5. E-book Library

Login steps

If you’re onsite at the Frick, once you’ve clicked on the “Connect to e-book” link in a record, you should be able to then click on the blue “Read Online (available) link” and use the “Login as Frick user” link for access (we need to work with EBL to try and tailor that wording a bit more). Or you can create a login for yourself. If you do that, you can then use your login to access the Frick’s EBL titles from offsite.

One catch about our allowance of logging in anonymously as a Frick user: if a guest Frick user rents/STLs a book, it is only available to them at that time; the 7-day loan is not in effect. From EBL:

“When a user opts for the 'guest user' access, a temporary userID is created on the fly in the background for that session. If the user comes back later that day and access the book again, then a new userID is generated. Which means that you'll have 2 STLs for that title. Unfortunately that's the downside for allowing walk-in access to your DDA titles.”

Usage Guidelines

• • For titles that we don’t own, user has 5 minutes to browse a title before deciding whether or not to create a loan (STL - short term loan); after 5 minutes, a message will ask the user if they want to continue with a loan. For titles that we do own, the user has 10 minutes to decide about a loan.

  • If the user wants to print, copy, or download before they’ve created a loan, they will also see that message prompting them to create a loan first

  • A STL lasts for 1 week

  • We have 325 loans/title/year

  • Download loan length: 7 days

  • We have established a $50 limit on non-owned books. What this means is that books less than $50 to purchase will automatically be purchased, but e-books above this limit will send a request to the library. Need to confirm this...

  • Usage alerts will be sent to Sara when:

    • there is a single STL of a title

    • we have only 25 STLs left on an owned title that year

    • mediated STLs

Usage Reports

Each time there is a rental instance, Sara receives an e-mail to this effect. The rentals are then also noted in LibCentral’s (http://frick.j.eblib.com/EBLWeb/libCentral/LoginAction.do) Reports -> Invoice Reports section (can take a minute to load). Specifically to get a sense of STL costs, search by Invoice Type (in the upper right corner). Select Short Term Loan and then it limit the view to those transactions only. From there you can download the data into a spreadsheet which will show only the cost of the STLs. We’re interested in the “cost” column.

We can also track which titles have the following usage under Reports -> Usage Reports: browse online, read online, downloads, turn away, pages access. This detail goes to the user level.

EBL Price Document Guidelines

We have created an EBL price document (see below or go to https://docs.google.com/spreadsheet/ccc?key=0Alg27u7pZclWdEVkMHU3T0kwNE5ndWZJM3VGWm1pbVE#gid=0) that will be our method of tracking our STL spending and how close we are to reaching the 75% of purchase price cap that we’ve placed on our EBL titles. Once we’ve reached 75% of purchase price, the title will be sent to FARL BSC for review.

To update the price document, each time there’s a rental instance, Sara will check the price doc to see if the title is already there. If so, she can just update the “STL loan instances” column, which will automatically update how close we are to the 75% cap. If the title hasn’t been checked out before, Sara will go into EBL’s LibCentral (http://frick.j.eblib.com/EBLWeb/libCentral/, SHolladay/Helen1984) to find the “STL cost (individual)” under Reports -> Invoice Report -> Cost column. To get the “Purchase price of ebook” number, you must click on the book title from within that Invoice Report and use the non-linear lending price. The STL price could be found here as well.

This document will continue to be updated as check outs occur and titles that reach the 75% cap will be reported to the BSC.

Print and Copying Allowances

The print allowance for EBL eBooks is generally 20% and the copying allowance is 5 % of the total pages – this resets after 6 weeks. Though in some investigating it looks like subsequent downloads of the same title offer less printing and copying allowances (so download #2 might only be 10% for printing; not 100% sure on this as it was reported by another institution, not directly from EBL).

Proxy/WAM/Offsite access

EBL is not compliant with WAM so our offsite access is limited to users who create logins while initially onsite at the Frick. These can be either staff or walk-in users.

From EBL:

“Users who are within your IP range create their own EBL accounts. Once users have created an account, they can access your EBL titles from anywhere. A couple of things to think about: we can enable a guest/walk-in option, but if the walk-in user in within your IP ranges, they would be able to create an account. This would mean that they could then access titles outside of the library. However, you will have access to the administrative portal which allows you to manage patrons and you could always go in and delete accounts from these unaffiliated users. If you think the chances of walk-in users creating their own accounts is minimal, this is the easiest option. We can do some customizing of the patron login screen to tell walk-in users to use the 'guest login' option.

It's not a problem for us if any non-Frick staff members create an account and use it from home since you define your 'user group'.”

Short Term Lends (STLs)

From EBL:

“Usually STLs are 5% to 20% of list price. If you allow one-day loans the average will be probably 8%, depending on the publishers (all of these depend on the publishers your patrons prefer). No, STLs do not count toward purchase; if they did, we’d long since have gone out of business. Why? Because you will buy VERY few books. You will save a great deal of money by renting, since most books patrons borrow will be borrowed only once or twice.”

