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

Contact: Amelia Rodarte

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 17 Sep 2024 

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.

To Access the A-Z Database list in LibApps

• Log into LibApps at https://duke.libapps.com/libguides/
• At LibGuides Home, under Content, select A-Z List Management.

Add a resource to the A-Z database list

• click on the '+ Add Database' button

• 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
  • 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

To update a resource already in the list

• 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.

Remove a resource from the public A-Z database list

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'

 

NOTES

• 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 Amelia/ERM Specialist
  • 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:  "ERSA - ERM Team Working Files > 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