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Discovery, Collections & Systems

Notes and procedures

Overview

WMS Collection Manager Knowledge Base is the primary route to adding eresource records to the public catalog. All eresource additions to the Memorial Library collection must be activated in Collection Manager Knowledge Base.

Adding Holdings to Collection Manager

Before working in Collection Manager, view these training videos. Feel free to practice in Collection Manager - just remember to de-select anything we don't actually have access to!

Notes

  • We have typically decided not to maintain holdings for open access collections already in Collection Manager (that is the default for open access collections). Otherwise maintain holdings should be selected in the Holdings and MARC Records tab.
  • We have typically decided to turn on export to Google Scholar for all collections. Collections often default to disabling Google Scholar. Make the change in the Holdings and MARC Records tab.
  • The default institution setting for Local Linking should work if "Use institutional setting" (ignore the statement that proxy is set for EZProxy). If linking does not authenticate both on and off campus through testing in WorldCat Discovery, verify settings at the provider and seek assistance from GALILEO if the problem appears to be related to OpenAthens)

Special Cases

  • Swank Digital Campus: titles must be added manually on a title-by-title bases as titles are licensed
  • Overdrive: titles must be added manually on a title-by-title bases as titles are purchased
  • Direct ebook, audiobook, and streaming media: titles must be added manually on a title-by-title bases as titles are purchased
  • ProQuest Ebook Central DDA: purchases are added through an automated process; new records upload every Thursday evening

Adding Individual Titles to Collection Manager

If Memorial Library has not licensed an entire collection, individual titles can be added to Collection Manager. The process will vary depending on whether or not a collection that includes the title already exists.

If you know the likely provider of a title, search for that provider in Collection Manager. 

  • Select the appropriate collection
  • Verify collection settings (if titles from a collection have already been selected, it is likely that the collection's settings are correct)
    • On the Local Linking tab, verify that "Use institutional setting" is selected (ignore the statement that proxy is set for EZproxy)
    • On the Holdings and MARC Records tab, verify that the collection is set to maintain holdings and that export to Google Scholar are selected
  • On the Titles tab, find an select the appropriate title
  • Verify that the link in WorldCat Discovery leads to the correct item (you may have to wait several minutes for the selection to take effect). If the link does not lead to the correct item, it can be corrected in the Local Properties tab.

If you are unsure of the provider or collection, search for the item title or ISBN/ISSN to locate the collection (be sure that the version of the title you are selecting is the same as the version licensed). Follow the steps above.

If the title you are adding does not appear in an existing collection, you will need to either add it to an existing local collection or create a local collection.

Current local collections are

The video below demonstrated adding an individual Swank Digital Campus video to Collection Manager, but the process is the same for all titles.