Purchasing a Title

If the BSC has requested that we purchase a title, all purchases should be made through YBP's GOBI.

Removing a Title from LibCentral

Sometimes the Frick BSC requests that a title be suppressed/removed from the catalog. Often this is because a STL is not available for a title, or the cost of loan or purchase is prohibitive. Steps to do this are as follows:

Log in to LibCentral: https://frick.ebookcentral.proquest.com/libCentral (sholladay/Helen1984 for all admin modules)

Search for title in question under Search Catalog

Once found, tick the Select box in bottom right corner of the record and select Update Selected from options above in bold

A pop-up will open and you can just turn Visibility to Off and the title will automatically be added to the DDA_EXCLUDE list which is a suppressed list. The profile will respect these changes and not re-enable the title moving forward. Then Save changes.

This process needs to be repeated on each of our LibCentral modules (https://nyarc.ebookcentral.proquest.com/libCentral/Login.aspx?r=needlogin and https://moma.ebookcentral.proquest.com/libCentral/Login.aspx?r=needlogin) to be entirely removed.

WorldCat Cataloging Partners (WCP)

Full MARC records are ordered from WCP by EBL on a monthly basis and edited according to our WCP profile that is maintained via the OCLC Online Service Center:

https://www.oclc.org/webapp/wcs/stores/servlet/OSCPortal?storeId=10051

User ID: farl

password: missfr1ck

To view/modify our WCP EBL Profile Summary: Select OCLC Services > WorldCat Cataloging Partners

Click Continue to advance through our current subscription and view the summary page.

Please see the summary for details about the customized fields that are added to the MARC records.

When records are ready for pick up, an email is sent to Sara. Records are picked up via YBP's FTP site (use Chrome): ftp://ftp.ybp.com/dda/ (frick/5aT9wa)

Bibliographic Record Adds and Deletes

MARC files of new records are distributed on a weekly basis, usually Thurs/Fri and are loaded into Millennium using LOAD K (EBL) load profile. An e-mail alert will come that new records are available at ftp://ftp.ybp.com/dda/. Use frick/5aT9wa as login.

Monthly Deletes Process

Deleted records come via e-mail from ProQuest near the start of each month. The match point for deleting records in the system is the EBC ID. This number appears in the 935 field in Millennium. The incoming deletes from EBC carry this number in the 001. Procedure for deleting records:

1. Open delete record zip file from link in PQ Ebook Central's e-mail. Open delete MARC record file in MarcEdit (MARCTools). Input file = where the delete record file was saved; output file needs to be in MRK extension. Execute and note the number of records processed to be recorded on wiki in EBL Deletes and Adds spreadsheet.

2. Click Edit Records and Tools -> Swap Data Fields to move the 001 to the 935 and include subfield a. Sort Modified Field remains checked. Process, check that modifications were made and 001 was replaced by 935 and close. Then go to File ->Compile file into MARC and save as EBL Deletes Final.

3. Using Data Exchange in Millennium Admin, load the records using the Locally Created Load Process. Get PC ->pick EBL Deletes Final file and give it a .lfts extension and run. Select the file, pick Prep ->Start and make sure the input and output numbers match. Close and select the file created with the lmarc extension. Run the LOAD K (EBL - m2tab.ebl) load profile. This load profile matches on the 935 EBC ID. *IMPORTANT: Be sure to check Use Review File

4. Go to Create Lists and copy the review file for the load into an empty list. If records were overlaid and created, you need to copy both sets of records; one at a time. Start with Load: Overlaid Records for EBL Deletes Final (click "yes" to remove).

5. Go to Delete Records and delete the records contained in the review file - select file and Start, pick 2nd option to delete bib record and all attached. Repeat if you have multiple review files for overlays and inserts (Load: Inserted EBL Deletes Final into empty file).

6. Record number of deleted titles in spreadsheet on wiki.

Weekly Adds Process

1. YBP will send an email roughly each week with an alert that new discovery DDA records are available. Go to ftp.ybp.com, enter login (see above) and click on DDA -> then right click and save specific file. Open using MARCEdit (MARCTools). Grab input file from place it was saved, for output file select mrk extension and execute.

2. Check the number of records and note for now.

3. Open Data Exchange in Millennium Admin. Select Process ->Load records via locally created load profile -> Get PC, grab file from where it was saved and upload. Change the extension to .lfts.

4. Highlight file, Prep, and Start. Check the number of records again to make sure it matches what you saw in step #2.

5. Select file with the lmarc extension and pick Load K (Load EBL) and load. Make sure there are no errors and all titles loaded.

6. Update the Adds and Deletes summary spreadsheet (below) with record counts.