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Guide to the Knowledge Base
October 2012
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Contents 1. ABOUT THIS DOCUMENT ..................................................................................................................................................................................... 4
1.1. Service Configuration v Knowledge Base ............................................................................................................................................................ 4
1.2 Support ............................................................................................................................................................................................................... 4
2. INTRODUCTION .................................................................................................................................................................................................... 6
2.1. Logging In ........................................................................................................................................................................................................... 7
2.2. Using the Navigation ........................................................................................................................................................................................... 8
3. BASICS .................................................................................................................................................................................................................. 9
3.1. Forgotten Password ............................................................................................................................................................................................ 9
3.2. Viewing local and other holdings ......................................................................................................................................................................... 9
3.3. Add an Entire New Collection .............................................................................................................................................................................11
3.4 Deselect a Collection ..........................................................................................................................................................................................12
3.5 Managing your library holdings in Excel .............................................................................................................................................................12
3.6 Sorting (Ranking) Collections .............................................................................................................................................................................13
4. ADVANCED ...........................................................................................................................................................................................................14
4.1. Add a new collection ..........................................................................................................................................................................................14
4.2. Add a new collection via File upload ...................................................................................................................................................................14
4.3. Add a collection Title by Title ..............................................................................................................................................................................14
4.4. Date Formatting..................................................................................................................................................................................................14
4.5. Modifying a Collection ........................................................................................................................................................................................15
4.6. Searching for a Collection ..................................................................................................................................................................................15
4.7. Understanding your Search Results ...................................................................................................................................................................15
4.8. Selecting an Entire Collection .............................................................................................................................................................................15
4.9. Modifying a Collection via File Download............................................................................................................................................................15
4.10. Deleting titles that are not part of your collection .............................................................................................................................................15
4.11. Modifying Coverage Information .....................................................................................................................................................................15
4.12. Modifying Other Information ............................................................................................................................................................................15
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4.13. Saving Your File .............................................................................................................................................................................................15
4.14. Uploading your file to your Knowledge Base ...................................................................................................................................................15
4.15. Action Panel Values .......................................................................................................................................................................................15
4.16. Modifying a Collection on a Title-by-Title Basis ...............................................................................................................................................15
4.17. Share a Collection ..........................................................................................................................................................................................16
4.17.3. Subscribe to a Collection .............................................................................................................................................................................18
4.18. Add Free Access Content ...............................................................................................................................................................................19
4.18.1. Open Access in Resolver ............................................................................................................................................................................19
4.18.2 Open access collections found in Collection Management ..............................................................................................................................20
4.18.3 Display links from gov and .edu, Internet Archive and Project Gutenburg .......................................................................................................21
4.19 Adding Notes ......................................................................................................................................................................................................22
4.20 Modify title information........................................................................................................................................................................................23
4.21 How to construct your A-Z List URL....................................................................................................................................................................25
4.22 Limit by IP Address ............................................................................................................................................................................................26
4.23 Link to Google Scholar .......................................................................................................................................................................................27
4.24 Check Recent Administrator Activity ...................................................................................................................................................................27
5. CONFIGURATION SETTINGS ..............................................................................................................................................................................28
5.1. Configuration Settings ........................................................................................................................................................................................28
5.2. Configuration Settings for the knowledge base ...................................................................................................................................................29
5.3. Configuration Settings for Specific Providers ......................................................................................................................................................30
5.4. Publish all holdings in the World Catalogue ........................................................................................................................................................32
5.5. Not publish holdings in the World Catalogue ......................................................................................................................................................32
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1. ABOUT THIS DOCUMENT This document provides an overview of the main administration activities for the Knowledge Base. It is divided into X section
About this document
Introduction
Basics
Advanced
Configuration
1.1. Service Configuration v Knowledge Base Throughout this document we refer to the Knowledge Base. This is a database of content your library has available to your users and which the librarian (or nominated person) administer. The Knowledge Base is one component of the OCLC suite of products that are accessed via the Service Configuration. NICE has only purchased the Knowledge Base. Although the other products can be viewed they are not available and will not function. As the Knowledge Base is part of the suite of products it is accessed via the Service Configuration and this is why you see this term throughout the administration pages of the Knowledge Base 1.2 Support If you would like to watch and listen to one of the training sessions given by the OCLC trainer then please visit the NHS Evidence website at http://www.evidence.nhs.uk/about-us/marketing-resources If you have questions regarding the Knowledge Base please contact OCLC at the UK helpdesk at [email protected] The OCLC UK helpdesk is open from 9.00am – 5.30pm, Monday to Friday except UK public holidays. Tel: 0114 267 7502 or 0845 267 7502 local rate.
