1. 1 MetaLib 4.0 Management Guide

2. 2 Goals Working knowledge of MetaLib CKB (Central Knowledge Base) Setup MetaLib categories Setup search configurations Setup IRD (Information Resource Description) records and configuration Searching

3. 3 MetaLib Knowledge Base MetaLib has a KnowledgeBase that holds technical and descriptive data for the resources accessed via MetaLib. Each resource in the KnowledgeBase has one or more of these types of records: –An Information Resource Description record (IRD) with subscription and description data. The IRD is the only mandatory record and, alone, is the basis for a Link Resource that can be located and linked-to via the MetaLib portal –A configuration record containing “rules” for searching resources, for retrieving records from resources, and for parsing records to construct the OpenURL (the latter two not being applicable for Search&Link configurations) –External programs and configuration tables

4. 4 Central KnowledgeBase Every MetaLib installation includes a copy of the CKB that serves as the basis for creating a Local KnowledgeBase. Monthly updates are available from ExLibris –SDLN installs Should be modified only by ExLibris

5. 5 Local KnowledgeBase A typical MetaLib installation includes the Central KnowledgeBase as well as at least one local copy of the CKB. Each institution needs to localize its own IRD records by adding data that is specific to a subscription, such as a library’s username/password. A first step is localizing the local copy of the IRD and then activating the resource. Ex Libris’ Central KnowledgeBase Service maintains configuration records of resources in the CKB. These configurations contain the “rules” for searching resources, for retrieving records and for parsing records to construct the OpenURL. Configuration records, external programs and configuration tables created locally are maintained locally.

6. 6 MetaLib Resources MetaLib resources are primarily databases, searchable Web sites and library OPACs. Resources in MetaLib can also be e-Journals, image collections, and other electronic information sources. Three Categories –MetaLib MetaLib Link-Only Resources –MetaLib Search & View Resources –MetaLib Search & Link Resources

7. 7 MetaLib Link-Only Resources These resources can only be linked to directly and searched using the information provider’s interface, the “native interface”. They cannot be searched via MetaLib’s interface.

8. 8 MetaLib Search & View Resources These resources can be searched and their results viewed via MetaLib’s interface. The resources can also be linked to directly.

9. 9 MetaLib Search & Link Resources These resources can be searched via MetaLib’s interface, but the results of the search are displayed in the native interface.

10. 10 MetaLib Management Interface Resources are cataloged and configured in the Web- based management interface (also referred to as the /M interface). The first step is to catalog the IRD record. Once the IRD record has been cataloged, You can create the configuration record or to link the IRD record to an existing configuration record. Three Options –Find a Resource –Browse List of Resources –Add a New Resource

11. 11 Find a Resource Use this function to locate resources for update purposes or to search for a resource to copy. Note that queries can be truncated with the use of a question mark or an asterisk (for example, chem?).

12. 12 Browse List of Resources This function enables a browse list of resources by full name. The results of this search displays in the same list format as produced by a Find a Resource function.

13. 13 The Resource List Resources located by the Find and Browse functions are displayed in a Resource List. The list displays the following functions and basic information about the resource: –IRD Action – action buttons to edit, copy, or delete a resource as well as a link to the resource’s configuration notes, search hints and release notes –Resource Name – the full name of the resource –Resource ID – the ID number of the resource –Status – Active/Inactive/Testing. The status can be updated by clicking the appropriate radio button –Configuration Code – the code of the MetaLib resource configuration that is attached to the IRD –Access Method – the type of configuration –Config Action – action buttons to add/create, delete, edit or link to a resource configuration

14. 14 IRD Actions From this list, you can access both the IRD record and the configuration record by using the “action buttons”. The IRD action buttons are on the left-hand side and the configuration record action buttons are on the right-hand side. The following actions are available: –? - Access the Notes. Resource Configuration Notes, Search Hints for the User and Release Notes (CKB) come from the CKB IRD and may not be edited. –S - Edit (update) the IRD’s Subscription information –P - Edit (update) the IRD’s Presentation information –T - Use this IRD as a Template. Clicking on the icon will create a copy of the IRD (excluding subscription information and the Source ID). Important: Do not use the Template copy to create a new IRD for the same resource in a different institution; use the “Replicate” feature instead. –D - Delete the IRD.

