Merging information from subscription agent
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Merging information from subscription agent djc
- Request a customized list of current subscriptions from EBSCO that includes:
- EBSCO Account Title number
- ISSN
- ILS ( Order record number) – Make Text format
- Subscriber (Two character – Ship to Code)
- HEGIS (Fund code)
- Frequency
- Publisher Name
- Extended Retail (rename to EBSCO price)
- Format the ISSN as Text
- Change the 2 letter code to frequency to something readable.
EBSCO Account structure
- 00 = WSU
- Has WSU All IP addresses
- Contains all print only (Pullman); print and online; and online only
- Subscriber code is associated with a address that is used to mail physical materials; IR = Internet only and also indicates tax status.
- If a title goes from print only to print and online, it will default to WSU ALL which is the most common site description
- Titles with custom pricing, packages or items that require special handling that are WSU All will be located in account 30
- 01 = Pullman
- Has Pullman only IP addresses
- Contains print and online or online only for Pullman
- Subscriber code is associated with a address that is used to mail physical materials; IR = Internet only and also indicates tax status.
- Titles with custom pricing, packages or items that require special handling that are WSU All will be located in account 32
- 06 = Exceptions
- Titles where site description needs to be research
- EBSCO will not send out any IP addresses
- Technical Services needs to move title to correct account after WSU ALL, Pullman, etc is licensed.
- 30 = WSU customized pricing/packages
- Titles with custom pricing, packages or items that require special handling that are WSU All
- 32 = Pullman customized pricing
- Titles with custom pricing, packages or items that require special handling that are Pullman only
EBSCO FREQUENCY The intervals at which a serial is published (e.g., weekly, monthly, annually or biennially).
| Code | Frequency |
| AN | Annually - 1 per year |
| BE | Biennially - 1 every 2 years |
| BM | Bimonthly - 5 or 6 per year (every 2 months) |
| BW | Biweekly - 25 or 26 per year (every 2 weeks) |
| DA | Daily - 260 or 312 per year (Monday through Friday or Saturday) |
| DS | Daily & Sunday - 365 per year |
| IR | Irregular - Not on an evenly spaced repetitive schedule. Includes uneven but regular issuance and entirely irregular issuance |
| MO | Monthly - 8 to 12 per year (consecutive months) |
| OR | Odd regular - Not on any of the pre-set schedules but has regular issuance |
| QR | Quarterly - 4 per year (every 3 months) |
| SA | Semiannually - 2 per year (every 6 months) |
| SM | Semimonthly - 24 per year (twice each month) |
| SU | Sunday only - 52 per year |
| SW | Semiweekly - 104 per year (twice each week) |
| TE | Triennially - 1 every 3 years |
| TQ | Triquarterly - 3 per year (every 4 months) |
| UN | Frequency Unknown |
| WK | Weekly - 50 to 54 per year (Issued in successive weeks but not necessarily all weeks in a year) |
4. Change the 2 letter code status code
| Title Status Codes | |
| Code | Description |
| AA | Active |
| AU | Address Unknown |
| BL | Bill Later |
| CF | Canada, Pan America |
| CS | Completed Series |
| DD | Discontinued Order Direct |
| DP | Delayed Publication |
| DU | Do Not Use |
| MB | Membership |
| MM | Merged |
| MP | Membership Title with Price |
| NA | No Longer Available |
| NC | Now Called |
| OC | Canada Order Direct |
| OD | Order Direct |
| OF | Foreign Order Direct |
| OP | Pan American Order Direct |
| OU | United States Order Direct |
| PF | Pan American and Foreign |
| SO | Standing Orders Only |
| SP | Suspended |
| SQ | Alphabetization Sequence |
| SS | Split |
| UC | US & Canada Order Direct |
| XM | Cross Reference to |
| XR | Cross Reference |
5. Merge current year's information with data downloaded from Griffin.
- Line up the two spreadsheets so that information to be added to the serials decision database is in the same columns as information from EBSCO.
- Sort out all of the lines from the EBSCO file that have an expiration date of 2007 or 2008.
- Paste the following columns onto the serials decision database
- Title – Griffin is always the authority – Do not overwrite
- Notes/Comments – this information that is found at the end of the title on the EBSCO list. I used the data wizard and delimited on hypen.
- Start Date
- Expiry Date. There is a lot of information on the Current subscription list from EBSCO that is for past years. Using this Expiry Date can help get rid of some of it. However, if the invoice has not been posted, using last year’s data is the only way to “encumber” the fund.
