1. Administrative Module
Customise FirstSearch
to fit your local requirements

2. Passwords and Timeouts
System Password
Administrative Password
Session and Full Text Timeouts
System password controls access to FirstSearch service.
Administrative password controls access to administrative module.
Default values for both session and full text timeouts are 15 minutes.
Can set system for 5-30 minutes
Can set full text for minutes

3. Databases Control access to databases Customize topic areas
Default is for system to allow access to all databases your library makes available on its account. If you have multiple FS accounts, may want to offer different databases to different groups of users, or to staff and users
Can remove OCLC-defined topic areas from display or change their positions in the list.
Can create custom topic areas containing 1-12 databases covered by your FS account, and specify the order in which they are listed. A database can be included in any number of topic areas. Topic area name can have 1-30 characters including blank spaces.
Can’t change name of existing databases.

4. Searching Default Search mode Turn Related Searches feature off
Basic, Advanced, Expert
Turn Related Searches feature off
Cross-database searching
Search 1,2, or 3 databases
Search Mode: Default is Basic, but it can be changed to Advanced or Expert.
Related Searches feature: Offers user the chance to run the same search in a database that includes additional formats, by clicking a link at the top of the screen. Default is ON. Administrator can turn this feature OFF if the library doesn’t want to offer it to users.
Maximum number of databases: Lets library set the number of databases the system will allow the user to search at the same time.
For per-search accounts, if a user searches databases, will count as three searches.

5. Full Text Set full text passwords Set full text access by database
Set full text delivery to only
Default is to let users view full text without entering a password.
You can require users to enter a password to view full text from all ft databases, or you can require users to enter a ft password to view some full-text databases but not others.
If full text delivery by only is selected, users won’t be able to view or print full text within FirstSearch. Select this option to reduce the time users spend in FS, or if printers are not available.

6. Holdings Displays Set default, regional or group display
Enable “All Holdings” display
Use holdings display to specify whether users will be able to see holdings for libraries other than yours, and if they can, to specify the type of holdings info they will see.

7. Interlibrary Loan Link
Enable ILL access
for entire service
for individual databases
Indicate where requests will go:
to review file for checking
to lenders via ILL Direct Request
Select and edit ILL request form
Library must have access to OCLC ILL to turn ILL link on.
Using the ILL Link, users or reference staff can create ILL requests which are then automatically sent to the ILL review file to be completed OR
If ILL Direct Request is enabled, the system allows users to create requests which go directly out to lenders.

8. Your Library Add library’s logo Link to library’s OPAC Uses static URL
If OPAC has ISBN/ISSN indexes, link directly to record in OPAC
ILL includes: the fields of the ILL request form, and the databases from which users can submit requests

9. Documentation Online Help ‘Managing the OCLC FirstSearch Service’
section 4 - Customize FirstSearch
Online at
‘New Administrative Module Reference Guide’:
adminref/index.htm

10. Logon Procedure Open browser Type URL (or select from bookmarks)
Enter authorization
Enter administrative password

11. Administrative Logon Screen
Looks very similar to logon for FirstSearch service itself. Links are slightly different (includes Usage Statistics, for example).
Administrative Module interface is also available in Spanish and French. Have to select those options from the logon screen (can’t switch from within admin module as you can within user interface).

12. Usage Statistics
All reports are generated monthly. Service includes 25 months of reports.

13. Why do you need statistics?
Monitor system capacity
Monitor database use
Assess value
Demonstrate value
Plan future purchases
Do we need more simultaneous logons?
Why do you need to have statistics?
Usage statistics can be valuable for many reasons. They allow you to monitor how much your FirstSearch account is being used and to see, for instance, which databases are searched most often.
This will allow you to judge whether you are receiving value-for-money from FirstSearch. Also, if you need to argue for more money, perhaps to renew your subscription, you can demonstrate the value which you are getting from the service.
Statistics can also help you to plan for the future. For instance, if users are frequently unable to access the service, you may wish to purchase more simultaneous logons to increase capacity. Alternatively, if you have per-search access to a database and that database is being heavily used, you may wish to switch to a subscription in order to have unlimited searching.

14. Types of Report Overview Searches Used Simultaneous Usage
Sessions, Turnaways, Searches, Port usage
Searches Used
Searches by database, 6 month summary
Simultaneous Usage
Logons, Searches, Port usage, Turnaways - by database for one month only
Full Text Used
There are three types of report available.
Overview reports give a general indication of how heavily the service is being used and allow you to assess whether you have purchased sufficient capacity in terms of the number of people who can log on simultaneously.
Database activity reports allow you to see how many searches have been done in each of the databases to which to have access. There are separate reports for subscription and per search databases. These reports help you to assess which databases are the most popular ones.
Full Text Activity reports give information on how many ASCII full text articles have been view on screen and from which databases they were accessed. Obviously, these reports are only available for institutions who have access to full text online.
All three types of report are available at three different levels. Let me explain.

15. Levels of Report Available
Consortium
Subgroup
Institution
Authorization
Consortium or group level reports summarise usage data for all members of a group or consortium.
Institution level reports give data for one institution. If an institution has multiple authorisations, data for all authorisations is summarised at this level.
Authorisation level reports give usage data for a particular authorisation. This level is only available for institutions who have multiple authorisations.
I have provided you with two printed examples of FirstSearch Usage Statistics reports. Both these reports are at the institution level; that is, they summarise activity for a particular institution. One is an overview report. The other is a database activity report for subscription databases. Let’s have a look at these in more detail.

16. Access levels National Library of the Czech Republic
Moravian Library, Brno
State Research Library, Olomouc
Remaining 7 State Research Libraries
Ceske Budejovice
Pilsen
Kladno
Usti Nad Labern
Hradec Kralove
Liberec
Ostrava
3 ports
1 port
5 ports shared

17. Documentation Online Help - Glossary
‘Managing the OCLC FirstSearch Service’
section 9 - ‘Monitor your library’s FirstSearch usage’
Online at

18. Accessing Usage Statistics
Accessible via the Web at
Enter authorization
Enter administrative password
You can view FirstSearch usage statistics by entering this address in your Web browser.

19.
When you type in the URL, you will go directly to this Login screen.
Help is available from this screen: “About Usage Statistics”
Can’t use training account for demo: will show no activity.

20. Questions?