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Randomness To Keep In Mind

  1. The resource has to have some kind of resource record in E-Matrix before you can relate it to a license record, so you must activate it in Serials Solutions or create a staff processing record first. Please let Tessa or Beth know, if you need help deciding what resources to relate, or if you're having trouble getting a record into E-Matrix.
  2. Resources need to be related to a license record, even if the vendor did not require an amendment. If we're acquiring a resource and it has a governing license record, always check to make sure it has a resource relation and assign one if it does not. (Example: Taylor & Francis Current Content Access. T&F does not require amendments. They just sell us stuff and it is governed by our existing license. This is why we have related Taylor & Francis Current Content Access managed as a database in Serials Solutions and related at the collection level in E-Matrix. New titles are automatically turned on in SerSol, and automatically related to the license record as they get sucked into E-Matrix.)
  3. Stay alert for title changes. All subscribed coverage dates from the title history should be represented in the related resources. In most cases, they'll be in the same collection and related at the collection level. (Example: JAMA and Journal of the American Medical Association)
  4. If you try to activate a related resource that is already activate elsewhere, you will get a pop-up menu notifying you that the resource is active on another record. If you hit OK on this pop-up and continue with the activation, the status of the original resource will be set to Historical (meaning that that license once governed the resource, but it no longer does). Don't click OK unless you're certain this is what you want to do.


Resource Relation Procedures

After a resource record has been created in E-Matrix, it will need to be related to the license record if there is a governing license. This process will not always be carried out exactly the same way, but the steps below should cover most scenarios.

  1. Verify that the resource is not already related to the license record
    1. Using the Resources search in E-Matrix, locate the record for your resource and click on the Licensing tab. If you don’t see any license records listed on this tab, your resource is not related (or it is related but has not yet been activated). If you see the correct related license record on the Licensing tab, the resource relation step is complete and you can stop here.
      --or--
    2. Using the E-Matrix URL given in the CORAL record, or the contract #, find the license record for your resource and check the Related Resources tab to see if it is present. If you see the correct resource related to the license record, the resource relation step is complete and you can stop here.

  2. Relating Resources
    The CORAL record you are working from should have the information you need for resource relation, including the contract number and other details. If you do not see this info, contact the license negotiator for it. Using the Licenses search in E-Matrix, locate the license record to which you would like to relate your resource. Select the Related Resources tab and follow the steps below, depending on the type of resource you are relating.

    When searching for resources to relate, you can filter your results using the Filter by Resource Type menu. Click to deselect resource types you do not want to include. Selected resources have a color fill. In the example below, results will only be returned for Collection and Database. (From left to right, these icons represent Collection, Database, Journal, Staff Processing Record, Monographic Series, Other Serial, and Newspaper.)



    1. Individual Holdings, i.e., Journals (Example: Chemical Engineering Progress)
      1. Use this method when we are subscribing to one or more journals individually, as opposed to their being a part of a package/collection. The majority of the time these will be held in databases that contain resources from many different providers, like the Single Journals database.
      2. Select the Assign New Resources button on the Related Resources tab.
      3. Search for your resource by journal title. You can hover over the titles to view more info. When you have found the correct title, click to select.
      4. If the title is held in multiple collections, you will be prompted to select at least one before continuing. (If you see that you have selected the wrong resource, you can click the trash can icon in the right of the orange box to remove it and start over.)
      5. After assigning all necessary resources, click the Assign Resources button under "Filter by Resource Type".
      6. Your resource will now appear at the bottom of the screen. (You will notice that the indirectly-related collection(s) will be noted below it.)
      7. Resource statuses will be set to Future by default. Click the Activate link under Actions which will set the status to Controlling. (You can take actions on multiple titles in the list by clicking their radio boxes individually, or clicking the Select button, then clicking the the Activate Selected or Deactivate Selected buttons.)
      8. The holding(s) you selected are now related, but they are discrete relations. New titles added to this database in Serials Solutions will not automatically be related to the license record in E-Matrix and will still have to be related using the steps above. Therefore, it is important to use this method only with resources where we do not want all titles in a database to automatically be related to the license record.

    2. Collections (Example of a collection managed as a database in SerSol: IEEE/IET Electronic Library (IEL) ; Example of a collection managed at the individual title level in SerSol: American Society of Hematology)
      1. When we subscribe to all the titles in a Serials Solutions database, and we manage it as a database, you will want to use the Collections method for relating resources.
      2. Select the Assign New Resources button on the Related Resources tab.
      3. Search for your resource by collection title. You can hover over the titles to view more info. When you have found the correct title, click to select.
      4. After assigning all necessary resources, click the Assign Resources button under "Filter by Resource Type".
      5. Your resource will now appear at the bottom of the screen.
      6. Resource statuses will be set to Future by default. Click the Activate link under Actions which will set the status to Controlling. (You can take actions on multiple titles in the list by clicking their radio boxes individually, or clicking the Select button, then clicking the the Activate Selected or Deactivate Selected buttons.)
      7. The collection (i.e. Serials Solutions database) is now related and any new titles added to this database in Serials Solutions will automatically be related to this license record. Therefore, only use this method when you are certain that all new titles coming into the Serials Solutions database will be governed by this license.

    3. Databases (Example: IEEE Xplore)
      1. Databases contain content searchable from a main screen, and not necessarily discrete content like collections of journal titles. In E-Matrix, they are resources with an ItemCat1 of DATABASE and a Ser_Type of "d".
      2. Select the Assign New Resources button on the Related Resources tab.
      3. Search for your resource by database title. You can hover over the titles to view more info. When you have found the correct title, click to select.
      4. After assigning all necessary resources, click the Assign Resources button under "Filter by Resource Type".
      5. Your resource will now appear at the bottom of the screen.
      6. Resource statuses will be set to Future by default. Click the Activate link under Actions which will set the status to Controlling. (You can take actions on multiple titles in the list by clicking their radio boxes individually, or clicking the Select button, then clicking the the Activate Selected or Deactivate Selected buttons.)
      7. The database is now related and it is a discrete relation. No new titles will be added to this license automatically.

    4. Collection-y Database-y Things (Example: Anthrosource)
      1. Sometimes we will catalog something as a database, but there will also be a corresponding Serials Solutions database that we will choose to turn on. The result in E-Matrix will be a collection and database record for the same resource. Sometimes they'll have the same title. Sometimes they won't.
      2. If a resource has both a database and a collection record, relate both records following the steps above.

    5. Staff Processing Records (Example: Emerald Management 120)
      1. Staff processing records can also be related to E-Matrix license records, in lieu of or in addition to whatever collection or journal record is already being related.
      2. To relate staff processing records, follow the procedures for collection and database records.

  3. Marking Resources as Historical and/or “Un-Relating” Resources
    1. If you have made a mistake and would like to remove a related resource, just click the Remove link next to the resource title and hit OK in the "Are you sure you want to remove this association?" window.
    2. If you have a resource that was once governed by a certain license and it has transferred to another publisher and a new license, relating that resource on the new license will automatically set the status of the related resource on the old license to Historical. You can also set this status manually by clicking Deactivate next to the resource title.