Library:EResources&Access Documentation Statuses for Knowledgeworks

From UBC Wiki

The statuses in Knowledgeworks are mostly just "tags" and have no effect on the discovery nor access of a resource. The exception is "Not Tracked" which removes a resource from all public discovery & access.

Knowledgeworks statuses at the Database & Title Holdings level are used to Track our resources and indicate current or historical access. Statuses for the Licensing module are dealt with elsewhere.

Statuses are generally set at the Database level. If they need to be set differently at the Holding (Title) level, then the box “We subscribe to only some of the titles in this database” needs to be ticked at the Database level first, then statuses can be set at the Title level.

NOTE: Statuses display accurately only in the -Data Management- display, -Provider Details- display, -Database Details- display and -Holding Details- display. In the -Holdings List- and in -Search Results- they are only displayed as Tracked / Not Tracked.

Discovery & Linking (Visibility on the Public Side)

For all statuses except Not Tracked, a ticked “Display in…” box means the resource will appear in that public display (some conditions apply). Un-ticking a box removes the resource from view for that display tool.

Boxes that can be ticked are:

  • 360 Core – the ejournal Portal
  • 360 Link – the Citation Linker
  • 360 MARC Updates – generator of MARC records from Serials Solutions for the Catalogue
  • Summon – the overarching Discovery tool
  • Use database-level (custom or default) URL only for all titles in this database [almost never used]
  • Omit proxy from this database
  • We subscribe to only some of the titles in this database
  • Database List – an overlooked list within the 360 Core Administration Console (only important at a Database level) that activates/deactivates automatically for Subscribed/Not Tracked <= not really relevant to our usage of the Serials Solutions Suite

Overlap Analysis can be done for Journal resources with any status other than “Not Tracked”.

Data on Demand => all resources with a Status of something other than “Not Tracked”, and with the Display In 360 Core box ticked, will appear by default in a Data on Demand report.

Data Summary counts all Databases/Titles regardless of status. Only "Not Tracked" databases are not counted.

Intota Assessment includes stats provided in reports even if Title is “Not Tracked”.

[ Review Support Center answer ID 1593 & answer ID 2644 ]

Resource Statuses in Use

NOTE: in all statuses where 360 MARC Updates are said to be “ticked”, the exceptions are those resources where MARC records come from a source other than Serials Solutions (ex. titles Firm Ordered via YBP or certain Gale Databases).

NOTE: “Omit proxy from this database” is assumed to be un-ticked unless mentioned. The “We subscribe to only some of the titles in this database” will depend on the nature of the collection (ie all titles or only some in a Database)

Subscribed (used at Database & Title level):

  • Use only for current, active subscriptions
  • Tick – 360 Core, 360 Link, 360 MARC Updates (exception is certain resources where we get records from the vendor), Summon
  • Tick exception is for certain Library Specific Holdings Databases listing non-online items (ie Print & Microform). For those, tick on 360 Core only
  • Insert temporary Permission Button “License to be Analyzed” in Public All Titles Note Box (Database level) or Public Note (Title level) and notify Licensing

Purchased (c) (used at the Database level):

  • Used for purchased resources (they may or may not have continuing fees)
  • Tick – 360 Core, 360 Link, 360 MARC Updates (exception is certain resources where we get records from the vendor), Summon
  • Insert temporary Permission Button “License to be Analyzed” in Public All Titles Note Box (Database level) or Public Note (Title level) and notify Licensing

Freely Available (c) (used at the Database Level):

  • Used for resources available to anyone regardless of a subscription or purchase (a title that is “free” because of a subscription to something else is not “Freely Available (c)”
  • Tick – 360 Core, 360 Link, 360 MARC Updates (exception is certain “free” Databases where titles are unstable and change frequently), Summon
  • Tick – Omit Proxy from this database
  • Insert Permission Button “Freely Accessible Resource”

Trial (used at Database & Title level):

  • Use this for Trials Public (open to patrons – has a Resource page) or Private (only invitees have access)
  • If Public:
    • Tick for Display – 360 Core, 360 Link, Summon
    • Leave off – 360 MARC Updates
    • Insert temporary Permission Button “License to be Analyzed” in Public All Titles Note Box (Database level) or Public Note (Title level). Also, insert link to Feedback (same as Resource page)
  • If Private:
    • Leave off all - 360 Core, 360 Link, 360 MARC Updates, Summon
    • Edit or add info as described in document “Trial Workflow”
    • When trial ends, and if resource is not bring purchased, change status to “Trial [Archived] (c)”