15. 15 A USER NOT AUTHORIZED TO UPDATE THE RECORD, WILL ONLY SEE THESE ACTION BUTTONS: –V - View the IRD. –T - Use this IRD as a Template. Important: Do not use the Template copy to create a new IRD for the same resource in a different institution; use the “Replicate” feature instead.

16. 16 Configuration Record Actions If there is a configuration record and the /M user is authorized to update it, the following action buttons will be visible and active: –E - Edit (update) the configuration record –D - Delete the configuration record

17. 17 IRD “Replicate” The Replicate function is used mainly by consortia. It will copy IRD(s) to different institutions on the same MetaLib server. In a consortium with central administration, this tool may be used to create IRDs centrally and then copy them to each of the member libraries. Important! This type of copy retains the Source ID and should only be used to copy IRDs when the copied IRD and the new IRD are the same resource. To use an IRD as a “template” (i.e. using a similar IRD for a different resource), use the Template copy.

18. 18 Step 1: Select the IRD(s) to be copied. Search for IRDs using. Note that each of the resources in the result list has a selection box in the left-hand column. To refine the list of IRDs to be edited, deselect or select resources in the list, as appropriate. At the top of the column is a and/or option, as relevant.

19. 19 Step 2: Replicate Select the button. The Replicate IRDs screen shows the institution(s) to which the administrator has the authority to add resources. Optionally, enter the Status and enter Authentication data, which will be applied to the newly created IRDs. If an e-mail address is entered, an e-mail will be sent when the replication process is complete.

20. 20 Global Updates The Global Update feature is used to make a change to more than one IRD at the same time. EXAMPLE #1: Global Updates may be used to change all of the "Free" resources in a MetaLib system to Active status. EXAMPLE #2: Global Updates may be used to populate the Authentication field for all resources from a specific provider. EXAMPLE #3: If an information vendor’s Z39.50 server is temporarily unavailable, Global Updates may be used to deactivate the link between IRDs and Configurations for all resources from that provider, effectively making them “Link Only” resources temporarily. Consortia with central administration may use Global Updates to change all IRDs for a specific resource or group of resources across institutions.

21. 21 Applying Global Updates Step 1. Select Resources –The first step is to select the resources that need to be changed. This is done using the function. Note that the resources in the result list each have a selection box in the left- hand column. To refine the list of IRDs to be edited, deselect or select resources in the list, as appropriate. At the top of the column is a and/or option, as relevant. Step 2. Select Type of Global Update –Each Global Update is made on a specific IRD field. The list of fields that may be edited using the Global Updates is found in the drop-down menu under -- Select type of update --. The following global update options are available:

22. 22 Change Status Change Authentication Change Hostname:Port Change Link to Native Interface URL Change Link to Records Change Link to Configurations Create/Add to Export file Switch to CKB Configuration Switch to a different Configuration Code

23. 23 Step 3. Choose Collapse or Expand –Expand will list each IRD on its own line in the Global Update screen. Collapse will de-duplicate IRDs if the field being changed is identical. Step 4. Press “Go”

24. 24 The Global Update Screen The Global Update screen presents the existing data from the IRDs that were selected on the previous screen and the relevant choices for changing that data. –Only the selected resources are shown in the Global Update screen. To go back to the previous screen to select/deselect resources, choose. Enter the data and select on the relevant line. The system will respond with a message “Changing…” and then “Finished Change.” –Some Global Updates contain a “Change All” option, which may be used as an alternative to entering data on each line.

25. 25 The Information Resources Database Record The IRD record cataloging form is arranged in tabs. The following buttons appear at the bottom of each tab: –Next Tab – Move to the next tab. Clicking on a tab will “open” or move the user to the relevant tab Movement to another tab from the Basic Information tab is not permitted unless the mandatory fields have been filled in. Moving from tab to tab will submit, and save, the data in the form. –Save – Save the form after editing and remain on the same tab –Save & Exit – Save the form and exit back to the Resource List –Resource List – Go to the Resource List resulting from the last Find Resource query. Changes are not saved –Main Menu – Return to the main menu –Delete – Delete the IRD

