CORAL “Resources” Module Training

https://coral.shsu.edu/resources/ 

CORAL is an “ERM” or electronic-resource management tool

NGL uses it to track our library materials (mostly subscriptions) for access information, vendor contact information, admin information and licensing.
We also use it as we add/delete/modify acquisition and cataloging information for each resource.

For those who were familiar with the paper forms (Add/Modify/Delete Title), CORAL has replaced these and puts this routing and information online for everyone to see!

Resources

1. What to expect to FIND in CORAL Resources Module

1. Information regarding:

• which resources NGL owns or subscribes to

• Format (online, print, etc.) and Type (serial, database, ebook, etc.)
• Title Lists  (titles that should be included with NGL’s subscription/purchase)
• URL to access
• Cost History
• Perpetual access (whether owned permanently or renewed via annual subscription)

• changes to Library Resources

• Including new/old title lists, vendor memos, or emails containing information
• Initial set-up information (EZproxy stanza, URLs, where to get MARC records, etc)
• old (scanned) copies of NGL Title Order Form/Title Change Form/ Close Title printed forms

• account information for Library Resources

• Admin account/access
• Usage stats URL and username/password

• *contact information for the Resource’s Vendor/Publisher/Provider

• Sales or account rep - name, phone, email, etc.
• invoice/licenses person - name, phone, email, etc.
• Technical support

*Please note that this information is displayed* in the Resources module but should be updated/added in the CORAL Organizations module!                         (*mirrored, not stored here)

2. Find/Search for a Resource

1. Typically recommend to use the search box to search by Resource name first,
   then if not found, try the Publisher/Provider Name.
2. Optional filters:  Resource Type --- database, e-journal (serial), ebook, etc.  

   Resource Format --- print, electronic, print+electronic, etc.

   Acquisition Type * --- Subscription, Standing Order, Cancellation
        *this really is more indicative of the type of workflow needed

3. You can alternately browse by an alphabetical letter
                   

*Findability is WHY consistent naming nomenclature is SO VERY IMPORTANT! *

RESOURCE Types in CORAL:

1. Database - General

• This is any type of database (aggregator, archive, etc.)
• Example :         JSTOR 

2. Serials

• This is any type of journal or periodical, individual title(s) or package
• Example :          School Library Connection

3. EBooks - license required

• This is any type of online book, individual title or package, that requires a full license (not just an amendment to an existing license).
• Example :          AMS University Lecture Series Backfile Collection 

4. EBooks

• This is any type of online book, individual title or package
• Example :           Encyclopedia of Islam and the Muslim World, 2nd ed. (GVRL)

5. Streaming Audio

• This is any type of streaming audio --- a single title or package
• Example :   At current time, NGL does not has any of these

6. Streaming Video

• This is any type of online streaming video, individual title or package, that requires a license
• Example :   Met Opera on Demand

7. Streaming Video - NO license required

• This is any type of online streaming video, individual title or package, that does not require a license to purchase/subscribe to (i.e. Kanopy videos covered under existing main license)
• Example :    Miss Representation (Kanopy)

8. Tools

• This is any type of bibliographic tool or utility (typically paid for by Admin office)
• Example :   Cataloger’s Desktop (Library of Congress)

ACQUISITION Types in CORAL:

1. Subscription

• This acquisition type indicates that NGL renews/pays for this resource on an annual (or multi-year renewal) basis.  Also known as “continuing resources”.
• Example :         JAMA Psychiatry 

2. Standing Order

• This acquisition type is a standing order where the vendor automatically sends/makes available the latest issue and then bills NGL.
• Example :          *No Examples yet*

3. One-Time Purchase

• This type of library resource is purchased by a one-time payment (archive, ebook, video, etc.). Typically this means these resources are perpetually-owned.
• Example :          D&B Key Business Ratios ARCHIVE

4. CANCELLATION

• This acquisition type is used to start a Cancellation routing workflow (in combination with the Resource Type (serial, DB, etc.) and Format (print, online, etc.)
• Example :          Credo Reference Subscription [CANCELLED]

5. RENEWAL

• This acquisition type is used to start a Cancellation routing workflow (in combination with the Resource Type (serial, DB, etc.) and Format (print, online, etc.)
• Example :          Annual Reviews Sciences Collection Renewal 2016   

