ERM: Processing New Indexes and Databases (IDB)

Technical Services adds Index and Database (IDB) titles to the staff interface for UMaine only subscriptions. Multi-campus subscriptions are processed by Maine InfoNet

Requests to add new titles to the IDB interface will typically come from Deb through Sharon. The requests should include all the following information:

  1. Resource Name
  2. Resource URL
  3. Remote User URL (if different than Resource URL)
  4. Search Tips URL (if available)
  5. Source Journals URL (if available)
  6. Alt Title (if available)
  7. Description
  8. Coverage
  9. Locations (if more campuses than just UMaine)
  10. Subject Heading
  11. Genre

Steps for IDB Processing

1. Check for duplicates

a. Check the list of existing Indexes and Databases to confirm the title has not been entered
b. Check the list of Indexes and Databases in Mariner for title or title variations
c. Search URSUS to be sure a minimum-level record has not already been created; consider title variations

2. Indexes & Databases update

a. Go to the IDB web interface. [Designated staff have access.]
b. Modify existing record or add a new record;
c. Confirm Subject Headings are consistent with Mariner
d. Enter info from request
e. After you save the changes, right-click on title in Indexes list and copy the URL
f. Try the URL to see if it works.
g. If you get a proxy error, you’ll need to request the administrator update the Proxy Server
h. A title change in will cause an existing URSUS record link to break. Overlay any existing URSUS record with an updated record and generate a new link, described below.
i. If a database listing is deleted, notify Nancy Lewis so that it may be removed from the LibGuide A-Z Database List.

3. URSUS record creation

a. Catalog in URSUS (or update existing bib record)
b. If creating a record for export from OCLC, enter any authenticating URL only after the record has been brought over to URSUS
c. Record should have Orono order record attached
d. If exporting a record from OCLC, include a 949 3 3 line
e. Return to the IDB Staff Interface; hover over the appropriate, named link; right-click and ‘Copy link location’ (see step 1d above) and add as an 856 4 1 line in URSUS
f. The URL will read[Title]
g. In the event that a title change causes a record to be overlaid and a new URL generated, notify Nancy Lewis so that links in the LibGuide A-Z Database List may be updated accordingly.

4. Proxy Server update

a. For instructions see:

5. Notify UMS Library Community (IF resource is free or licensed system or statewide)

a. Send notice via the URSUS listserv, URSUS@LISTS.MAINE.EDU: [UMaine has added the following open-access databases to Mariner and URSUS. As these are free resources, please feel free to add your library to URSUS and the IDB record.]. Provide the resource title and a copy of the permanent link from URSUS in the e-mail.

6. Shared Subscription IDB Resources

a. For Indexes and Database subscriptions that apply across multiple campuses, a request must be sent to Maine InfoNet via the online Ticket system ( Transfer all pertinent information from the submission form or email to the ticket “Description” field.


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