Making Additions to Our Web Pages

It is a major challenge for frontline librarians and staff to keep up with the growing number and diversity of electronic resources the Rutgers University Libraries are adding in fulfillment of the Rutgers Digital Library Initiative. The process for acquiring and making available these new resources is complex, and many individuals are involved. If everyone works together, we can limit the stress of frontline personnel by making sure everyone knows about new resources before our users, who are sure to ask our help.

• Adding New Licensed Databases, Indexes, Journal Packages, and Catalogs
• Removal of Licensed Databases, Indexes, Journal Packages, and Catalogs
• Updates or changes to Licensed Databases, Indexes, Journal Packages, or Catalogs
• "Replacing" a product or vendor with another
• "Special" resources
• Non-licensed resources

Adding New Licensed Databases, Indexes, Journal Packages, or Catalogs

The following steps outline, in the order presented, the process of making the resource available and providing public notification. In some cases non-licensed resources may be added to the "Indexes and Databases" page or "Other Library Catalogs" page. These should go through the same process except that proxying is not required and Cataloging needs to decide to what level it gets entered into IRIS. Systems should be informed to keep the communications clear.

1. Selector(s)/CDC fill out and submit one of the following Networked Resources Request/Order Forms:
   • Central Funds Request Form
   • Selector Funds Order Form
   • Trial Request Form
   • 'Free' Electronic Access Request Form
2. Head of acquisitions, AUL/CDM, or their delegates (eg. digital resources coordinator) negotiate license.
3. Head of acquisitions, AUL/CDM, or their delegates (eg. digital resources coordinator):
   1. Arranges technical access, including registering IP addresses and obtaining the resource URL(s) and sub-section direct-access URL(s) (if applicable).
   2. Informs webmaster, systems, communications coordinator, head of acquisitions, the resource selector(s), cataloging, and others as appropriate of URL's and other necessary information.
4. Webmaster:
   1. Posts resource to the "Forthcoming Indexes and Databases" page.
   2. Requests that the selector(s) fill out the database description template available from the Style Guidelines for Database Descriptions page.
5. Systems:
   1. Enters the new resource into the proxy server
   2. Informs the digital resources coordinator, webmaster, and others that the resource has been proxied.
6. Webmaster:
   1. Upon recieving the description the Webmaster codes it as a "draft" web page and submits URL to the communications coordinator to write a news story.
7. Communications coordinator:
   1. Writes a news headline and text for the Web news pages and provides as a file to the webmaster and resource selector for coding and approval.
8. Webmaster:
   1. Emails the news and description URL's to members of WAC for comment (with a specific deadline).
9. Members of WAC:
   1. Comments on and suggests revisions to the draft description and news announcement.
10. Webmaster:
    1. Makes corrections to description and news announcement.
    2. Announces the imminent availability of the new resource to the RUL_everyone list (must be proxied first).
    3. Moves it from the "Forthcoming Indexes and Databases" page to the regular Web pages, as appropriate.

Removal of Licensed Databases, Indexes, Journal Packages, or Catalogs

The removal of licensed resources doesn't occur often, but it can be difficult and troublesome to completely expunge them from our system. There are essentially 3 reasons why a resource is removed:

1. The vendor cancels the resource.
2. The resource content is duplicated by another resource so the license is canceled and the resource removed.
3. A collection development group decides to cancel a subscription.

• Before the removal date:
  1. Head of acquisitions or delegate:
     1. Works with CDC to decide who is best qualified to fill out the Database Cancellation Template.
     2. Asks designated person to prepare the template and send to the Webmaster at least 2 week before the resource becomes unavailable.
     3. Notifies the webmaster, systems, and cataloging of the removal specifying the cut-off date and any special considerations.
     4. Asks for comments on process if necessary.
     5. Informs systems of the URL or domain name of the resource to be removed from the proxy (Note: need to check if any other resources are from this vendor).
     6. Announces the upcoming removal to RUL_everyone.
  2. Webmaster:
     1. The webmaster places notices of the upcoming removal on resource page (using the content from the db cancellation template).
     2. The webmaster schedules the removal of the resource from the Website on the latest possible work day before access is unavailable. [Re-announcement to RUL_everyone if necessary].
  3. Cataloging:
     1. Removes the appropriate records from IRIS.
• After the removal date:
  4. Systems:
     1. Removes the proxy information pertaining to this resource (if applicable, the vendor may need to be proxied for other resources).
  5. Head of acquisitions or delegate:
     1. Reviews to see if access has been removed and that the resource does not still appear in pick lists (eg. the vendor appears to allow a user to change to a database that is 'removed').

Updates or changes to Licensed Databases, Indexes, Journal Packages, or Catalogs

Occasionally vendors change resources or the access to resources by announcement, but sometimes in an un-forewarned fashion. There are several common changes that often occur.

1. Vendor server, domain name or URL changes (requiring either or both a change in proxy configuration or URL's)
2. Resource name change (requiring Web page and IRIS changes).
3. Scope changes. Resource has more, or less, offerings. May require updates if description of resource or indexing on the website or in IRIS.

A change that affects access is the most serious and needs to handled promptly. The other changes are important, especially if the name or content change is very different, but reaction time is not as immediately crucial.

Resource changes are received or noticed across the Libraries. All changes should be initially referred to the head of acquisitions or delegate.

URL change

1. Head of acquisitions or delegates informs:
   1. Systems, to review and correct the proxy server.
   2. Webmaster, update links on the website.
   3. Cataloging, to update IRIS.

Product name change

1. Head of acquisitions or delegates inform:
   1. Systems, to keep them current and so they can update their notes.
   2. Webmaster, to update links on the website. Typically a "see also" is prominently placed for about 30 days.
   3. Cataloging, to update IRIS.
   4. Announces to RUL_everyone the imminent change.

Scope change

1. Head of acquisitions or delegates inform:
   1. Systems, to keep them current and so they can update their notes.
   2. WAC chair, to review descriptions on the website.
   3. Webmaster, as an alert that a change is forthcoming.
   4. Cataloging, to update IRIS, if applicable.
   5. Announces to RUL_everyone the imminent change, if applicable.

"Replacing" a product or vendor with another

"Replacement" is similar to a "change" (above), however, it also involves, usually a change in vendor or a major product. A recent example of this would be the change from ProQuest Research Library to Academic Search Premier. The change requires all the steps in removing and adding a new product except that the timing, public relations, and perhaps amount of changes to IRIS and the website are much more extensive. In preparation for this kind of change the head of acquisitions should call a special meeting to sort out the best approach.

"Special" resources

Occassionally a resource is acquired that requires special handling for technical reasons. An example of this is Beilstein CrossFire which requires special instructions for configuring a special client/plug-in. In preparation for this kind of resource the head of acquisitions should call a special meeting to sort out the best approach.

Non-licensed resources

Much of the content on the website is not addressed by the above. Some exceptions to this route where announcement, placement, or documentation is not at issue. For content not listed below, please contact the webmaster.

• Corrections, updates, or insubstantial changes are sent directly to the webmaster.
• Research Guides work is sent directly to the webmaster.
• The communications coordinator manages the news page, and items for that page are sent directly to him.
• Staff resource materials are sent directly to the webmaster.
• Corrections to the 'Services' pages should be sent to Judy Gardner or the webmaster.
• Corrections to 'Ask a Librarian' should be sent to Natalie Borosovits.