If you have technical problems relating to HDAS please contact NHS Evidence at [email protected] Contact your regional Knowledge Base and Link Resolver Lead – see below
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SHA Link Resolver Lead
East of England Andy Parrett- [email protected]
East Midlands Sarah Massey - [email protected]
London Melinda Singh - [email protected]
North East Mark Chambers - [email protected] Linda Mace-Michalik - [email protected]
North West Anne Roberts - [email protected]
South East Coast Jane Wilson - [email protected]
South Central Helen Williams - [email protected]
South West Jenny Toller - [email protected]
West Midlands Bertha Low - [email protected]
Yorkshire & Humber Sarah Massey - [email protected]
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2. INTRODUCTION The Knowledge Base is the database that allows you to manage the collections of resources available to your users. It is mapped to Athens, so when your users use HDAS, they are presented with content purchased or made available to them by their library service. The Link Resolver creates a hyperlink between the search result and the content (i.e. the article). In order to provide a good user experience it is important that administrators of the Knowledge Base familiarise themselves with the system. If errors are made in the Knowledge Base then these errors will affect the ability of the link resolver to create the correct links. In the majority of places the administrators will only need to do manage their own local collection. All your holdings information from the old Knowledge Base has been migrated to the new Knowledge Base – so apart from checking all is correct – you probably don’t need to do anything. But:
If you purchase a new resource you will need to add this to the Knowledge Base.
If it is not available in WorldCat you simply need to create it – either by uploading an Excel file, or creating it within the Knowledge Base.
If you choose you can share a collection with other libraries.
If a library shares a collection or a title with your library – all you need to do is subscribe to the collection/title Things you don’t need to do:
The national core content collections will be managed by NICE and can be left alone
Regional collections will be managed by regional administrators and can be left alone It is recommended to use Firefox or Google Chrome to have a better user experience.
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2.1. Logging In In order to access your Knowledge Base login to the Service Configuration at https://worldcat.org/config/SignIn.do. Once you have logged in the top left had corner you will see a drop down list where you select the organisation you wish to administer. Click Go. If you have one organisation – there will only be one to choose from.
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2.2. Using the Navigation On the left had side you will see a navigation panel. The WorldCat Knowledge Base is the option you will use to manage your holdings.
The four function of the Knowledge Base are:
Settings
Click on this to configure your system-wide Knowledge Base settings. Some information, such as your institution name and available OCLC symbols, is retrieved from the WorldCat Registry.
Collection Management Click on this to manage the collections available to your organisation. Collection can be added, modified and shared.
Library Holdings Click on this to upload or download all of your library holdings, and to upload or download titles per collection.
Activity History Click on this to monitor administrator activity. This is especially useful for tracking progress when uploading large data files.
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3. BASICS
3.1. Forgotten Password
If you have lost your password you can reset it by clicking on the ‘forgot your password?’ link as highlighted in the screenshot on the right hand side. 1. Go to the Service Configuration at https://worldcat.org/config/SignIn.do 2. Click ‘Forgotten your password?’ and following the instructions
3.2. Viewing local and other holdings 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Collections Management 2. Tick ‘My holdings’ as shown in screenshot below and click search. This limits results to collections, providers, or titles already in your institution’s
holdings. 3. Leave the search box blank to find all collections, providers, or titles available in the Knowledge Base or enter in specific terms you wish to search. 4. If you would like to do a wildcard search then use * for example nur* 5. It is possible to search by Collection, Title, or Provider
Note: If searching by Collection does not return the
collection you expected, try searching by Provider.
Searching by Provider will return a list of all
collections available in the WorldCat Knowledge
Base from that provider. The collection you are
searching for might be available, but named
differently in the Knowledge Base.
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The filter option allows the search to be filtered by
a) Open access b) Locally Created c) Collections that are shared with my library
It is also possible to browse by collections and providers using the A to Z list. To do this click on the browse by collections and providers link underneath the filters.
