- Product: 360 KB
What actions do we need to take when titles migrate to a new database, a database migrates to a new provider, or titles are completely removed from a database?
When we make changes to existing databases and titles in the Knowledgebase, you are sometimes required to take certain actions if your library subscribes to those databases or titles. These actions will ensure that your patrons can continue to access subscribed content and that any library-specific information you've associated with the databases and titles is not lost.
We notify clients of these changes in the Knowledgebase Notifications page and also in our monthly Summary of Provider and Database Changes. Some common changes that require action on your part include the following:
- Moving a database from one provider to another;
- Moving some or all titles from one database to another;
- Removing some or all titles from a database.
The actions you need to take depend on the change involved, which Management and Discovery services your library subscribes to, and which data you want accessible with the new resources.
NOTE: In these actions, we use the term "old" to describe the database that titles are being removed from, and "new" to describe the database that titles are moving to (even if the "new" database has, in fact, been in the Knowledgebase for a long time).
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If your library subscribes to 360 Resource Manager or 360 Counter, but you do not have any Resource Manager or Counter information attached to the old databases (such as license information, contacts, cost payments, and so on), then skip down this page to the Libraries Without 360 Resource Manager and 360 Counter actions below.
On the other hand, if your library subscribes to 360 Resource Manager or 360 Counter and you have Resource Manager or Counter information attached to the old database or titles, then we recommend you deactivate the old database or titles but retain them in Data Management:
Change the status of the old database or titles to something other than Subscribed. Do not change the status to Not Tracked or you will lose all your attached information:
- 360 Resource Manager subscribers can choose from Under Review, Archived, or any other appropriate custom status of your choice.
- 360 Counter subscribers (who don't also subscribe to 360 Resource Manager) can choose Under Review (or, if you like, From Consortium).
- Uncheck the Display In boxes on the Database Details page, and also uncheck the database in the E-Journal Portal's Administration Console.
- Subscribe to the new database or titles.
- 360 Counter: You may choose to align your old database usage statistics to the new provider. Locate your old database usage-statistics spreadsheets, re-label them as the new database (and provider, if needed), then re-upload into 360 Counter. Once the usage statistics are successfully showing in your Consolidated Report, you can then delete the old statistics from 360 Counter. More details are available here.
Next, you need to decide whether to save or migrate any 360 Resource Manager data from the old resource. The evaluation process is different depending whether a database is migrating from one provider to the other, or titles are migrating from one database to another (or being deleted).
You should be aware of what happens to 360 Resource Manager data when a database changes to a new provider: The data that is currently associated with the old database will remain visible and associated with the old database. That is, although ProQuest is deprecating the database, we will not remove the old database from your profile in the Client Center, and you will always have access to the 360 Resource Manager data attached to it.
Nonetheless, some clients prefer to move some 360 Resource Manager data to the new database. To help you decide, ask yourself the following questions:
- Do you want to see license information and terms that were associated with the old database when you look at the license link for the new resource? For example, if your library subscribes to Art Abstracts and you have your Wilson license information attached to the database Art Abstracts from the provider Wilson, do you want the Wilson license information attached to Art Abstracts from Provider EBSCOhost?
- Do you want the list of contacts and their information that were associated with the old database associated with the new database?
- Do you need to see cost and payment data that was associated with the old database in the new database?
If the answer to all of the above questions is "No," then there is no reason to move your 360 Resource Manager data to the new database, and you can skip down this page to the All Libraries actions below.
On the other hand, if you answered "Yes" to any of the three questions, then you should continue with the appropriate actions:
- Notes, licenses, contacts, and vendor statistics metadata can be attached to the new database in the same way they were attached to the old database.
- Administration information needs to be manually entered for the new database. You can run a Resource Administration Information report so you can see what is currently populated in the Administration fields and use that report as a guide as you manually enter the administration data to the Administration Fields in the new database.
- Move costs and payments to the new database using these instructions.
When you're done, proceed with the All Libraries actions below.
When a title moves from one database to another within the Knowledgebase, it will be removed from the old database. Some Resource Manager data attached to that title will then be lost, while some other data will remain in the Client Center, but will no longer be attached to the title.
If you want any of the data to be reconnected with the title in the new database, you will have to attach it manually.
The following 360 Resource Manager data will be deleted when the title is removed from the old database:
- Cost and payment
If you want to keep this data, you will need to save them on a local computer (using Management Reports), and then reattach them to the title once it is moved into the new database.
These other four kinds of data will remain in the Client Center, although no longer attached to the title:
- Vendor Statistics Metadata
You can easily attach these four kinds of data to the title in the new database if desired, using the instructions for each: Notes, licenses, contacts, and vendor statistics metadata.
When you're done, proceed with the All Libraries actions below.
When a title is entirely removed from a provider's database in the Knowledgebase and not migrated to another database, all Resource Manager data items attached to that title will then be lost.
This might not be a concern to your library if, without the title, you have no need for those attached Resource Manager data items anyway.
However, if you do want to keep those items accessible, there is a work-around you can use, as long as you complete the task before we remove the title from the provider's database:
- Create a library-specific-holdings database, perhaps with a name like "Deleted Titles."
- Add the (soon-to-be-deleted) titles to the new database.
- Follow the rest of the instructions above in the Title Migration section to attach the Resource Manager data items to the titles in their new location.
If your library subscribes to neither 360 Resource Manager nor 360 Counter, or if your library subscribes to 360 Resource Manager or 360 Counter but you do not have any Resource Manager or Counter information attached to the old databases or titles, then:
- Set the Status of the old database or titles to Not Tracked to remove them from your Client Center profile.
- Subscribe to the corresponding new database.
- Proceed with the All Libraries actions below.
After changing the status of the old and new databases, you will want to preview your E-Journal Portal and display your list of databases, to ensure your patrons won't be able to see the old database but will be able to see the new database:
- On the Client Center Home page, in the Administer Your Products > 360 Core section, click Administration Console.
- In the Administration Console, click Preview on the upper-right side.
- Review the database list, which is shown as it will appear in your patron-facing E-Journal Portal after our overnight profile refresh.
Here are some additional actions you may consider taking if you subscribe to other services:
360 Search: If you want the new database to be used by 360 Search, you will need to set it to Display in 360 Search. (If there is no 360 Search connection to the new database, you can click Request This Connection.)
360 MARC Updates: Depending on the changes that take place, 360 MARC Updates clients can expect to see some change records and delete records the next time you get your MARC records after the migration completes.
- Third-Party Service: If your library uses a third-party service (such as SFX, EBSCO A-Z, etc.), custom scripts to manage data, or other non-ProQuest Management and Discovery tools that require the database or provider name to function, you should note the change in the Knowledgebase's names in order to retain the proper relationship/mapping between those tools.
- Date Created: 9-Feb-2014
- Last Edited Date: 12-May-2016
- Old Article Number: 7491