A-Z Database Update

Owned by Sarah Holsapple
Last updated: Sept 17, 2024 by Amelia Rodarte
3 min read

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

Contact: Amelia Rodarte

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed:  

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


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