Creating Access for Databases Containing Full Text Titles
Scope: Workflow for setting up access for new databases that contain ebook or journal titles
Contact: Amelia Rodarte
Unit: Electronic Resources & Serials Acquisitions
Date last reviewed 09/07/2023
Date of next review:
These instructions cover how to add access to a database in Ex Libris when that database contains full text ebook or journal titles. (For the purposes of this workflow, databases are resources that are acquired as a database.)
After determining that a database contains ebook and/or ejournal titles (and not citations, or media titles), take the following steps depending on whether the database target is available in Ex Libris yet and whether it already has title-level records in that database. For now, the Ex Libris knowledgebase only supports title-level holdings for ebooks and e-serials (not media e.g. videos). *NOTE: as of 9/7/23, more media titles are included in the 360 KB, but this is not consistent.
If the database is in Ex Libris and already has titles listed, follow step 1, if the database is in Ex Libris but does not yet have the titles listed (0-title) follow step 2, if the database is not in Ex Libris at all follow step 3.
Database available in Ex Libris, with titles
If not already received, obtain title data
Look for title list or MARC records on the provider’s website. If not available, request from the provider directly.
Briefly spot-check titles and URLs for accuracy and functionality.
Attach title list to Trello card on ‘New Databases’ Board.
Additional Guidelines
See the Ex Libris Knowledge Base Database Examples wiki page for examples of other database scenarios.
Title lists and title-level records
if available at provider’s website, consider it to be reliable, unless there’s evidence to suggest otherwise
if not available at provider’s website, it may not have been released yet; request title list from publisher
While it is usually more effective in the short term to work directly with Ex Libris and the provider or coordinate their communications, we should encourage them to work with each other. This boilerplate/info on the NISO Open Discovery Initiative may be helpful:
It’s crucial for content providers to work directly with discovery services in order to facilitate accurate and timely metadata transfer which will then drive product usage. Has XYZ provider completed the NISO Open Discovery Initiative checklist? (https://www.niso.org/standards-committees/odi) Do you have resources dedicated to ensuring your metadata meets industry standards?
the Ex Libris knowledgebase currently supports title-level records only for journals and books (i.e., not for streaming media, data, or other less common e-resource formats)
*NOTE: as of 9/7/23, more media titles are included in the 360 KB, but this is not consistent.
Title-level URLs
when a custom URL is used at database level, title level URLs do not need to be changed (as long as the title-level links lead to the correct content on the correct platform)
EXCEPTION: Gale databases require a loc_ID in the URL. Change the custom URL at the database level AND create a holding URL replacement rule to update all title level URLs
when the database default URL needs updating, and the database contains journals & books, Ex Libris does not need to also modify the title-level URLs, unless those URLs are not leading to the correct content on the correct platform
NOTE: if there should be usable title-level URLs you can request that Ex Libris obtain updated metadata from the provider
check ‘Use database-level (custom or default) URL only for all titles in this database’ when titles in database do not have title level landing pages but instead link to the database landing page
MARC records
After title workflow is complete, select 360MARC whenever possible
Generally only titles that are journals or books are expected to be in Ex Libris; titles for media are available from certain providers but, at this time, Ex Libris cannot load media records.
*NOTE: as of 9/7/23, more media titles are included in the 360 KB, but this is not consistent.
MARC records will generally only be purchased for titles that are not journals or books, e.g., videos
there is no need to ensure that the 360 MARC records for tracked resources are loaded into Endeca; that is the responsibility of Resource Description / MADS