26. 26 The following system-assigned information appears above the buttons: –Resource ID – System-assigned unique identifier for the IRD consisting of the local prefix plus a number –Source ID – Links the IRD to the corresponding CKB IRD –Original ID – The Resource ID from the system where the record was originally created –Sysno – System Number - Internal system-assigned identifier

27. 27 IRD Record Fields The following fields appear in the Information Resource Description record. In the interface, fields that are mandatory are labeled with an asterisk. In order to avoid duplication, certain fields in the IRD are automatically copied to the resource configuration files. Subscription Tab –The Subscription Tab contains fields necessary to locate and link to the resource. –Full Name (Mandatory) This is the title or full name of the resource.

28. 28 Display Name (Mandatory) –This is the brief title or name of the resource. This is the name that is displayed in the User Interface. Note: Only the first 40 characters entered in this field will be displayed in MetaLib’s User Interface results table view. Institution, Secondary Affiliation & IP Filter –These three fields are used for authorizing access to resources. In brief, the system will filter access to resources based on the affiliation of the user and the affiliation of the resource. Institution (Mandatory) –Every IRD record must belong to a specific institution. This determines which users (both in the KB Admin interface and in the User Interface) have access to the IRD. Configuration Code –The configuration code is the code of the linked configuration record. This field appears in the IRD but cannot be updated from within the IRD. Clicking on the configuration code takes you to the configuration record. The link between the IRD record and the configuration code is created from the resource list by clicking the A (or ) button in the Config Action column.

29. 29 Free/By Subscription –This field indicates whether the resource provides a free search interface or requires a subscription. Link to Native Interface URL –Enter the URL of the resource to link to the native interface. To test the URL, click on the arrow icon after saving the IRD to open a new browser window using the Link to Native Interface URL. Proxy Server Flag and Search Proxy Server Flag –The Proxy Server Flag determines whether or not to use a proxy server when the user links to the native interface of the resource. Hostname: Port –This is the address and port number of the server that MetaLib contacts for searching. –If the resource uses the HTTP method POST, enter POST; preceding the HTTP Request. For example: POST;http://muse.jhu.edu/search/pia.cgi?

30. 30 Z39.50 Resources –The Hostname:Port for z39.50 resources is the server address and port for the z39.50 server. Example: Z3950trial.silverplatter.com:210 Database Code –The code used to connect to the database for searching. Example: APH – Ebsco Academic Search Premier Authentication –The username and password (if required by the resource). –For Z39.50 open authentication (standard authentication), the format is username/password. –For Z39 idPass authentication: If a target requires idPass authentication, define the authentication string as follows: –"g:[ ] u:[ ] p:[ ]" –Note: if a target does not require groupId, userId or password, these fields should be left empty.

31. 31 Link to Records in Native Interface –This URL enables the user to jump from a record retrieved in MetaLib to the record in the target database (rather than a link to the home page, this link goes to the record itself). In order to create this link, the resource must support link-to syntax for linking to individual records and there must be data in the record that can be used to create the link.

32. 32 Presentation: Primary Tab This tab contains information that is initially provided by the CKB. It determines how the resource appears in the User Interface, including whether it appears at all and whether it appears as a Link-to or Searchable resource. Type –The resource type appears in lists of resources and in the nfo windows in the User Interface. The list of types may be modified locally, as types may be translated or added but not deleted nor replaced.

33. 33 Status –The status enables the institution to control which resources are displayed to the users, as follows. The same options/functionality are available on the Resource List: Active resources are displayed to end-users Testing indicates that the resource is in development. Inactive resources are not displayed either to staff or to end-users in the User Interface. Link to Configuration Active? (Y/N) –This flag determines whether or not the link between the IRD record and the configuration code is active. The default is Y. Changing the flag to N deactivates the link and the resource will be available in the user interface but only as a MetaLib link-only resource.

34. 34 Suppress SFX Button? (Y/N) –This flag determines whether or not the SFX button will appear in MetaLib’s user interface in records from this resource. The default is N. Changing the flag to Y will make the SFX buttons disappear from the user interface in records from this resource. This choice may be made for resources that do not return good metadata for constructing an OpenURL. Resource Icons –You can display icons next to resource names on the search screen, to highlight a special characteristic of the resource. The name of the icon to display should be entered in this field. Multiple icons are entered with commas, for example: fulltext,cdrom.

