ERM Database Documentation : Access Confirmations : Initial Activations for Sage Publications

Overview:

Instructions:

1. Search for the e-journal by title search in the ERM database.
   (Note: The title search in ERM is a keyword search. If the word contains an apostrophe, either omit the entire word from the search or omit the apostrophe and all the letters that follow it.)
2. Click on the appropriate title in the results list to display the full record.
3. Check the following data elements in the Bib Rec tab to ensure that record you have retrieved matches the one on your list:
   • Title
   • ISSN
     (Note: Sage publishes e-journals for several associations, so some ERMdb records will have a publisher other than Sage. In cases like this, do not change the publisher in the ERMdb.)
4. Verify that additional fields in the Bib Rec tab are as follows:
   • Record Type is Content
   • Interface is Highwire Press
   • Material Type is Journal
   • Package Type is blank
   • License Required? is Yes
   • Full Text? is Complete Full Text
5. If you make any changes to the Bib Rec tab, save the changes by clicking on the Update Record button at the top or bottom of the screen.
   (Note: If the Resource Status field is blank, then you will be unable to save the record. If the Resource Status field is blank, then change it to Implementation in Process).
6. Click on the Access Tab.
   • Verify that the Implemented Authentication Method is IP Address.
   • If there is no url in the Primary Access URL/URI field, send e-mail to Larry, asking him to obtain the URL from Serials Solutions. He will send you the URL to copy and paste into the Primary Access URL/URI field.
   • Click on the Update Record button if you have made any changes in the Access tab.
7. Confirm that we have been granted access to the contents of the journal and record e-issn.
   • Follow the link in the Primary Access URL/URI by highlighting and copying the text, opening a new browser window, and pasting the link into the address bar.
   • Make sure that the Sage Publications logo appears in the top left hand corner of the browser window. This designation should appear for all Sage titles, including those published on behalf of societies, associations, etc.
   • If an e-issn appears on the opening screen
     • Select and copy the e-issn
     • Click on the ERMdb Bib Rec tab
     • Copy and paste the e-issn into the eISSN field
     • Click on the Update Record button to save your changes
   • On the opening screen for the journal, click on Select an Issue from the Archive.
   • Use the menu to navigate to the most recent issue.
   • Click on the PDF link for an article in the most recent issue to ensure that we have access to the full text.
     (You'll know we have access to the full text, when the PDF file opens and displays the article.)
   • Use the menu to navigate to the earliest full text issue.
   • Click on the PDF link for an article in the earliest issue to ensure that we have access to the full text.
   • For some earlier issues, only abstracts, not full text, may be present on the site. If this is the case work your way back to find the earliest issue with full text available.
8. If access is achieved:
   • Click on the Workflow tab:
     • Select Confirmed from the Access Status field and record the date of the access confirmation.
     • Create an open ended ANSI holdings statement in Holdings field for the full text issues to which we have access.
       (An open-ended holdings statement includes a single space after each dash.)
     • If BC users can access some, but not all of the full text issues that are online, notify Betsy.
     • Click on the Update Workflow button at the bottom of the screen to save changes to the Workflow tab.
9. If access is not achieved:
   • Click on the Workflow tab
   • select Claim Needed from Access Status field and record the date,
   • or, select Not Online Yet and record the date if the journal is not yet available on Highwire.
   • Click on the Update Workflow button to save changes to the Workflow tab.

Boston College Libraries
last revised: January 20, 2005
mckelvee@bc.edu