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    360 KB: Content Submission Guide

    Whether you are new to working with ProQuest or have a long-standing relationship with us, thank you for your interest in submitting data about your products to the ProQuest Knowledgebase (360 KB). Complete and accurate metadata in vendors’ knowledgebases (KBs) creates a seamless experience for our mutual customers – libraries and their users – between their library’s catalog and your site. This way, librarians can easily manage their online collections and see their return on investment in your content. If you have any questions about your content in the ProQuest knowledgebase, or if you’d like to get started working with us, please contact Ben Johnson (benjamin.johnson@proquest.com), Provider Relations Engagement Manager. We look forward to working with you to create a great experience for our mutual customers.

     

    About Knowledgebases

    KBs, like library catalogs, keep track of what a library has in their collection and help to connect a library user with the information they seek. Since most institutions spend more on their online resources than print, knowledgebases are crucial to day-to-day library operations and for getting users from the library’s collection to your content. KBs are driven by data supplied from organizations like yours to KB vendors. 

    The ProQuest 360 KB contains information for more than 6,500 content providers, aggregators, publishers and portals, with over 15,000 collections or packages, which in the 360 KB are called databases. Databases represent a selection (or all) of the titles available from a content provider. Librarians look for databases in the 360 KB that match the product(s), or individual titles that they have licensed from you, and select these as part of their collection. Information about the titles in those databases then allows a librarian to track usage, cost and licensing, receive an authoritative MARC record for their catalog, and also allows a user to search just their library’s collection for the perfect source for their research and link to your platform for seamless access.

    The ProQuest Knowledgebase contains information about text-based sources such as books, academic journals, newspapers, reports, conference proceedings, magazines, etc. If you have any question about whether your content can be included in the KB, please contact us at benjamin.johnson@proquest.com

     

    Data & Content Specifics

    ProQuest prefers that data submitted to the KB meet the KBART Recommended Practice guidelines. KBART (Knowledge Bases And Related Tools) is a cross-industry group of content providers, knowledgebase vendors, and librarians who have created best practices for transmitting title list data for use by vendors and librarians.

     

    File Format and Naming

    KBART recommends tab-delimited, UTF-8 encoded text (.txt) files for the best compatibility across vendors and ease of use for librarians who may want the information in your files (section 6.4 of the KBART Recommended Practice). ProQuest can also accept Excel (.xls/.xlsx), CSV, MARC records (for books only), and some types of XML data (depending on schema used and data elements available).

    Separate files should be created for each package or collection (database) that contains multiple titles that is sold/licensed to libraries, and one file that contains all titles in order to allow for libraries to select individual titles that they may have access to outside of a database. Each file delivered should always contain the full contents of that database, which will completely overwrite the previous content delivered. 

    File names, if not conforming to KBART’s recommendations (section 6.5), should describe the database for which it is intended.  The file name should be stable to allow for automation (date stamps are OK).

     

    Data Elements/Fields

    KBART recommends 25 static fields (section 6.6) in a particular order, and can accommodate any other optional, uncontrolled fields following those 25. We highly recommend following the KBART recommendation which says all these fields should be included to avoid any misunderstanding. If this is not possible, or you already have a title list following a different format, here are the most important fields to include:

     

    Required Fields

    Field Name KBART Field Type Additional Information
    Title publication_title All  
    Identifier (print) print_identifier All ISSN for serials, ISBN for books/monographs.
    Identifier (online/electronic) online_identifier All  
    Start Date date_first_issue_online Serials  
    End Date date_last_issue_online Serials  
    URL title_url All URLs should lead users to a list of issues or TOC.
    Coverage (Fulltext/abstracts) coverage_depth All You must supply full text records. Abstract records may be included, but abstract-only files are not requested.
    Content Type publication_type All Either as field in the file (per KBART) or by package name.
    Date Published (Print) date_monograph_published_print Books  
    Date Published (Online) date_monograph_published_online Books  
    Embargo embargo_info Serials Either include embargo information separately, or change dates of affected serials every delivery to reflect "moving wall" availability.

     

    Recommended Fields

    Field Name KBART Field Type Additional Information
    Author first_author Books  
    Title ID title_id All Your own internal identifier for the title.
    Publisher publisher_name All  
    Volume monograph_volume Books  
    Edition monograph_edition Books  
    Editor first_editor Books  
    Parent Publication Title ID parent_publication_title_id Books  
    Access Type (paid or free) access_type All  

     

    Note: The 360 KB does not import or use volume and issue information for serials as some other KB vendors do.

    Delivery Details

    Files must be delivered by one of the following methods:

    Supported File Delivery Methods Description
    Provider-hosted files publicly accessible via website (KBART preferred method)
    • Files on your website must not be behind any authentication and publicly accessible for ProQuest’s use as well as use by librarians and other vendors.
    ProQuest-hosted FTP Site (FTP push)
    • ProQuest will provide a secure login and site details.
    Provider-hosted FTP Site (FTP pull)
    • An FTP site hosted on the content provider’s domain.
    • Please provide a secure login.

     

    Updated files should be submitted either monthly, or whatever is appropriate to the frequency of content changes on your site. For example, if you release all of your content quarterly, then we only need updates quarterly; but if you release many titles every week, then a biweekly update may be more appropriate. Files for new collections should be delivered simultaneously with updated files. 

    Please keep us informed of upcoming changes to your product offerings (such as platform changes and new or retiring old collections/packages/databases) by notifying your KB team contact or benjamin.johnson@proquest.com. This will allow us to create the best possible experience for our mutual customers by providing them with a seamless transition to content changes on your platform. 

    Lastly, and most importantly, provide us with a preferred contact at your organization who is knowledgeable in your products and the data submitted to us, so that we can discuss any possible problems with data feeds, customer issues with the data, and troubleshooting. 

     

    Our Process

    What you can expect:

    1. Content gap is identified by a customer or provider.
    2. ProQuest 360 KB and Provider Relations team establish a relationship with the provider, and preferred contact information is exchanged.
    3. Provider submits sample data to ProQuest.
    4. Sample is reviewed; feedback given and changes made if necessary.
    5. File delivery location and frequency are established.
    6. KB team configures the content for compatibility and performs the initial data load.
    7. Periodic reviews are made of content to improve the customer experience.
    8. ProQuest or the provider will contact one another to communicate issues that affect customers, and/or ProQuest's ability to obtain and load data.

     

    Additional Resources

    Best Practices and Standards

    ProQuest Product Information

    ProQuest Technical Product Support

    • Customers should submit a case via the Support Portal for any issue with product functionality or data issues that they have in the 360 KB or any other 360 Suite, Intota, Summon, or Ex Libris product (such as Alma, Primo, or SFX).

     

     

    If you have any questions about your content in the ProQuest 360 KB, Summon, or other ProQuest products, please contact Ben Johnson, Provider Relations Engagement Manager at: benjamin.johnson@proquest.com.

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