Heritage EBSCO Custom Catalog Questionnaire

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Welcome

Thank you for choosing EBSCO Discovery Service (EDS). In order for us to build your Custom Catalog if you are using IS Oxford’s Heritage Library Management System, we need you to complete the following questionnaire.

Please note that some questions relate to your existing ILS. If you have questions about your export process and linking structure, you may need to contact your ILS provider’s support team directly. They are the most appropriate contact for these questions, as every ILS software is different.

For questions about mapping your metadata and your Catalog’s display in EDS, please contact your Implementation Project Manager or email EBSCOSaaSImplementations@ebsco.com.

This questionnaire will cover the following topics:

Basic information about you and your institution
Your metadata format and ILS provider
How you would like us to map your metadata for display in EDS
Details about library locations and record types, which allow us to maximize discoverability and relevancy for your users
Information for setting up Real-Time Availability Checking (RTAC)

For your reference, an overview of the EDS Custom Catalog process is available on the EDS Support Site: https://help.ebsco.com/interfaces/EBSCO_Discovery_Service/EDS_Catalogs_IRs/EDS_Custom_Catalog_Overview_Instructions

Finally, please note that you may at any time save this form to resume it later, as well as having the ability to forward past required fields (noted with a red *) while filling in the form. It is only when the form is submitted that it will warn that there are required fields left to be completed.

General Information

To help us better serve you, please provide the following:

First Name:

Last Name:

Email:

Phone:

Institution Name:

EBSCO Customer ID:

EDS Custom Catalog Description

1) Provide a name for your Catalog (80 character limit):

The name should make sense to your users, who will see it here and here. Please make it specific to your institution (we do not recommend something too generic, such as "Library Catalog")

1.a) Is this catalog replacing an existing catalog?

Yes (I will review details with my IPM)No

About your ILS

2) Name of ILS vendor and platform:

3) If you know the approximate number of records that should be included in your Catalog, please enter it here:

Data Delivery

4) Identify the method with which you will be delivering data:

FTP (File Transfer Protocol)Currently exports of Heritage XML catalogue records can only be delivered via FTP. You will require the EBSCO Export Module to do this, please contact IS Oxford for set-up assistance with this via sales@isoxford.com or support@isoxford.com or by submitting a case on https://cirqasupport.com.

4.a) Identify the metadata format of your records:

Heritage XMLIf you need assistance exporting records, we recommend contacting your ILS provider’s support team.

Please use the Export Module to export a complete set of your catalogue records in an XML file, file ending in the .xml extension and upload to the FULL folder of the FTP account using the credentials provided. Your IPM will also be in contact with credentials to use to FTP your data, if you have not yet received them already.

Permalink and UniqueID

5) What base URL syntax can we use as a direct link to a record?

Heritage Custom Link Syntax:

http://{YourBaseURL}/HeritageScripts/Hapi.dll/relatedsearch?SearchTerm=~[!{recordID}]~&PlainTerm={recordID}%20[Std.%20No.]&Dispfmt=F

6) Which field in your data contains the unique identifier for a given record?

DefaultOtherList the field that contains a persistent, unique identifier for each record, by default this is found in the <record ID> field. Note: all data uploaded to the FTP server must contain unique identifiers and we will use the unique value to generate accession numbers in your EDS catalogue. Example:

Default: <record ID="1234567">

Alternative example: <accdetailsexp>T14162||Standard loan||Main library||Main||Available||682.4 SH</accdetailsexp>

6) Other field details:

Location Mapping

7) Which field and subfield in your data contains call or class numbers?

Default (<class>)OtherShell-mark is usually found in the class field by default, alternatively it may be found in the sixth value of the <accdetailsexp> field for example:

Class Example:

<class>682.4 FLO</class>

Alternative Example:

<accdetailsexp>T14162||Standard loan||Main library||Main||Available||682.4 SH</accdetailsexp>

Sixth value -- 682.4 SH

7) Other field details:

8) Do you want to limit or refine results displayed in EDS based on more than one location?

YesNo

8.a) Which field(s) in your data contains location codes? (Note, if you have codes in more than one field, you may concatonate them in the location table for display in EDS)

Default (Third and fourth value of the <accdetailsexp> field.)OtherBy default the Library Location is found in the third and fourth values of the accdetailsexp field. For example:

<accdetailsexp>T14162||Standard loan||Main library||Main||Available||682.4 SH</accdetailsexp>

Third and Fouth value would be -- Main Library Main

8.a) Other field details:

8.b) The Location Limiter, by default, includes results from the catalog for the selected location(s) as well as all other types of material. Alternatively, you can use a Location-Only Limiter, which will return results exclusively from the selected location(s). How would you like your Location Limiter to work?

Keep the default setting to see catalog results from the selected location(s) as well as other material.Use the Location-Only Limiter to see catalog results only from the selected location(s).

Location Lookup Table

Using the location codes from the field and subfield mentioned in question #8, we can set up limiters and facets that allow users to narrow their searches to specific locations. If necessary, we can also translate your location codes so they appear in a more “user friendly” format in EDS.

For example, we can use the location code “YA” to create a “Young Adult Section” limiter or facet for your users.
We can also translate the location code “YA” so that it displays as “Smith Library - Young Adult Section” in the location field of each YA record.