35. 35 Description –A description of the resource in general terms. This description is displayed in the User Interface when the INFO button (i) is clicked. Expiry Date for NEW Resource –You can define a resource as “new” until a certain date. When a user logs into the system and there are such new resources, a special section of the Identify Database selection will appear in MetaSearch. Once the expiry date defined in this field has passed, the resource will no longer appear as a new resource. –Enter the date as YYYYMMDD.

36. 36 Link to Holdings in Native Interface –This parameter defines the URL that enables the user to link directly from the record retrieved by MetaLib to the items (holdings) of the record in the target database. Rank –This field contains a number from 1-5. It is used as part of the MetaRank algorithm to give weight to all results from this resource. A score of 5 means the highest rank factor. If two records have an equivalent rank, but one comes from a resource with a “1” rank factor and the other comes from a resource with a “2” rank factor, the record from the resource bearing the “2” rank factor will be listed above the record from the resource bearing the “1” rank factor.

37. 37 Presentation: Secondary Tab The data in this tab may be displayed in the INFO screen (after clicking on the INFO “i” button) in the User Interface. –Note that only the Publisher and Creator fields are populated in the CKB. These fields are not updated by the CKB updates. Alternative Name –Enter alternative titles or additional names by which the resource is known. This field is searchable in the User Interface using the Find Database title search. Coverage Time-span

38. 38 Languages Link to Database Guide Full Text Note Publisher Alternative Publisher Names Publisher Description Publisher URL Creator Copyright Keywords

39. 39 Presentation: Library Tab This tab is for a resource that is a Library OPAC. The fields are displayed in the User Interface in the INFO screen (after clicking on the INFO “i” button ). The fields populated in the CKB are Library System and Library Country. Library System Library Address Library City Library State/Province

40. 40 Library Postal Code Library Country Library Telephone (3 fields) Library Fax (2 fields) Library E-mail Transportation Access for Disabled Access Policy Charging Policy Opening Hours - URL Contact Note

41. 41 Local Tab This tab contains 5 fields that can be defined locally. –For example, Local Field 1 may be used to hold information about how to give feedback to the librarian responsible for that resource and Local Field 2 may be used to hold information about restrictions on the resource’s use. The 5 local fields are available in the ”Local” tab in the IRD in the Management Interface. In addition, you can display these fields to end-users under the info button in the user interface.

42. 42 Information Resource Description Indexes The IRD indexes are created automatically when records are saved; specifically the following indexes are created:

43. 43

44. 44 MetaLib Resource Configuration The configuration record is accessed from the Resource List by clicking the E action button. If the /M user does not have authority to make changes to the configuration record, the /M user is limited to V it.

45. 45 Definition of Concepts used in MetaLib Configurations Search – MetaLib sends a search to a target resource and retrieves a number of hits. Retrieve – MetaLib retrieves records. Conversion – MetaLib converts the records into the MetaLib display format. The character set that MetaLib uses is UTF-8. The physical record format used is MARC exchange format. The record schema used is based on MARC-21, but includes additional tags/fields specific to MetaLib display.

46. 46 OpenURL – MetaLib extracts metadata from records to produce an OpenURL, used for linking by SFX. Record Manipulation and Set Manipulation - It is important to note that the MetaLib application includes record manipulations for display, linking and export. The MetaLib application also performs manipulations on sets of records retrieved from resources including de- duplication and relevance ranking. These manipulations are not controlled by the configuration.

47. 47 Access Methods Z39 uses the Z39.50 protocol for search and retrieval of records. Z39/SUTRS is a type of Z39 configuration that retrieves SUTRS data; the SUTRS configuration tabs differ from other types of Z39 resources. EXTERNAL – This access method indicates that an “external” program has been written to search and retrieve records from a resource. EXTERNAL programs may use the HTTP protocol or other APIs. Many use XML Gateways, sending XML searches and retrieving XML results, using HTTP protocol.