Trial [Archived] (c) (used at Database & Title level):

  • Use this for all past trials if resource not being activated right away
  • UnTick all – 360 Core, 360 Link, 360 MARC Updates, Summon
  • UnTick any Notes displaying to public
  • Note in the Long Database Description if was a Private Trial
  • Follow workflow as described in document “Trial Workflow”

Archived (used at the Database & Title level):

  • Resource always starts with another status other than “Not Tracked”
  • Used when something historical needs to be preserved and doesn’t fall into another status. If needs to be discoverable by the public, should fall into another status
  • Un-tick – 360 Core, 360 Link, 360 MARC Updates, Summon and any note Display boxes

Perpetual Access (c): (Generally used at the Title level)

  • Use this for transferred, cancelled or expired Databases where perpetual access as expressed in a License and access needs to be displayed to patrons
  • Edit coverage as needed
  • Turn on all – 360 Core, 360 Link, 360 MARC Updates, Summon
  • Activate / edit Public Notes as needed
  • Leave Permission Button in place
  • Add an explanatory note for internal purposes if needed (ie Cancelled December 2012)
  • If some Titles still “Subscribed” in the Database, leave Database as “Subscribed” and just set Title statuses as needed

Expired (c) (used at Database level):

  • Use this for Databases that had a stated or implied life span (ie SAGE Premiere 2009) and have reached the end. These are generally packages that are then replaced by new packages. Bear in mind…
  • If no Perpetual Access expressed in the license:
    • Leave off all – 360 Core, 360 Link, 360 MARC Updates, Summon
    • Turn off Public Notes, but leave in place
    • Leave Permission Button in place
  • If there is Perpetual Access expressed in the license for Titles:
    • Set Database status to “Expired (c)” and Title statuses to “Perpetual Access (c)” as above

Transferred (c) (used primarily at Title level):

  • Use this for subscriptions that moved to a new publisher/Provider. *But make sure access is transferring first*
  • If no Perpetual Access (on the former site) is expressed in the license:
    • Leave off all – 360 Core, 360 Link, 360 MARC Updates, Summon
    • Turn off Public Notes, but leave in place
    • Leave Permission Button in place
    • Add an explanatory note (ie Title transferred to Oxford in 2013)
  • If there is Perpetual Access expressed in the license:
    • Set Title status to “Perpetual Access (c)” as above
    • Add an explanatory note (ie Transferred to Oxford in 2013)

Cancelled (used at Database & Title level):

  • Use this for cancelled subscriptions
  • where there is no Perpetual Access:
    • Un-tick all – 360 Core, 360 Link, 360 MARC Updates, Summon
    • If used at the Database level for a Database where “We subscribe to only some of the titles in this database” is ticked, leave that ticked to maintain Title list
    • Turn off Public Notes, but leave in place
    • Leave Permission Button in place
  • If there is Perpetual Access expressed in the license:
    • For a single Title subscription, set Title status to “Perpetual Access (c)” as above
    • For a Database subscription, set Database status to “Cancelled” , tick “We subscribe to only some of the titles in this database” and turn on 360 Core, 360 Link, 360 MARC Updates, Summon listing at the database level. Activate / edit Public Notes as needed and leave Permission Button in place. Set individual Titles to status “Perpetual Access (c)” as appropriate, other Titles will become “Cancelled”

Under Review (used at Database & Title level): *Rare*

  • Use this for resources (usually new) where one or more aspect (License, Technical, Cost) is being reviewed / negotiated.
  • Leave off all – 360 Core, 360 Link, 360 MARC Updates, Summon
  • Turn off Public Notes if any
  • Note: might be used temporarily for a resource in the Renewal Phase if negotiation or problems went beyond end date of subscription and therefore affected access

Subscription Declined (used at Database & Title level): *Rare*

  • Use for “Direct-to-Purchase” resources (no Trial) or new Print + Online journals that can’t be completed due to a License, Technical or Cost problem
  • Notify E-R&A Librarian right away
  • Leave off all – 360 Core, 360 Link, 360 MARC Updates, Summon
  • Note problem (ie for Print + Online titles, attach to the “Terms not Acceptable” Note)

Not Tracked (used at Database & Title level):

  • Default status of all resources
  • This is used for untouched Databases. All Databases that have been activated at some point will have one of the other statuses – unless Database used by mistake and resource later switched to a “better” Database




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