If you would like to set up location limiters or translate your location codes, we will need a Location Lookup Table. This is where you provide us with a list of your location codes and tell us how they should display on as facets and limiters. A Location Lookup Table looks like this:

A detailed explanation of how the values from each column appear in EDS is available on our Support Site: https://help.ebsco.com/interfaces/EBSCO_Discovery_Service/EDS_Catalogs_IRs/EDS_Custom_Catalog_Location_Lookup_Table_Overview

8c) Upload Location Lookup Table here:

URLs in Records

9) Which field in your data contains URLs which link to electronic resources?

Default (First Valye of the <afileexp>OtherBy default we load the first value of the <afileexp> field. For example:

<http://www.clinicalkey.com/dura/browse/bookChapter/3-s2.0-C20090412935||ClinicalKey>

Would provide the following link:

http://www.clinicalkey.com/dura/browse/bookChapter/3-s2.0-C20090412935

9) Other field details:

10) Which field in your data contains a link text for URLs?

DefaultOtherBy default your links will appear with the text 'Online Access' in EDS. If you wish to use text other than the default please specify.

10.a) Alternative link text:

11) Which field in your data contains the Public Note?

DefaultOtherBy default this is taken from the second value in the <afilexxp> field.

For example:

<http://www.clinicalkey.com/dura/browse/bookChapter/3-s2.0-C20090412935||ClinicalKey>

Would provide the following Public Note:

ClinicalKey

12) Other field details

Publication Type Look-Up Table

Create a publication type lookup table. A publication type lookup table is used to assign publication type icons to your records. EBSCO assigns default publication type icons to records based on the supplied metadata. The assigned EBSCO publication type values roll up to source type facets that allow users to narrow their search from the Results List. Please use the following list of EBSCO catalog publication types to create a two-column table indicating how you wish to correlate your data’s medium type values to EBSCO publication types.

EBSCO Catalog Publication Types

Audio

Audiobook

Book

Computer File

eBook

Electronic Resource

Image

Kit

Map

Music Score

Object

Periodical

Serial

Theses

Video

EBSCO Discovery Service (EDS) - Pub Type / Doc Type / Source Type Quick Reference Guide can be found here: http://support.epnet.com/knowledge_base/detail.php?id=6674

13) Please upload your completed publication type mapping table here:

eBooks, Audiobooks, and Full Text

14) Please include all the Heritage XML Medium values to be identified as ebooks in the publication type lookup table

Examples:

<medium>E-book</medium>
<medium>Ebook</medium>
<medium>E-Book</medium>
<medium>Electronic resource</medium>

15) Please include all the Heritage XML Medium values to be identified as Audiobooks in the Publication type lookup table

Examples:

<medium>Audio</medium>
<medium>Audiobook</medium>
<medium>Sound Recording</medium>

16) What items from your Catalog do you want to be included in the EDS results list when the Full Text limiter is applied?

Examples:

<afileexp> begins with http
<medium>E-book</medium>

Real-Time Availability Checking (RTAC)

RTAC allows us to display real-time locations, call numbers, and statuses (i.e., “Available,” or “Checked Out”) for Catalog items. To set this up, we need to establish a connection to your IS Oxford System via a rest API. To provide RTAC in EDS you will need to be on version 5.7 of Heritage with the 5.7d patch applied, dependent on if you are self hosted or hosted by IS Oxford will indicate if this is something they can do or you will need to do yourself.

Please note: Real-time information retrieved via RTAC overwrites the static call number and location mapping set up in questions #7 and #8, as well as the “Copy_Display” column of your Location Lookup Table from question #9. Instead, RTAC will display real-time call numbers directly from your z39.50 / REST server.

Real-Time Availability Checking (RTAC) User Guide:

https://connect.ebsco.com/s/article/Real-Time-Availability-Check-RTAC?language=en_US

Here’s an example of what RTAC looks like when enabled in EDS:

17) Do you want to set up Real-Time Availability Checking (RTAC) for your Catalog items?

Yes, I want to connect through my REST serviceNo, not at this time
Please note that using REST requires ensuring EBSCOs IP range (140.234.*.*) is whitelisted for access.

REST Service

18.a) In order to retrieve holdings information with your REST API, we need to access real-time XML for your metadata. Please provide the API REST endpoint.

18.b) Please provide a list of any status codes that should be excluded from appearing in your RTAC table.

Commonly these includes statuses such as Missing at Stocktake, Lost, Lost on loan, Etc.

19. Our default is to suppress RTAC on ebooks, this is done using the criteria outlined in question 14. Do you agree to this default or would you prefer to use some other criteria to define which items shouldn't have RTAC loaded.

I agree to the default. Please suppress RTAC on ebooks, using the criteria as defined in question 14, only.Please use the criteria outlined below to suppress RTAC.

19.a) Please use the following criteria to suppress RTAC from records in EDS.

Please contact us if you would like to add RTAC to your Catalog at a later date. Status will display as “View Catalog Record” if RTAC is not enabled.

Catalog Notification Email

20) Once the catalog is built, would you like to receive email notifications for each time the catalog is updated or rebuilt? If so, please include email address(es) below:

Additional Contacts

21) If you would like to send a copy of your Catalog Questionnaire to others, please enter their email addresses, separated by a comma. If you have an Implementation Project Manager, please include their email to ensure they receive a notification of your submission.

Note: You will receive a copy of your Questionnaire at the email address you provided in the Account Information section.

Comments

22) If you have any questions, comments, or concerns in regard to this form, please address them below (250 character limit):

For questions, comments, or concerns in regards to your general EDS implementation, please contact your Implementation Project Manager or email ebscosaasimplementations@ebsco.com.

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