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3.3. Add an Entire New Collection If the collection is already in the global WorldCat Knowledge Base you can add the entire collection to your holdings. For other ways of adding a collection see the advanced section of this guide. Please note that if you add an entire collection you will not be able to edit/modify it. 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Collections Management 2. Search for a collection by title or publisher or aggregator i.e. Proquest
3. Collections available in the global WorldCat Knowledge Base are presented 4. Find the collection you wish to add the entire collection to your institution’s Knowledge Base and click ‘select collection’. It may take a few
seconds to refresh and it will then inform you the collection is locked for indexing. This means the collection is being added to your collection, which may take some time.
5. If you select an entire collection you cannot edit. If you wish to add specific titles you will need to add each title by title. 6. If you want to find the status of indexing look at the Activity History – found in the left hand navigation panel
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3.4 Deselect a Collection To deselect a collection click the ‘deselect collection’ button. Please wait while it refreshes.
3.5 Managing your library holdings in Excel
You can download a copy of all titles or just those in your collection. You can then open the spreadsheet in Excel and make amendments, and then upload your edited spreadsheet to the Knowledge Base. It will take a few moments to refresh. To do this, follow the OCLC guidance available on the NHS Evidence website http://www.evidence.nhs.uk/about-us/marketing-resources
When you download the spreadsheet it will be in KBART format. KBART (Knowledge Bases and Related Tools) is a protocol which aims to improve data exchange between publishers and link resolver providers in order to improve the functionality of Open URL. For field name definitions see http://www.uksg.org/kbart/s5/guidelines/data_field_labels Download an example OCLC KBART spreadsheet from http://www.oclc.org/support/knowledgebase/fullkbart.xlsx
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3.6 Sorting (Ranking) Collections The sorting of collections allows you to state your preference for the order in which users see collections. 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Settings 2. Select Provider Result Sorting – the list of collection available to the institution are listed 3. Drag and drop rows to customise your preferences for the order in which links will appear to your users. 4. When finished, click Save Changes, or Reset to start over
BioMedCentral
EBSCOhost
EBSCOhost EJS
Elsevier
Highwire Press
National Library of Medicine
Silverchair Information Systems
Wiley
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4. ADVANCED On the right hand side of this page there is an embedded Adobe Acrobat document which is provided by OCLC and explains how to add a new collection. To view this document double click on the document and this will open in Adobe Acrobat Document Reader. If you cannot open the document there is a copy on the NHS Evidence website at: http://www.evidence.nhs.uk/about-us/marketing-resources. This document explains how to do the following:
4.1. Add a new collection
4.2. Add a new collection via File upload
4.3. Add a collection Title by Title
4.4. Date Formatting
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4.5. Modifying a Collection On the right hand side of this page there an embedded Adobe Acrobat document which is provided by OCLC and explains how to modify a collection. To view this document double click on the document and this will open in Adobe Acrobat Document Reader. If you cannot open the document there is a copy on the NHS Evidence website at: http://www.evidence.nhs.uk/about-us/marketing-resources. This document explains how to do the following:
4.6. Searching for a Collection 4.7. Understanding your Search Results 4.8. Selecting an Entire Collection 4.9. Modifying a Collection via File Download 4.10. Deleting titles that are not part of your collection 4.11. Modifying Coverage Information 4.12. Modifying Other Information
4.13. Saving Your File
4.14. Uploading your file to your Knowledge Base
4.15. Action Panel Values
4.16. Modifying a Collection on a Title-by-Title Basis
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4.17. Share a Collection A collection can be shared to any other library. Sharing a collection includes two steps.
A library makes a collection available for sharing with another library or libraries
These libraries then subscribe to a shared collection and they can then access it
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4.17.1. Sharing your complete holdings with other libraries
1. Click on the Library Holdings in the left hand side navigation panel and select Holdings Sharing 2. Select the Share My Library Holdings tab to share collections with others 3. Type in names of libraries with whom you want to share all your collections. There is a typeahead feature so if you start typing ‘stock’ it will show
libraries with ‘stock’ in their name. 4.17.2. Sharing on a collection-by-collection basis 1. Select a collection from the Collection Management 2. Click on the “Share” tab
3. Type in names of libraries with whom you want to share all your collections. There is a typeahead feature so if you start typing ‘stock’ it will show libraries with ‘stock’ in their name.
