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    Intota: Getting Started with DRS (Data Retrieval Service)

    • Product: Intota

    What do I need to do to get set up with DRS so our usage reports upload automatically into Intota?

    Intota's DRS (Data Retrieval Service) retrieves, cleans, and uploads into Intota your Project-Counter compliant usage statistics reports from various vendors/providers/publishers.  Getting started with DRS is primarily a matter of filling out the DRS Request Form so that Intota has the necessary information such as which usage reports you want uploaded, and access information such as credentials for accessing a provider's SUSHI server.

    This document is designed to get you started as quickly as possible, it is not intended to be a complete guide to everything about Assessment capabilities in Intota.  The Assessment section of the Intota User Guide provides a more complete view of available documentation.
    This document has three sections; click the section title here to jump straight to that section:

    Getting Ready

    The Data Retrieval Service (DRS) relies on you having a working understanding of the tools in Intota.  If you are familiar with Intota and have already populated your Intota profiel with your database subscriptions, you can go over this section quickly and focus on the steps in the Getting Set section.

    A. Learn about Intota

    If you are unfamiliar with Intota, we encourage you to look at the following:
    Read Icon
      Read about Intota.
    Meeting / Webinar
      Attend or listen to a pre-recorded webinar to learn about Intota.

    B. Populate your Intota Profile

    It is important to ensure that your library's profile includes all the resources subscribed to by your library. When DRS uploades usage data into Intota, the vendor statistics will be associated with the COUNTER-compliant providers populated in your Intota profile:
    Read Icon
      Read about using the Intota Search Box to find your subscription resources in our Knowledgebase and add them to your Intota profile.

    C. Check Account Permissions

    To turn on permissions for library staff members to use Intota for assessment-related tasks, review the Resource Management section of permissions listed in Admin User Accounts.  In particular, these permissions impact one's ability to manage the library's DRS form, and work with usage reports and cost data within Intota:
    • Counter - ability to upload and view usage reports
    • Cost Data - ability to manage subscription costs in Intota
    • Administration - ability to view and update the Data Retrieval Service (DRS) form

    D. Fiscal or Calendar Year

    Intota needs to know which month during the year you want your subscriptions' cost-cycle to begin. For most libraries, this will be January, even libraries whose financial fiscal year begins in a month other than January.
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      Read about Fiscal or Calendar Year.

    Getting Set

     "Getting Set" means completing the tasks needed so that you are able to analyze your collection based on the usage reports and cost data in your Intota profile.


    A. Set Up Data Retrieval Service (DRS)

    To understand the scope of services offered via DRS, review the Data Retrieval Service article in the Support Center.  In the article you will find information, for example, regarding the two retrieval methods used for accessing your usage reports and uploading them to Intota:
    Meeting / Webinar
    Gather and store your providers' usage-statistics login credentials on the DRS Request Form. It is recommended that you provide Administration-based harvesting provider information first.  As soon as this is complete, we can move forward retrieving and uploading your usage reports for you. SUSHI Protocol Harvesting providers information can be entered as you have them and SUSHI setup will take effect automatically the following month.
    The request form lists all providers that are COUNTER-compliant.  Given that you may also want to use Intota to store login details for any of your providers that are not COUNTER-compliant, the Additional Statistics Metadata area within Intota’s Vendor Statistics Management page exists for such purposes.  While DRS is unable to service any non-COUNTER compliant provider, many libraries make use of the Additional Statistics Metadata area so that all usage statistics login credentials for the library are accessible in one place.


    B. Request That Serials Solutions Retrieve Usage Statistics

    After you have set up DRS, you will need to inform us so that we can retrieve and upload into Intota the first set of usage-statistics reports from your providers:
    Meeting / Webinar
      Respond to the email from the Counter Implementation Specialist, informing them your DRS Form is complete.
    The process of retrieving and uploading usage-statistics reports can take two to three weeks.

    C. Learn More About Working With 360 Counter Usage Statistics

    After you are informed that DRS has loaded your first set of usage-statistics into Intota, you will be ready to learn more about Assessment features and functionality in Intota by participating in a one-on-one training session:
    Meeting / Webinar
      Attend your scheduled 360 Counter training with a ProQuest trainer.

    D. Load Non-COUNTER-Compliant Usage Statistics

    Although the DRS can retrieve and load usage-statistics reports from many providers, it can only work with reports that are Project-COUNTER-compliant. There are some providers whose usage-statistics reports are not COUNTER-compliant, so we have instructions for how you can manually upload those reports into Intota:
    Read Icon
      Read about uploading non-COUNTER compliant usage data in the article Intota: Uploading COUNTER Reports.


    A. View Your Reports of Consolidated Usage Statistics

    If the Data Retrieval Service uploaded your statistics, you will be sent an email report showing the results of the uploads, along with the raw data from the information providers you selected. Save the raw data reports locally in case you want to upload them again at a later date.
    If you uploaded your own usage reports, you'll see the data has been "pushed" to the Consolidated Report about 12 hours later.
    Regardless how the usage statistics got into the Consolidated Report system, your consolidated reports are viewable in the Intota Assessment area, accessible from your Intota home page:
    Intota Assessment
    Note that if you do not see the Intota Assessment link, check your Intota account permissions.  The permission Statistics Tool or Counter needs to be set to View or View/Edit.
    Read Icon
      Review the Analyze your Collection section of the Intota User Guide for information about available reports and how to use the functionality in the reporting interface.

    B. Adding Resource Cost Information

    The Cost tool in Intota allows you to add payment information to resources at any level: collection, provider, database, or individual title (holding.) To add or edit payment information, find the resource in your Intota profile and click on it to go to its Database Details page.  The page contains a Cost section where payment can be added.
    Costs can be added individually to resources, or you can use the Cost Data Upload tool to bulk-upload costs:
    Read Icon
      Read about adding cost information to a resource.  The information also covers adding fund information to a payment.


    • Date Created: 6-Nov-2014
    • Last Edited Date: 8-Nov-2014
    • Old Article Number: 11560