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    Client Center: Automated Holdings Management

    • Product: 360 Core Client Center

    Is there a way so that my library does not have to manually maintain its ebook holdings in our Client Center profile?

    Automated Holdings Management provides a way to automate ebook workflows across 360 and Summon services. Included in this automated program is support for your PDA/DDA (Patron-Driven Acquisition/Demand-Driven Acquisition) collections and owned titles, providing enhanced discoverability of these regularly changing collections as well as perpetual collections.
    A library participating in this program has ebook holdings automatically loaded into the library s Client Center profile on a regular basis, rather than the library needing a manual workflow to maintain its ebook holdings in the library s Client Center profile. The holdings information flows throughout 360 and Summon services as expected. For example, libraries using Summon will have these holdings discoverable in Summon, and libraries providing users with the E-Journal Portal will have these holdings accessible in the portal.
    Current providers supporting Automated Holdings Management:
    • EBL
    • ebrary
    • ProQuest Ebooks

    Click a link below to jump to the section of this document that discusses each subject:

    Automated Holdings Management Workflow

    A library participating in Automated Holdings Management will see their Client Center holdings updated automatically on a regular basis:
    • EBL holdings: updated daily
    • ebrary holdings: updated daily
    • ProQuest Ebooks holdings: updated daily
    The ebook provider automatically sends the library s updated title list to ProQuest. Title-level URLs are used as the match point with titles in the Knowledgebase (ProQuest), and the library's Client Center holdings are updated. Note that your updated titles will have the Client Center status of Subscribed. Custom status indicators (such as Purchased or License Negotiation) set up through a library's 360 Resource Manager subscription currently cannot be applied to automated holdings management.

    Automated Holdings Management does not impact other library workflows or any functionality of your 360 and Summon services. Examples of related activities that remain unchanged:
    • Making ebook titles discoverable via your library catalog
      • The workflow to add, delete, and update ebook records in your catalog remains unchanged since it takes place separate from the Automated Holdings Management process that goes from provider to ProQuest.
    • Using 360 Resource Manager Alerts for resource changes in your Client Center profile
      • The functionality of such alerts remain unchanged, and they will recognize Client Center updates made by Automated Holdings Management.
    • Using 360 Counter or 360 Resource Manager to apply costs
      • Costs applied to resources updated by Automated Holdings Management are not impacted. The costs remain attached to resources as holdings are routinely updated through the automated program.

    How to Set Up Automated Holdings Management

    Before ProQuest can begin automatically updating your holdings there are few steps for you to take if you have not previously done so:
    1. Add the database
    Add to your Client Center Data Management profile the provider's database that supports Automated Holdings Management:
    • EBL: Ebook Library (database code AZZ)
    • ebrary: ebrary Perpetual Access, PDA, and STL (database code JJU)
    • ProQuest Ebooks: Ebook Central Perpetual and DDA (database code AABBV)


    The databases above contain comprehensive holdings: your PDA titles, the titles you subscribe to individually through direct purchase or PDA/DDA-triggered purchase, and titles accessed through short-term loans.

    If you previously have had a database above activated in your Data Management profile and you had title selected, when you sign up for holdings automation your selected titles will be removed and replaced with your first automated load. If you want to archive your title list before you set up automation, generate a title list by using the Offline Date and Status Editor tool.

    Note that owned titles do also exist in other databases in the Knowledgebase:

    • EBL:
      • If you have been maintaining holdings in the database Ebook Library Inactive Titles (code 8V7), the automated holdings program will include these titles in Ebook Library (code AZZ). Consider removing Ebook Library Inactive Titles database from your Data Management profile, particularly since ProQuest will no longer continue to update holdings in this database.
        • You can choose to leave database 8V7 in your profile, but we suggest un-checking the Display In checkboxes for database 8V7 so that users do not needlessly see two links to the same content.
    • ebrary:
      • Subscription collections such as ebrary Academic Complete are the one area of content that continue to remain as separate databases in the Knowledgebase. These holdings are not included in ebrary Perpetual Access, PDA, and STL (database code JJU) and therefore are not included in the Automated Holdings Management program.
        • Your subscription collections should continue to be maintained in your Data Management profile in the same manner as before: when you subscribe to an ebrary subscription collection, update your profile with the new collection.
    • ProQuest Ebooks:
      • Subscription collections such as Academic Complete continue to remain as separate databases in the Knowledgebase. Subscription collection holdings are not included in the Automated Holdings Management program.
        • Your subscription collections should continue to be maintained in your Client Center profile in the same manner as before: when you subscribe to a ProQuest Ebooks subscription collection, find that database in the Knowledgebase and subscribe to it.
    • All provider databases:
      • If a database supported by automated holdings is already in your profile and titles have been selected, a copy of these holdings will not be retained once the automated program begins. If for some reason you want to retain a copy of your existing selected titles:
    2. Configure the database for title selection

    On the Database Details page, place a checkmark in the box next to "We subscribe to only some of the titles in this database". This action will enable the system to upload only those you have access to.

     

    3. Set up custom URLs

    In the Custom URL field on the Database Details page, enter the custom URL that you use to access the database. Use all lower-case letters.

