Electronic Texts Manual v8

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Electronic Texts Manual v8

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Electronic Texts Service – Teaching staff can use the Electronic Texts Service to request digitised
versions of chapters and articles for course reading. NB: the service was formerly known as
Electronic Key Texts but dropped the word ‘Key’ as it grew to encompass all kinds of teaching scans.
Digitisation Suite – Also known as the Scanning Team, this is the room upstairs where the scanning
machines are and where the books get sent when we request them for scanning.
EARL – the reading list tool used by the library to manage requests for book buying, and used by
lecturers to list chapters, articles and books that they want students to read. Lecturers also request
chapters and articles for digitisation through EARL. Some lecturers don’t use EARL (but will be
required to from September 2014) so they might submit scanning requests through email or through
Academic Liaison.




More information on submitting scanning requests is here:
http://www.york.ac.uk/library/info-for/academics/lists/electronic-texts-service/
More information on the Key Texts service and on EARL is here:
http://www.york.ac.uk/library/info-for/academics/lists/

PackTracker – this is the workflow tool we use to manage the process of scanning requests through
to completion.
Yorkshare/VLE – the Virtual Learning Environment where EARL is embedded and where lecturers
manage their EARL list. The Electronic Texts team also uses the VLE as a secure file-store for all the
scans: they are stored as PDFs.
CLA HE Licence – we have a Higher Education scanning licence from the Copyright Licensing Agency
(CLA). The terms of this licence govern what and how much we can scan, and how the scans must be
stored. More information on what the licence allows can be found later in this document under
‘Checking CLA compliance’.
Copyright law – some basic information on how copyright law affects the University and the
obligations of staff can be found here: http://www.york.ac.uk/records-management/copyright/
Yorsearch – the front-end or customer-facing part of the library catalogue system where patrons can
search for books, journals and other resources and manage their library account.
ALMA – the back-end of the library catalogue system where staff can manage patrons, add and
remove catalogue records and manage the whole collection – among many other functions.
SITS/EVision/Student Enquiry – search tool for finding details about courses, module codes, student
numbers, full course titles, tutors and students:
https://www.york.ac.uk/univ/mis/cfm/sessits/index.cfm

Electronic Texts:

[email protected]

Scanning Team:

[email protected]

Lib-orders:

[email protected]

Lending desk staff:

[email protected]

Save these links in your browser as they will all come in handy at some
point.
PackTracker: http://heron.publishingtechnology.com/pt_york/
ALMA: https://eu.alma.exlibrisgroup.com/institution/44YORK_INST/SAML

TIP: Our FAQs are also
handy to keep. They’re
stored on a Google doc
which can be accessed
by clicking this link.

EARL: https://www.york.ac.uk/systems/readinglists/admin/
CLA Title Search: http://he.cla.co.uk/complying-with-your-licence/what-can-be-copied/title-search/
Yorkshare VLE: https://vle.york.ac.uk/webapps/portal/frameset.jsp
Yorsearch: http://yorsearch.york.ac.uk
British Library Catalogue: http://explore.bl.uk/
COPAC: http://copac.ac.uk/
eBooks from Dawsons: http://www.dawsonenter.com/(S(lsyoq1qu5olvf355ukfpen45))/Login.aspx
eBooks from Coutts/OASIS/MyiLibrary/ebrary: http://www.couttsoasis.com/
eBooks from University of California: http://publishing.cdlib.org/ucpressebooks/
Declined requests capture form:
https://docs.google.com/a/york.ac.uk/forms/d/1HzR0owjn0auwZ4Uh5eycUCAGhU_uCGKlxIGtRoaS
OF4/viewform
Quick percentage calculator: http://www.onlineconversion.com/percentcalc.htm
UlrichsWeb directory of journals: http://ulrichsweb.serialssolutions.com/
Our own Google Site with useful stuff: https://sites.google.com/a/york.ac.uk/electronic-texts-team/

1. Run EARL Report 11:
 Go to: https://www.york.ac.uk/systems/readinglists/admin/
 Click on View reports
 Scroll to Report 11 (Resources that users have asked to be digitised) and click on Generate
report
2. Click on Date Selected (top of far right hand column) to sort the requests so that those
submitted first appear at the top. Start with the first request on the list (unless you have been
asked to prioritise requests in another way).
3. You can see which module the request is for by looking at the Y number in
the Course column. Check that no other chapters from the same book
have been requested by looking at the other requests for this module in
PackTracker; you can sort the list by module by clicking on the Course column
header link, or you can do a text search by typing CTRL-F and entering the Y
number in the search box.

TIP: If two or more
chapters from the
same book have been
requested then follow
‘Dealing with multiple
chapter requests’ later
in this document.

4. Once you’ve checked that multiple chapters haven’t been requested, click on the link in the
Resource List column. This will take you to the EARL resource list on which the request appears.
Use the CTRL-F search to find the relevant request.
5. Before inputting the request into PackTracker you need to check that the request complies with
our CLA scanning licence (see ‘Checking CLA compliance’ later in this document). If we are
unable to scan the item then:





check whether we can purchase an eBook instead
email the lecturer (you will find their name at the top of the reading list)
take the request off Report 11 (click on Edit, remove the tick from the ‘I would like the
library to digitise this chapter’ box, and click on Next)
complete the 'Declined digitisation requests’ form (http://goo.gl/Xi9lx).

