GOBI NOAs (FKA YBP)

Overview

GOBI Solutions from EBSCO (formerly known as Yankee Book Peddler, YBP) provides us with access to books from a number of different vendors. We also administer our book DDA program through GOBI. As eBooks become available through our relationship with GOBI, we will receive Notices of Access (NOAs) which tell us how we can access the titles. The access can come about either through a selected purchase or through a converted DDA title.

These procedures will explain the basics of how to perform the cataloging of the eBooks we receive through GOBI NOAs regardless of the platform.

If you have a question about an NOA, please contact Randy Allen at GOBI, randyallen@ybp.com.

Receipt of NOA

NOAs will be sent to the LyTSUpdates@fau.edu inbox. They usually arrive around 4pm ET. The headings will include the vendor, the purchase code, and the campus for whom the resource was purchased.

Along with the subject, the NOAs will include the ISBN, at least a partial title, the URL to access the resource, and a second ISBN (possibly cut off).

As the NOAs are received, a cataloger will flag the NOA as pending and assign it to another cataloger (or themself) to be completed. At the time the NOA is completed, an email will be sent. Recipients include:

• • Collection Development

  • eResources

  • Maria Berenbaum (head of monograph acquisitions)

The email should include the following information for each title in the NOA:

• 1. The DDA system number (if applicable)

  2. The system number to which holdings were added (or where the added copy is added)

  3. The OCLC number used for the system number

In addition, a summary of the work should be included. Be sure to be careful with keywords such as:

• • Withdraw - only use when actually removing holdings to a title. If removing a DDA record, use "remove"

  • Added copy - use when adding access for a title to which we already had access

  • New titles are any time we've added holdings to a bibliographic record (bib), whether or not that bib was also newly added.

Below is a good example of an email after the completion of an NOA.

Finding the Right OCLC Record

To find the right record in Connexion or Aleph verify the following things against the likely record

• • Title and Author Matches that listed on the landing page of the platform

  • ISBN matches (preferably the electronic ISBNs match)

  • Editions match

  • Years match

  • If in OCLC Connexion, ensure the record is an electronic record (fmt = 's' or 'o', 300 field is online resource. If AACR2 or Hybrid, the GMD (245h) is Electronic).

Cleaning the OCLC Record

After cleaning the record, it should be validated, fields should controlled, and the holdings should be added.

HathiTrust Fields

Any fields that have a subfield 5 value of MiAaHDL are pertaining to HathiTrust. Accordingly, the whole fields should be removed from the OCLC record before importing into Aleph. Our records are not for HathiTrust so we aren't losing any metadata. Additionally, you won't be able to validate the record in Aleph with that subfield 5.

OCLC Shortcut Keys

• F8 - Add Holdings

• SHIFT+F8 - Remove Holdings

• ctrl+F8 - Print Record

• ctrl+F4 - Return to List

• ctrl+ Tab - Return to previous screen

• ALT+DELETE - deletes field

• #+OCLC no. - searches for OCLC number in command line

• SHIFT+F11 - control all headings

• SHIFT+F5 - validates record

  • F11 - control individual fields

Transferring the OCLC Record to Aleph

After controlling and validating the OCLC record it can be transferred to Aleph either one-at-a-time (see these procedures), by batch, or with Genload, there are a few items to ensure are updated within the Aleph record.

1. URL Access for the resource (new or added) should include (in order as below):

   1. MARC Tag 856

   2. Indicators 40

      1. subfield y, with text, "Read this eBook"

         1. If multiple URLs exist for the eBook, parenthetically add the provider. e.g. $y Read this eBook (Ebrary)

      2. subfield u* should include the URL from the NOA and the proxy prefix, "http://ezproxy.fau.edu/login?url=" (eg: http://ezproxy.fau.edu/login?url=http://site.ebrary.com/lib/floridaatlantic/docDetail.action?docID=10962092)

      3. subfield z, with text, "FAU: Off-campus access limited to current FAU students & employees"

      4. subfield 5, FBoU

   3. In the Holding record (add if does not exist)

• • 1. Delete subfield i in field 852

    2. 852 subfield a = FBoU

    3. 852 subfield b = FAUER

    4. 852 subfield c = ELEC

    5. 852 subfield z = See Links to Connect.

