Procedures for Setting Up a Database Resource

Purpose: to create bibliographic and order records in URSUS for remote databases with hyperlinks to online access. A record will also be keyed into the Mariner database for indexes and databases.  All steps except the order record creation handled by LAII Serials.

1. Receive Request  - will come to Sharon who will forward.   Head of Collections or subject specialist will generally provide information via the electronic resource form.  Periodically check the form results at : http://development.library.umaine.edu/staff/_private/form_results.htm.   If item requires payment the order process will be handled separately. 

2. Record in URSUS - The completed form should indicate bib number of existing URSUS record if available.   If not, search OCLC for an appropriate record or help copy.  If no record available, notify Sharon and set aside to search again next month.  

3. Add dummy item record (Albie)

• Go to the record Summary
• from the "View" pulldown choose "i ITEM"
• Click "Attach New Item" button
• Leave Call# blank and Click "Next"
• Edit the "I TYPE" field (Double-click "I TYPE" for a list of item types)
• Edit the LOCATION field:
  • 'oweb' for Orono
  • 'cyber' for System
  • 'cybsw' for Statewide
• Save

4.  Creating the order record. (LAI responsible for invoicing and orders)  Generally start with Acquisitions module.  Will be prompted by the system for fixed and variable field information.   Be sure to check values against the list given below:

a. In the fixed field:

• acq type = p (purchase) or f (free) or c (comes with paid title)
• location = oweb (Orono web resource) if the title is restricted to Orono; if access unrestricted the location=cyber for System or cybsw for statewide
• cdate = today's date
• requestor = l (library staff)
• div/sch= t, h or s (technology, humanities or social science)
• cat status = <ret>
• E price = <ret>
• form = b (datafile)
• fund = 768
• ord type = s
• rloc = 7 (serials acquisition)
• bloc = 7 (serials acquisition)
• status = c (on order); change status to 'f' when received
• vendor = Note: use vendor "none" for items paid from the Business Office by Susan Clement
  • Double click the fixed field.
  • From "Index" pulldown window select the keyword search. 
  • If code already exists a record will be retrieved. 
  • Check for match. 
  • Click "Use vendor code" button to apply

b. Be sure to add the order date. The system does NOT prompt you for this fixed field information!

c. Subject/department codes should be indicated on the checklist form by Deb.   (They are generally the same as for paper version. Question: still needed? Check with DR)

d. I> Insert the following internal notes:

• R> requestor: generally Head of Collections unless subject specialist expressly noted
• I> identity field: The text should be in all caps.   Please see the identity field page for options.
• Contact information including network support if provided
• Description note (password requirement, when and how to expect confirmation, initialization, etc.)

e. Recent high levels of fluidity with negotiations, publisher mergers, etc. require the following checklist:

• Check vendor code for match with invoice in hand.  If new vendor code is needed contact Meg in Acquisitions [procedure pending as of 8/30/07]
• Vendor address - make sure the address in the URSUS system matches the invoice in hand.  Office could relocate, etc.  Update as needed through the Acquisitions module.
• Fund code - check to be sure funding in given year has not been changed.  Should receive notice from Head of Collections.  (eg. Online to microform or Coke Fund, Buck Fund, etc.
• Check for any special handling notes provided by Head of Collections on copy of invoice, via email or on changes list

5. If the title is an electronic version of a paper publication, add 530 field: Also available on the Internet via the World Wide Web.

6. If access is restricted, add a 506 field: (Example: Available also on the Internet; restricted to institutions with  a site/user ID and password.)

7. Key record into Mariner database.

http://libraries.maine.edu/marindexesdb/indexesdb/masterlist.asp?SearchBy=?

NOTE: If there is a limit to the number of simultaneous users, please add a line to the end of the description field using html syntax as in the following example:

<p>
<b>Licensed Number of Users: 5</b>
<p>

8. Notify Tim via e-mail that title is ready for authentication process.

9. After Tim has notified us, add 856 field with appropriate subfield codes to facilitate URSUS web access.  (You can also check the URL Reference page )

• Restricted to Orono example: 85640 |uhttp://physicsweb.org/cgi-bin/Mags/PW/latest|zRestricted access (UM)
• Unrestricted example:   |uhttp://www.lib.uidaho.edu:70/docs/egj.html [Note that in this instance a subfield z is not required]

• If password/login is required, a note should be added to instruct patrons
• If the downloaded record contains additional 856 fields, handle as follows:
  • 856 with first indicator 0 - delete field [E-mail resource]
  • 856 with first indicator 1 - delete field [FTP resource]
  • 856 with first indicator 2 - delete field [TELNET resource]
  • 856 with first indicator 40 for indirect access to a web resource - delete

  Note: If 856 field(s) already present in the bib record, change tag to a 949 field.  Do not delete.

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Created by: Library Staff | Revised: 02/11/2013