- Product: 360 Counter
Where can I find information about using the Data Retrieval Service?
This document is for libraries using the Client Center to manage their profile. Libraries using Intota should click here.
The Data Retrieval Service (DRS) is a subscription service hosted by us that is available to institutions that subscribe to 360 Counter and Intota Assessment.
What DRS does do:
DRS retrieves and uploads your Project-COUNTER-compliant usage statistics from various vendors/providers/publishers into your profile, using the following two retrieval methods:
Unlike SUSHI-Protocol Harvesting which is automated, Administration-Based Harvesting is a manual process where we download your usage reports from providers' administrative web sites. Prior to uploading into your profile, the data we manually retrieve is reviewed for any known potential issues that might cause errors in uploading.
What DRS does not do:
- Upload usage statistics from non-COUNTER-compliant providers. A usage-statistics report from a provider that is not COUNTER-compliant can be uploaded, but it is a complex process to make the report Project-COUNTER compliant. (See also instructions for uploading reports from non-COUNTER-compliant providers.)
- Make subjective changes to your usage data, such as removing titles you may not subscribe to, or de-duplicating platform spreadsheets such as American Academy of Pediatrics and Highwire.
Click a subject title below to jump to information about that subject:
Video Introduction to DRS (includes the online DRS Form and SUSHI harvesting; separate Answer)
Project COUNTER Usage Reports Supported by DRS (separate Answer)
Counter DRS Request Form (separate Answer)
Dealing with Same Data from Both Vendors and Hosting Platforms (separate Answer)
Provider Updates (separate Answer)
The standard frequency of uploading usage-statistics reports is twice a year, covering the first half of the calendar year (January through June) and the full calendar year (January through December), respectively. A different twice-a-year reporting schedule is available upon request.
The mid-year collection occurs between August and October, and the full-year collection occurs between February and April. DRS collections occur based on a prioritized list of all clients, so the timing of your collection and notification of its completion depend on the priority level of your institution. If you need your reports sooner let Support know that you would like your institution set to a higher priority on the DRS collection list.
The Reporting Frequency field (located at the bottom of the DRS Form page) can only be edited by our staff and it is a legacy setting that is no longer relevant, given that Administration-Based harvesting happens two times a year for all customers.
If you are a new client, we will perform the first retrieval and upload of usage-statistics reports as soon as you let us know you are done filling out the DRS Request Form. Ongoing uploads will then be based on your predetermined schedule.
For the first batch of records, you don't need to fill out the DRS Request Form for all the providers if you don't have easy access to the complete access information for some providers. Instead, you can choose to have us only retrieve reports from those providers for which you have complete access information so you can have better understanding of how the software (360 Counter or Intota Assessment) works. Those providers for which you later fill out information in the DRS Request Form will part of the next regular retrieval and upload, but not in the initial load.
When you are ready for us to perform the first retrieval, notify the Counter DRS specialist who sent you the DRS welcome email by replying directly to the email. Within three weeks, you will be notified by email that your usage reports have been uploaded to your profile. Notification will include mention of any problems we encountered, and it will also include the raw report files we retrieved from your providers.
We recommend saving a copy of the raw report files in case you need to refer to them at a later date. Intota and the Client Center do let you download report files for approximately one year from when the report was uploaded; beyond that timeframe, however, the only option is to access a copy you have saved.
If you need to make any updates, please do so in the DRS Request Form. We only retrieve the usage statistics for providers that have complete access information on the Form.
Any updates you make will automatically take effect during the next scheduled retrieval and upload. You do not need to notify us when you update the Form.
There is no limit to the number of providers you can add to your Form.
- Date Created: 9-Feb-2014
- Last Edited Date: 28-Sep-2020
- Old Article Number: 7167