    • EBL: Your library's Custom URL should be http://www.xxxxxx.eblib.com/EBLWeb/, where "xxxxxx" will be substituted by your library's EBL acronym.
    • ebrary: Your library's Custom URL should be http://site.ebrary.com/lib/xxxxxx, where "xxxxxx" will be substituted by your library's ebrary identifier.
    • ProQuest Ebooks: Your library's Custom URL should be http://ebookcentral.proquest.com/lib/xxxxxx, where "xxxxxx" will be substituted by your library's ProQuest Ebooks Site ID.
    Use the Support Portal (accessible from the More Sites drop-down menu above) to notify ProQuest so that we can create your title-level links.  In your request include the database name and the Custom URL you have added on your Database Details page.
    • If the database was previously added to your profile, more than likely your title-level links have already been created and you do not have to contact ProQuest. You can preview and test your links easily without leaving the Client Center.
    4. Contact ProQuest to enable the service

    The last step is to request that automated holdings management be enabled for your library. Typically automated holdings can be enabled within three to five business days.  Use the Support Portal (accessible from the More Sites drop-down menu above) to request that ProQuest enable automated holdings management.


    Ongoing automated holdings updates take effect for your end users in the same manner they always have with our standard 360 Services and Summon update processes:
    • 360 Services: Once your updated Client Center holdings are processed in the daily Client Center data refresh, your updated holdings will be available to your end users.
      • The Client Center's Automatic Holdings Update section notifies you when holdings have been updated (see green links below with "New!" label). Clicking on a link takes you to the Database Details page for that resource.
    Auto Holdings notification icon
    • Summon: Once the Summon Index has received your updated Client Center holdings, your updated holdings will be available to your end users. Frequency of the Summon Index updating process is described in the article about Summon records.

    Given the regularly changing nature of PDA and DDA collections, a library using Summon needs to expect occasions where titles have been added or removed from PDA/DDA collections but the Summon Index has not yet received your updated Client Center holdings.

    Maintenance of Automated Holdings Management

    The automated holdings program supports your library if it ever needs to suspend PDA/DDA offerings.  Use the Support Portal (accessible from the More Sites drop-down menu above) to contact ProQuest.

    Remember that your end users are not affected by your DDA/PDA suspension until your updated holdings are processed through our standard 360 Services and Summon update processes mentioned at the end of the How to Set Up Automated Holdings Management section above.

    To resume PDA/DDA, use the same contact information above to once again enable PDA/DDA titles in the automated holdings program for your library.

    FAQs

    Frequently asked questions about the Automated Holdings Management program:
    Does this automated program provide a way to easily identify PDA versus owned titles?
    • At this time, the program focuses on the library's accessible titles but does not distinguish between PDA and owned. Reports from the provider, however, can give you the nature of individual titles.
    Can I get my ebrary Perpetual Access titles in a separate database from my PDA and STL (Short-term Loans)?
    • Currently Perpetual Access titles are not available in a separate ebrary database.
    If I have uploaded MARC records into Summon already, do I need to remove them?
    • While you do not need to remove your MARC records, you might consider the Automated Holdings Management program as an opportunity to stop loading OPAC records for these titles into Summon, and instead rely on the automated, regularly updated Client Center holdings. Note that this change would affect the end user experience for linking to EBL, as this material does not yet support Summon Direct Linking and therefore Summon access to EBL content for the time being would be accessed through your link resolver.

    Continuing to upload MARC records while participating in the Automated Holdings Management program is certainly an option. The Summon match and merge process provides users with a single record with two links in the availability section, one link providing access based on your catalog record and the second link based on your Client Center holding:

    two availability links

    A single availability link (rather than two availability links) would display if, for example, the ebook is a PDA/DDA title and your library has chosen to exclude PDA/DDA titles from your MARC upload to Summon.
    What if in addition to offering a PDA/DDA service, my library also uses a bookseller such as YBP for purchasing some individual titles?
    • All your owned, individual titles (whether or not purchased through a bookseller) are covered in the databases supported by Automated Holdings Management.
    We have PDA/DDA titles from EBL that are accessible through a consortial arrangement, will these titles be included in the automated holdings program?
    • Library holdings accessed through EBL shared platform consortium are not supported at this time. ProQuest Ebook Central supports such an arrangement; information about upgrading to Ebook Central is available here in the ProQuest Support Center.
    Must my library offer PDA/DDA in order to use Automated Holdings Management?
    • The databases supported by Automated Holdings Management contain comprehensive holdings, so a library that does not have PDA/DDA is welcome to use the Automated Holdings Management program.
    Does this automated program impact the rate at which my holdings are updated in the Summon Index and therefore discoverable in my Summon service?
    • The automated holdings program does not impact how your holdings are updated in the Summon Index. These holdings will require the standard Summon updating process described in the article about Summon records, and situations may occur where new titles are in your Client Center profile but they are not yet included in the Summon Index. The status of Summon Index updates can be found here.
    Is ProQuest providing this type of service with other providers?
    • Currently we are not.
    Can our library have Automated Holdings Management activated for some but not all of our 360 and Summon discovery services?
    • Yes, the Display In settings on the Database Details page determine which services will reflect Automated Holdings. By default, Display In settings for all discovery services are selected.

    • Date Created: 6-Mar-2014
    • Last Edited Date: 18-Oct-2016
    • Old Article Number: 10525
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