A-Z Database Update

Scope: How to edit and update the A-Z database list in LibApps

Contact: Amelia Rodarte

Unit: Electronic Resources Access and Discovery

Date last reviewed: Jan 8, 2026 

Date of next review:

The public facing A-Z database list can be found here: https://guides.library.duke.edu/az.php. The list is alphabetical, and can be searched by title or subject and sorted by subject or database type. The list displays the database name (linked to the resource) and a description. This list is managed in the LibGuides section of LibApps.

• Log into LibApps at https://duke.libapps.com/libguides/

• At LibGuides Home, under Content, select A-Z List Management.

Open

• click on the '+ Add Database' button

Open

• complete these fields:

  • Database Name

  • Database URL

    • do NOT include proxy prefix

  • Use Proxy?

    • Check Yes

    • Check No if this is a free resource (open access, free government resource etc.)

  • Alternative Name(s), if applicable

  • Keywords & Misspellings, if applicable

  • Database Description

    • Try to find an existing description to use, instead of writing your own. Places to look:

      • Database Trial description (if previously trialed)

      • 520 field in Alma if a local database bib has already been created

      • If new database is very similar to an existing A-Z List database (ex: ProQuest History Vault modules) then use the previous description as a starting point (see Special Workflows section below for more information)

      • Promotional materials or informational blurb on the database homepage

      • Ask the subject specialist to provide a description

    • For OA databases, include the following text at the end of the description: "This is an open access database."

  • Vendor

    • Select the vendor from the drop-down list

    • If the vendor is not listed, you must create the new Vendor first (look in the Vendor section) and then go back to creating the new database. You cannot create a new Vendor from the Add Database page.

  • Types, optional
    
    

    • If there is an obvious Type for the database, include it here. Examples: Encyclopedias & Dictionaries, Open Access, Streaming Music, Streaming Video

    • If you are unsure, leave blank or ask the subject specialist

  • Associated Subjects

    • select from drop-down list

    • use those of Subject Specialist who ordered resource

  • Best Bets, optional (usually blank)

    • Leave blank unless specifically requested by subject specialist

  • Flags (managed by E-Access Librarian)

    • Used to indicate special authentication workflows. These flags are managed by the E-Access Librarian. ERM Specialist does not need to apply these flags.

  • Additional Information > Internal Note

    • Write initials and date you add the database. Example: "9/17/24 ADR - new database added"

  • Owner

    • defaults to self

  • Resource Icons, OA only

    • If you are adding an OA database, select "Open Access Logo Green". This is the only resource icon currently used.

• Click 'Add' to save the new database

Note: it can take some time for new additions to A-Z Database List to be searchable by name, although they will show up right away when viewing all databases

Open

• find the resource

  • enter your search terms in 'Name & Keywords' field

• to edit resource

  • click on the ellipsis and select 'Edit item'

  • make necessary updates

  • Add an internal note. Example: "9/17/24 ADR - URL updated, platform migration"

  • save

• Success! Your local A-Z asset has been saved.

Open

Note: It is preferable to mark databases as "Hidden" instead of deleting them altogether from the A-Z List.

• Find the resource

  • Enter your search terms in 'Name & Keywords' field

• To remove the resource

  • Select 'Hide in AZ' to remove the database from the public A-Z list

  • Add an internal note. Example: "9/17/24 ADR - unsubscribed, hidden from A-Z list"

  • click 'Save'

• updates and deletions occur in real time; additions may take up to an hour

• Professional School Libraries

  • FORD - Carlton has admin privileges

  • LAW - Jennifer Behrens will email changes to ERAD

  • MED CTR - unknown

SPECIAL WORKFLOWS

Historical v. Current Newspapers

• Newsbank & Readex newspapers include both historical archives (frequently PA collections) and current coverage. Check this spreadsheet in Box for coverage information for all of the current Newsbank/Readex databases:  "ERAD (E-Resource Access & Discovery) > Databases > Newsbank Historical Archives & Current.xslx"
  
  

  • Newsbank = Current

  • Readex = Archive (Perpetual Access)

New A-Z Database Not Needed

• Depending on the resource, sometimes we do not need to add a new Database to the A-Z List. This is most common with modules within an existing database or specific years acquired for PA but we already had subscription coverage.

• You may need to edit the existing Database to add coverage years or indicate the new module.

• Specific examples where new databases are not needed:

  • Digital National Security Archive

    • Check new content is available via Digital National Security Archive (DNSA). No A-Z updates needed.

  • Drama Online

    • Add the new module name to the Database Description

  • Early American Newspapers series

    • Update the date range (if needed) in the 'America's Historical Newspapers' database description

  • ProQuest Congressional

    • Confirm new content is available via ProQuest Congressional. No A-Z updates needed.

  • Women and Social Movements in the United States

    • Confirm new content is available via Women and Social Movements in the United States, 1600-2000. No A-Z updates needed.

New Databases within an Existing Database Series

• Oftentimes we acquire new modules of an existing database, or a new database that fits within an existing database format. We want to be as consistent as possible so similar entries match and databases display together.

• Global Press Archive

  • Add '(Global Press Archive)' to the end of the Database Name

  • Look at other Global Press Archive descriptions to be consistent

• Ivy Plus Web Archives (Archive-It)

  • Add 'Web Archive' to the end of the Database Name

  • Look at other Ivy Plus Web Archives descriptions to be consistent

• Oxford Bibliographies Online

  • Add 'Oxford Bibliographies:' to the beginning of the Database Name

  • Look at other Oxford Bibliographies descriptions to be consistent

• Oxford Research Encyclopedias

  • Add 'Oxford Research Encyclopedia of' to the beginning of the Database Name

  • Add 'ORE' and 'Oxford Encyclopedia of' as Alternate Names

  • Look at other Oxford Research Encyclopedias descriptions to be consistent

• ProQuest Historical Newspapers

  • Add 'ProQuest Historical Newspapers:' to the beginning of the Database Name

  • Look at other ProQuest Historical Newspapers descriptions to be consistent

  • Add 'Newspapers' and 'Primary Sources' as Database Types

• ProQuest History Vault

  • Add 'ProQuest History Vault' as an Alternate Name

  • Look at other ProQuest History Vault descriptions to be consistent

  • Add 'Primary Sources' as Database Type