links should always have icons. |