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4.17.3. Subscribe to a Collection When one library shares a collection with another library, the library to whom the collection is being shared needs to subscribe. 1. Click on the Library Holdings in the left hand side navigation panel and select Holdings Sharing 2. Select the Share My Library Holdings tab to share collections with others 3. Select the tab ‘Subscribe to Another Library Holdings’ to accessed collections shared with your library by others
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4.18. Add Free Access Content To adding open access content there are three options: 1. Make all open access materials available to your users. 2. Add open access collections found in Collection Management for example Biomed Central 3. Display links from the Master WorldCat (it is unlikely you will use this option as this provides access the freely available US content)
4.18.1. Open Access in Resolver Use the "Open Access in Resolver" setting if you want links to all open access materials to appear for your users. To use this option: 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Settings 2. Select Knowledge Base and scroll to the bottom of the screen 3. The ‘open access in resolver’ enables all open access content to be added to your holdings 4. Choose "Use Proxy" if desired, but most libraries do not choose this 5. Scroll to the bottom and click Save Changes button.
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4.18.2 Open access collections found in Collection Management You have the option of adding open access collections by clicking on the Collection Management link in the left hand navigation panel. To add an open access collection:
1. Search for an open access collection by clicking the "Open Access" box on the Collection Management search screen. If you would like to do a
wildcard search then use * for example nur* 2. Select the collection you wish to add. The selection will lock for indexing. 3. Once selected the collection is automatically saved.
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4.18.3 Display links from gov and .edu, Internet Archive and Project Gutenburg
If you would like to display links from the Master WorldCat Record which provides .gov and .edu, Internet Archive and Project Gutenburg click on My WorldCat.org link in the left hand navigation panel. To use this option:
1. Click on the ‘Full Text and Open Access Links’ link and select the box ‘Links from Master WorldCat record 856 and 956’
2. All options are automatically selected and you will need to uncheck the boxes you don’t want. 3. Save changes
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4.19 Adding Notes
You can add notes to all collections by selecting the properties tab. Once you have made changes please remember to click on the save button. ‘Notes’ will be seen by all users and ‘Staff Notes’ will only be seen by Knowledge Base administrators.
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4.20 Modify title information You may need to modify a collection to mirror your subscription, for example, you may need to modify date ranges. However, not all collections can be modified. Look out for the pencil icon which means the titles in the collection can be modified. When you see the pencil icon on the right side of a collection, as in the screenshot below – the American Academy of Pediatrics - this means the titles in this collection can be modified.
Click on the name of the collection (i.e. American Academy of Pediatrics) and you will see the list of titles in the collection. You will see the pencil icon in the centre just next to the ISSN. Click this icon and a pop-up window will open containing the fields that can be modified.
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A warning for users using Internet Explorer v7 and below. There is a known bug where the save button can sometimes disappear. When this pop window opens scroll to the bottom to see if the save button is present. If not, move the mouse outside the pop up window and double click your left mouse button and you should see the save button appear.
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4.21 How to construct your A-Z List URL As part of the Knowledge Base your library has its own A-Z list.
To access your A-Z list the URL is http://nhsATHENSID.on.worldcat.org/atoztitles. Please replace the ATHENSID with the Athens ID for your organization. For example: http://nhs86474.on.worldcat.org/atoztitles
Please note that your users will also be able to access local content via the NHS Evidence A-Z list located at http://www.library.nhs.uk/booksandjournals/journals/default.aspx. The user will need to be logged into HDAS with their NHS Athens.
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4.22 Limit by IP Address 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Library Holdings 2. Select Limit access by IP address and enter your IP 3. Use (+) to add more 4. Save changes
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4.23 Link to Google Scholar
1. In the left hand navigation panel select WorldCat Knowledge Base and go to Library Holdings 2. Select Google Scholar Settings 3. Tick the option – “Send my holdings to Google to create links in Google scholar” 4. Complete the form and ‘Save Changes’
4.24 Check Recent Administrator Activity
The Activity History lists a history of your institution’s recent tasks and data activity. This is especially useful for tracking progress when uploading large data files, to see what’s new, or the status of changes you make to collections 1. In the left hand navigation panel select WorldCat
Knowledge Base and go to Activity History 2. Click Show only this task to narrow results to one task.
Then click View all activity history to return to the main screen
3. This can be viewed and/or downloaded as an Excel file
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5. CONFIGURATION SETTINGS
5.1. Configuration Settings 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Settings 2. There are three sections to the Configuration Settings
Knowledge Base
Use this screen to configure your system-wide Knowledge Base settings. Some information, such as your institution name and available OCLC symbols, is retrieved from the WorldCat Registry.