48. 48 EXTERNAL_JUMP – This access method is used with “external” programs. In this case, MetaLib sends the search and retrieves just the number of hits. Records are not retrieved from the resource. That is, resources using EXTERNAL_JUMP configurations are the resource is a Search & Link resources in MetaLib. WEBCONFIG_SIMPLE – This access method may be used to configure Search & Link resources. WEBCONFIG_COMPLETE – This access method is used in CKB configurations only. Resources using this configuration type are Search & Link only. WEBCONFIG_XML – This access method is used in CKB configurations only Resources using this configuration are Search & View.

49. 49 Types of Configurations Z39.50 Configurations –The z39.50 protocol enables search and retrieval of data between Z39.50 clients and servers. WEBCONFIG_SIMPLE Configurations –This access method may be used to configure Search & Link resources. The reason that this type of configuration is called “simple” is because all searches are done using the “All Fields” search type, rather than searching a variety of fields, and only one search box can be used. EXTERNAL and EXTERNAL_JUMP Configurations –EXTERNAL and EXTERNAL_JUMP configurations interact with program(s) on the MetaLib server. EXTERNAL_JUMP configurations are used for Search & Link resources whereas EXTERNAL configurations retrieve the records.

50. 50 CKB Update Overview The CKB Update process is initiated from the MetaLib Administration module. The process will download new and updated resources from the MetaLib CKB and will install them in the local MetaLib server. –Ran monthly by SDLN staff Whenever the CKB Update is run from a consortia MetaLib server, new IRDs will be added to all institutions that are configured to receive them in the institutional settings module.

51. 51 CKB Release Notes The CKB Update does not apply changes to existing local IRDs or local configurations. Local IRDs that are linked to CKB configurations may require manual changes after a CKB Update is run. The CKB Release Notes is a guide to the changes that have been made in the CKB and to manual changes that need to be made locally. The CKB Release Notes also list the newly added resources.

52. 52 MetaLib Standard Search Syntax In MetaLib version 4.00 a new search syntax has been introduced. This new search syntax treats multi word search terms as keywords by default, and only treats multi word search terms as phrases if they are surrounded by quotation marks.

53. 53 Supported Searches MetaLib supports searches in the following fields: All Fields, Title, Author, Subject, ISSN, ISBN, and Year. Searches may be entered in lower-case or upper-case or a combination of the two. There is a limit of 100 characters per query.

54. 54 ISSN –An ISSN must be input with a hyphen after the first 4 digits: 1234-5678 in ISSN ISBN –An ISBN may be input with or without hyphens/spaces: 0123456789 in ISBN or 01-2345-6789 in ISBN. Note: If a resource only allows searching of ISBNs with hyphens, then hyphens must be entered as part of the search. Where possible, the resource configuration will attempt to change the user’s search into what the resource’s search engine expects. Year –Year searches must include all four digits: 1999 in Year.

55. 55 Authors –The following search formats are supported for authors: Last [just the last name] –This should pick up all authors with the last name entered. Last, First [last name, comma, space, first name] –Should find all authors with Last, First and authors matching the Last, F entered if the resource does not support searching on full first names, but does support searching on Last, F. Last, F? [last name, comma, space, first initial of first name truncated] All Fields, Subject and Title Searches: –One or more words may be entered.

56. 56 Keyword Searching –When more than one word is entered within a search term, MetaLib will treat these words as keywords, sending the query to the resource as if "AND” Boolean operators have been entered between the words the search term consists of. Phrase Searching –If a search term is enclosed within quotation marks, MetaLib will find the two words adjacent to each other and in the order in which they were entered. For example, a search on “gun control” will only find records with the phrase “gun control”; it will not find a record with “gun that was under control” or a record with “control gun”. Truncation –Truncation is supported in All Fields, Subject and Title searching where the target resource supports it. A question mark or an asterisk may be used as the truncation symbol, for example: cat? Or cat* –The question mark or asterisk replaces zero or more characters.

57. 57 Punctuation –Search terms should be entered without punctuation Boolean Searching –MetaLib supports the use of Boolean operators AND, OR and NOT (WITHOUT). The Boolean operators may be entered by the use of two search boxes.

58. 58 Questions? Patrick Weber –pweber@sdln.netpweber@sdln.net Linda Allbee –lindaallbee@sdln.netlindaallbee@sdln.net