    6. 852 subfield h = Bib field 050 subfield a from (the call number without the Cutter). This field should be added automatically

Many of the above actions can be accomplished with a macro.

Special case for Proquest Ebook Central

As of 9/1/2016, most NOAs will likely be on the new platform Proquest Ebooks Central, which is the result of the merger of EBL and Ebrary. The links provided should not have proxy-prefixes on them. The links as sent should work without further adjustment.

Special case for EBL

* For eBooks on the EBL platform, we require a slightly different proxy prefix and URL than what is provided in the NOA.

An example of the NOA might be:

9781416605683 PRIORITIES IN PRACTICE: THE ESSENTIALS OF MATHEMAT http://www.fau.eblib.com/EBLWeb/patron/?target=patron&extendedid=P_280387_0 99964837386

But we should update the URL to have the proxy prefix: "http://fau.eblib.com/patron/Login.aspx?t=guest&p="

So that the URL becomes: http://fau.eblib.com/patron/Login.aspx?t=guest&p=280387

Note that the identifier is kept but the rest of the URL is changed. The reason for this is that the default provided URL will force users to log in and we'd rather they just get through to the link with the proxy.

Special case for OUP

OUP, or Oxford University Press books are often sent as GOBI NOAs. We also receive NOAs directly from Oxford University Press. For these titles, we track the records using the vendor supplied bibliographic record, not the OCLC number. So, we should be careful not to duplicate the records in Aleph.

OUP NOAs will include access to a vendor MARC record. We'll use this either load the vendor record with Genload or confirm a match to a shared vendor record already in Aleph (by matching on the MARC 003/001 combination). It is assumed that the OUP NOA will be received prior to the GOBI NOA so that the title will already be present in Aleph prior to the GOBI NOA being assigned.

The GOBI NOAs for these titles should be searched for by title to ensure we already have them with the OUP vendor records (which will have the utility number (MARC 035) (StDuBDS) followed by an identifier. Once confirmed, the NOA should be replied to as already tracked with the found Aleph Bib.

Oxford University Press MARC records can be retrieved from this site: http://www.universitypressscholarship.com/page/subscriber-services however we expect to receive notifications from the vendor.

Reporting Problems with ProQuest eBooks

Ebrary, EBL, and eBook Central are all ProQuest products. If you find problems with any aspect of the eBook on the platforms (access, data description on the platform, etc.) you can contact ProQuest to see if they can correct the error. To do this is not always available from their platform, so you can go to http://support.proquest.com/. From there, find the contact us (in the top right as of writing) and select the "report a case."

Fill out the form and then follow the prompts. Put your name into the form and then it will be your responsibility to ensure that the issue is resolved. Be sure to notify monographic acquisitions, collection management, and the E-Resources Access Management Librarian that a report has been submitted.

Metrics

After completing the cataloging of the NOAs and sending the email, be sure to record your metrics on the Completed Cataloging Form.

Definitions are:

• Material Type

  • • NOAs are almost always Monographs

• • Edit Type

    • New Title - we did not already have this title in our catalog with FAU holdings. If the title is a new edition of a title we already had, and a monograph, it is still a new title.

    • Added Copy - we already had the title with FAU holdings but now we have it on a new platform

    • Withdrawn title - if we're removing a non-DDA title because we no longer have access and no longer have any access on any platform

    • Revision - if we're making a change not covered above on a record.

    • DDA Addition - a new DDA title is added to the catalog, but we don't have a full license

    • DDA Withdrawal - a DDA title is removed, we didn't have a full license to the title

    • Canceled Title - mostly for continuing resources. If we lose access because there are no new editions. This can also cover a backfile.

  • Count of Updates - the number of changes for this edit type

  • Bib Affected (optional) - the list of aleph bib system numbers

  • OCLC #s (optional)

  • Notes

    • include something to associate the work back to an email or workflow indicator