- pISSN (022)
- Record Order Number (ILS)
- Frequency
- Title Status
- Publisher name
Merge data
Use either the Merge Macro by merging on the order record or use the methods below.
- Add the word EBSCO to column A, color the area to be merged and paste onto the Serials Decision Database (always white)
- Sort by order Record #
- When there is a match,
- Push the colored data into empty white cells except for fund. The authority for the fund code is Griffin. The authority for ISSN is EBSCO.
- Overwrite EBSCO in Column a with a “d”. I will delete those later
- When there is no match, write Keep in column A.
Pullman Libraries EBSCO Subscriber codes
- The purpose of this column is to identify the Pullman Campus Library and format.
- Location information is from EBSCO and is defined as subscriber. A list can be downloaded from EBSCOnet.
| EBSCO Subscriber Code | EBSCO Definition | Account used |
| AA | HollTerr ACQUISITIONS DEPT-EBS; print, print and online, memberships, numbered and unnumbered series | Account = 00 |
| AC | HOLLAND-EBS- ACS; online only | Account = 30 |
| AM | Internet Resources ASM | Account = 30 |
| AP | HOLLAND-EBS- AAP; print and online | Account = 30 |
| AR | ARCHITECTURE LIBRARY-EBS; Prt, prt and online, memberships | Account = 00 |
| AS | AGRICULTURAL SCI LIB-EBS | Account = 00; Account = 30 |
| AT | AGRICULTURAL SCIENCES - Robert Ferguson | Account = none |
| BC | HOLLAND-EBS-ASBC | Account = 00 |
| BD | BRAIN EDUCATION LIB-EBS; Non-subscription | Account = 30 |
| BE | BRAIN EDUCATION LIB-EBS; print, print and online, memberships, numbered and unnumbered series | Account = 00 |
| BL | HOLLAND - EBS-BLACKWELL; online | Account = 30 |
| BM | HOLLAND - EBS- BMJ; online and one print | Account = 30 |
| CA | HOLLAND - EBS-CAMBRIDGE - print | Account = 30 |
| CB | HOLLAND SRL REC-EBS-COFB; Online Company of Biologists | Account = 30 |
| CR | HLTH SCNCS LIB-EBS-AACR; online | Account = 30 |
| EL | HOLLAND - EBS-ELSEVIER; online and one print title | Account = 30 |
| HN | HOLLAND SERIAL REC-EBS; non-subscription | Account = 00 |
| HO | HOLLAND SERIAL REC-EBS; everything from print to online only; microforms, | Account = 00 |
| HP | HOLLAND SERIAL RECORD - R Ferguson; couple of memberships | Account = 00 |
| HS | HEALTH SCIENCES LIB-EBS; print, online, memberships, etc | Account = 00 |
| IR | INTERNET RESOURCES-EBS; | Account = 00; Account = 01; Account = 30 |
| IW | HOLLAND-EBS-IWA PUBLSHNG; online | Account = 30 |
| KL | HOLLAND - EBS-KLUWER | None |
| MU | HOLLAND - EBS- PROJ MUSE; online | Account = 30 |
| NA | HOLLAND SRL REC-EBS-NATR; online | Account = 30 |
| PS | HOLLAND SRL REC-EBS-APP; Am Psyc Assoc; online | Account = 30 |
| PY | HOLLAND - EBS- APS; Am Phytopathological Soc - online | Account = 30 |
| SA | HOLLAND SERIAL REC-EBS -SAGE; online | Account = 00; Account = 30 |
| SC | HOLLAND SRL REC-EBS-AAAS; online | Account = 30 |
| SE | SEA SERIAL RECORD-EBS; print, prt and online, memberships, etc. | Account = 00; Account = 01 |
| SF | SEA SERIAL RECORD - R. Fergusons | Account=none |
| SP | COOP ACADEMIC LIB -EBS | Account = none |
| SQ | HOLLAND - EBS- SPIE; online | Account = 01 |
| SR | HOLLAND - EBS- SPRINGER; | Account = 30 |
| TC | LIBRARY-EBS -TriCities; print, prt and online, membership, etc | Account = 00 |
| TE | LIBRARY-EBS -TriCities | Account = none |
| VA | VANCOUVER LIBRARY | Account = none |
| WI | HOLLAND - EBS- WILEY; online | Account = 30 |