6. FORMAT CHANGE

• This is any type of journal or periodical, individual title(s) or package
• Example :          *No Examples yet*

7. TITLE CHANGE

• This is any type of online book, individual title or package, that requires a full license (not just an amendment to an existing license).
• Example :          *No Examples yet*

8. Platform/URL/Proxy change

• This is any type of database (aggregator, archive, etc.)
• Example :          Sage Knowledge - Platform change (Dec 2015) 

9. Pay by Usage

• This is any type of journal or periodical, individual title(s) or package
• Example :           Ebook Central (EBL)

10. Open Access

• This indicates that a resource is open-access (free) and starts the appropriate workflow for making this resource available
• Example :         Summing Up 

11. Dark Archive trigger (Portico)

• This is any workflow to start once NGL receives notice that Portico (or other comparable dark archive) access* has been activated due to a cancelled resource not being picked up by any other publisher or made available anywhere else (* VERY rare).
• Example :   Baywood Press Journals - Dark Archive (PORTICO) triggered Dec 2015 

12. Trial

• This is a trial resource (something not yet purchased or subscribed to)
  More information on these can generally be found in the Trial Databases google sheet, and also the A-Z database listing for the trial.
• Example :           Archives of Human Sexuality and Identity, Part I

13. Free

• This is any type of library resource that is free.  Since these are typically not tracked in SIRSI, this is a place to put information such as how to set-up access, what we have turned on in Pub.Finder, or how else patrons can use this
• Example :           Food and Agriculture Organization of the United Nations (FAO)

3. Create a Resource record

1. Step 1 --- make sure it does not already exist!
2. Step 2 --- Naming convention/nomenclature

• Name by the actual resource title
• Choose the Resource Type, Acquisition Type and Resource Format… then submit!

3. Step 3 --- Add a provider, platform, and vendor for the resource, if possible
   Some will have the same “organization” for publisher and vendor.  That’s okay.
   Note - organizations must be set-up in CORAL Organizations module before you can add them as a vendor/platform/provider/etc. in the Resources module
   

• Example:.        Euclid Prime (serial, electronic)

• Add any Aliases, Alternate Names, or Abbreviations that the Resource could be searched for by (helps prevent duplicate resource records!)

• Example:                Films on Demand (database, streaming video)

4. Step 4 --- fill in Cost History (Acquisitions tab), and any other Access or Cataloging specific information for this resource

4. Modify a Resource

1. Explain how affects routing/workflow

• If you need to modify the TYPE (database, serial, etc.) of Resource, please know that you will also need to restart the Workflow so that it can be seen/checked by affected parties

As each combination of Resource+Type has a unique workflow, this is important to remember

2. Demonstrate Parent/Child relationship

• Example: https://coral.shsu.edu/resources/PrepSTEP 

3. How to “tie” (relate) a Resource to a License

• http://shsulibraryguides.org/CORAL/AssociateLicenseWithResource

5. Add a Note

1. Note Types

• Fiscal Year
• Acquisition Details
• Cataloging Details
• Access Details
• Title Lists

2. Reminder to always add Fiscal Year Note!

6. TABS (Left Navigation Menu)

1. Product
2. Acquisitions

• How to edit Acquisitions information

3. Access
4. Cataloging
5. Contacts

• Explain how Resources-Organization modules work together!        

6. Accounts
7. Attachments
8. Routing

• ***Super Important! ***

7. CORAL Resources Policies/Procedures

1. CORAL LibGuide:  http://shsulibraryguides.org/coral 

• This is NOW the place to find Workflow Notes to copy/paste
  (getting rid of Word document shortly…)
  http://shsulibraryguides.org/CORAL/workflownotes

“Best Practices”

• Check spelling carefully!
• Look for existing Resources BEFORE adding a new one
• Follow naming nomenclature (Resource title, not by vendor/publisher/provider)
• We have a retroactive project to fill in missing information but going forward, if you add a Resource, please also add the cost information and any other relevant information from SIRSI.  Otherwise we will have incomplete information in CORAL and that would require another retroactive project to fill in the gaps.

• This is especially important as I hope to offer CORAL (view-only accounts) to ILL and Reference as a valuable place to find up-to-date information regarding Library Resources .