Provider Specific
Allows settings for linking to specific provider data. If you do not configure these provider settings, “view now” links to materials from these providers may not work properly and links for resource sharing may not appear or may not work properly. If a provider is not listed, no additional configuration is necessary.
Provider Result Sorting
This allows you to determine the order in which providers are ranked as a link in the user’ search result. See Sorting (Ranking) Collections
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5.2. Configuration Settings for the knowledge base The configuration settings are the actions required to make the knowledge 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Settings 2. Select Knowledge Base
OCLC Symbol (to set holdings in WorldCat)
UKWDD
None
WHAT TO DO - The OCLC Symbol is only required if your library plans to set holdings in WorldCat. If you are not setting this up, you can ignore this setting. If you are setting up this process, you should choose 'UKWDD'
License Manager display?
On
Off
WHAT TO DO - This setting should remain at the default (which should be 'on')
EZProxy base URL: Example value: http://ezproxy.oclc.org/login?url=
WHAT TO DO - If you use a proxy contact OCLC at [email protected]
EZProxy username (optional):
EZProxy password (optional):
Proxy hostname: Example value: proxy.oclc.org WHAT TO DO - If you use a proxy contact OCLC at [email protected] Proxy username (optional):
Proxy password (optional):
Open Access in Resolver - Setting for Open Access in Resolver
journals
ebooks
Use Proxy
WHAT TO DO - This is the setting for Open Access in Resolver to include all open access content in my collection for journals or eBooks. Choose "Use Proxy" if desired, but most libraries do not choose this. See section Add Free Access Content
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5.3. Configuration Settings for Specific Providers Some content providers require additional information added to the Knowledge Base. 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Settings 2. Select Provider-Specific 3. Following the instructions provided below
Provider Instruction
China National Knowledge Infrastructure (CNKI)
Settings for linking to CNKI titles: Base URL: Base URL for the CNKI platform. Set this to use a local mirror. Example: http://cajiod.cnki.net.
CSA Settings for linking to CSA’s Illumina platform: Username: Username used in Direct Login Links to CSA Illumina.
EBL Settings for linking to EBL: EBL Library ID: Library ID to use when creating links to EBL ebooks
Ebrary Settings for linking to ebrary: Channel ID: Channel ID to use when creating ebrary links
Factiva Settings for linking to Factiva: Factiva XS-ID: The Factiva XS-ID necessary to use their database search site
Gale Cengage Settings for linking to Gale’s InfoTrac platform: Location ID: Location ID used for linking to Gale products
MD Consult
Settings for linking to MD Consult: Username: Username for logging in to MD Consult. Do not set if IP authentication is used. Password: Password used for logging in to MD Consult.
NLM - PubMed Settings for linking to PubMed: Outside Tool User Name: Name assigned to any "Outside Tool" registered with PubMed
OCLC Settings for linking to OCLC’s FirstSearch® platform: Username: Username used for logging in to OCLC FirstSearch. Do not set if IP authentication is used. Password: Password used for logging in to OCLC FirstSearch
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Ovid Settings for linking to OvidSP: Username: Username used for logging in to OvidSP. Do not set if IP authentication is used. Password: Password used for logging in to OvidSP. Base URL: Base URL for accessing OvidSP. If Athens authentication is used, set to http://ovidsp.ovid.com/athens/
Springer Settings for linking to SpringerLink: Base URL: Base URL for the SpringerLink platform. Set this to use a local mirror. Example: http://www.springerlink.com/
VIP Settings for linking to CQVIP: Base URL: Base URL for the CQVIP platform. Set this to use a local mirror
Please contact OCLC for support.
The UK helpdesk is open from 9.00am – 5.30pm, Monday to Friday except UK public holidays.
Tel: 0114 267 7502 or 0845 267 7502 local rate.
Email: [email protected]
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5.4. Publish all holdings in the World Catalogue You can make your entire holdings visible in the World Catalogue. Or you can hide your holdings. You can also make part of your holdings visible and then hide a collection. 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Library Holdings 2. Select Set Holdings in WorldCat 3. Select Yes to make holdings visible in the WorldCat 4. Select No to hide your holdings in the WorldCat
5.5. Not publish holdings in the World Catalogue 1. In the left hand navigation panel select WorldCat Knowledge Base and go to Collection Management 2. Search for your collection and in the search result select the collection you wish to hide in the WorldCat 3. Click on the title of the collection. You will see tabs for Titles, Properties and Share 4. Select Properties and select NO at ‘Set WC holdings’