Ex Libris Knowledge Base Database Examples

Scope: Provides examples of different scenarios that one may come across when adding databases to the Ex Libris KB (knowledge base)

Contact: Barbara Dietsch

Unit: Electronic Resources & Serials Acquisitions

Date last reviewed: 05/26/2022

Date of next review:

Databases can contain a wide variety of content in different formats—they may contain full text titles, citations, articles, archival papers, or modules of content. Additionally, it is sometimes necessary to set up special access in the Ex Libris KB (knowledge base) to accommodate scenarios where we need a custom URL or to indicate that we only have access to some of the content within a larger database. Please see examples below for information on how to set up different database access scenarios.

CONTENTS

When presented as a 0-TITLE DATABASE WITHOUT TITLES
When presented as a DATABASE CONTAINING TITLES
Custom URLs
-custom URL added for https
-custom URL added to accommodate username/password authentication
-custom URL added per provider notice
-custom URL added for preferred landing page
-custom URL added for access via NC Live
-custom URL added to include ProQuest account ID
-custom URL added to include LocID for Gale
When to submit a case for addition
Public Database Note field
Database and journal/book have same name
Databases with modules or parts
Fields no longer in use
360 Search

When presented as a 0-TITLE DATABASE WITHOUT TITLES

• search by Database | Name Contains

• Edit (top tright)

  • Status - Subscribed

  • 360 Search - checked

  • 360 MARC - unchecked

  • Note - date, initials, action taken

example: Women's Studies International, Aleph order 1147450, vendor EBSCO

• search by Provider | Name Contains

example: Repbase, Aleph order 1112275, vendor Phoenix Bioinformatics

When presented as a DATABASE CONTAINING TITLES

• search by Database | Name Contains (or Provider | Name Contains)

• Edit

  • Status - Subscribed

  • 360 Search - checked

  • 360 MARC - checked

  • Note - date, initials, action taken

• for complete workflow, see required reading

  • LINK TBA

• 
  example: Contemporary World Drama, Aleph order 1084242, vendor Alexander Street
  
  
  
  
    Note: notify MADS if more more than 10,000 records are being subscribed in new targets per week; likewise, if unsubscribing more than 10,000 records, notify MADS about their removal
  
  

Custom URLs

custom URL added for https

• open an Ex Libris case for updating the default URL

example: TAIR, Arabidopsis Information Resource

custom URL added to accommodate username/password authentication

example: World Biographical Information System Online (WBIS Online)

custom URL added per provider notice

example: China Geo-Explorer

custom URL added for preferred landing page

example: Intelex Past Masters

custom URL added for access via NC Live

example: Cypress Resume

custom URL added to include ProQuest account ID

example: PAIS Index

custom URL added to include LocID for Gale

NOTE: all products from Gale must include LocID

• within custom URL

• under Authorization Settings

example: Gale OneFile: Contemporary Women's Issues

When to submit a case to Ex Libris for addition

• database is not available

example: Ex Libris case 938406 - Who's Who in Public International Law, add database

• new parts added to an existing collection

example: Ex Libris case 959207 - Women's Suffrage Collection, Parts VII and VIII, add databases

Public Database Note field

• add date of activation, your initials, action taken, and any other pertinent details

• DO NOT select 'display'

example: Encyclopedia of Women & Islamic Cultures


example: Black Drama (Third Edition)



example: Docuseek: Global Environmental Justice Documentaries

Database and journal/book have same name

• when a database has the same name (and landing page) as the title it contains, subscribe only the database, leaving 360 MARC unchecked

example: Dictionary of Old English

Databases with modules or parts

• A resource that is made up of parts or modules, i.e., collections, is treated bibliographically as a database. Ex Libris, however, may offer only the collections, and no 0-title database.

To work around this

• subscribe the first of the modules

  • check 360 Search

  • check 360 MARC

• subscribe the remaining modules

  • do not check 360 Search

  • check 360 MARC

• add a note stating that all modules are subscribed separately, but are represented in a single bib

example: British Periodicals Collections I-IV

• In another example, African American Newspapers, where we own Parts V-XIII, Ex Libris offers the main work as a database with titles, in addition to the individual collections.

• to make the main work, African American Newspapers: The 19th Century, look like a 0-title database, we have

  • checked the 360 Search box

  • checked the 'we subscribe to only some' box

  • unchecked the 360 MARC box

• subscribed Parts V-XIII, each with

  • 360 Search not checked

  • 360 MARC checked

• added note about the subscribed parts being represented in a single bib

Fields no longer in use

Fields used previously in conjunction with former Database A-Z List product integration; OK to remove data from these fields unless note indicates 'for reference only'

• custom database description

• custom database name

360 Search

360 Search is the federated search system that predates Summon. In early 2019, DUL discontinued using a script based on the 360 Search API. The 360 Search service is kept on so that it can be used for flagging databases.

• IMPORTANT: check the 360 Search box for any target that is subscribed as an IR database