If we are able to scan the item then you are ready to enter it into PackTracker.

1. Open PackTracker in a new window by going to:
http://heron.publishingtechnology.com/pt_york/. Log in using the username and password that
you have been given.
2. Check whether we have scanned for the module before. Click on PACK
SEARCH to view an alphabetical list. If the module is listed then select it
and click on Search.

TIP: If the module isn’t
there then go to
‘Creating a new
module in PackTracker’
later in this document.

3. Each module will contain one or more packs. Find the pack that relates to
the current academic year (you can determine this from the start date of the pack). Click on the
ID/LINK number to access the pack.

eg: This is the
current pack for
the academic year
2013-14. Even
though it says
‘Complete’ it might
still be current and
in use.

TIP: If there isn’t a pack
for the current
academic year then go
to ‘Copying a pack in
PackTracker’ later in
this document.

4. Use the CTRL+F function to check that the pack doesn’t already contain any scans from the same
book.
5. Add the details of the new request by clicking on Add Transaction To This Pack (at the top or
bottom of the screen).
6. In the ‘Media Type’ drop-down, select PDF. Paste the ISBN or ISSN into the EAN/ISBN/ISSN field.
Select the Paper original radio button. Click on Continue. If the book has no ISBN then select
PDF (no isn) from the ‘Media Type’ drop-down and leave the other two fields blank.
7. A new screen will load that has various fields to fill in. At this point,
PackTracker will tell you if this book has been requested before at the
top of the screen. NB: you should only click ‘add’ if the same chapter
details you require appear here; if the chapters don’t match you could
risk overwriting the files and causing problems with the data.
You are now ready to fill in the rest of the Biblio Record screen as follows.

TIP: If the chapter
details do match then
go to ‘Obtaining a new
cover sheet for a
chapter/article that has
already been scanned
for another course’
later in this document.

8. In the top right, where it says ‘Production’ select Internal – D from the drop-down menu. In the
‘Verified’ menu ensure it says Verified OK.
9. Fill in the following fields (if not already populated) by copying and pasting the request details
from the EARL list. NB: follow the Style Guide detailed later in this document to ensure details
are entered in a consistent format:
 Extract Title (enter page range(s) if not scanning a whole chapter)
 Extract Author (if this is not provided then use the book author/editor)
 Source Title
 Source Author (put N/A if book is edited)
 Editors (leave blank if no editors)
 Edition
 Pagerange (if no pages are given then enter 1-9999)
 Year
 Place published
 Publisher
10. Click on Add to pack and go to transaction. This takes you to the Transaction screen from where
you will send the request off to the scanning team or to the British Library (See sections 2.1.4
and 2.1.10).

We need to ensure that we achieve a uniform look when we place requests on PackTracker. This is
important because the information from PackTracker appears on the Library-branded coversheet
that accompanies each scan. The following points explain why and how we maintain consistency.
1. Team name
We are officially called the Electronic Texts team – ET, or e-texts for short. When the service first
started it was as a pilot project to see if digitising core reading would lead to a drop in demand for
Key Texts items. The pilot has finished and our scope has widened, so we’re no longer referred to as
Electronic Key Texts (EKT).
2. Accuracy of information
It is important that we fill out the fields in PackTracker as comprehensively and as accurately as
possible. In particular we need to pay attention to the following fields:

For each request that comes through, if there’s not enough info on the EARL entry, try checking the
contents page on Amazon or Google Books (follow the links from the catalogue entry). This will help
to ensure the accuracy of information, make sure our references are consistent and professionallooking, and (in the case of British Library requests) save time from returned requests due to missing
or inaccurate information.
3. Chapter title
Preferred style is Chapter and number where possible, followed by colon, followed by chapter title.
So, as follows:

Write the word ‘Chapter’ title in full, with a capital C, not:




chapter
ch
Ch

Make sure the chapter title is accurate, based on the EARL entry or the Amazon table of contents.
Also check the following:



The page range is correct
The Extract Author and the Title Author are listed appropriately - pay particular attention to
this if the book has editors

Where the lecturer has only given us a page range or just said “Chapter 7” (for example) if you have
time you can look up the Table of Contents online to flesh this out with full details so that, when
we’ve finished with it, the request will read “Chapter 7: Marking time in Australia”.
If no chapter details are given and it’s not possible to search inside the book on Amazon, then use
‘pp. xx-xx’ as the chapter title.
4. Other details to watch out for
 No full stops after the author’s name
 No speech or quote marks around the chapter title unless there are some already there for a
reason, for example an embedded quote as in:

Chapter 7: 'Learning to be a Leper’: a Case Study in the Social Construction of Illness
We don’t add extra speech or quotation marks (even if the lecturer has) because PackTracker
automatically adds them too and you can end up with 3, 4 or even 5 sets sometimes, which looks
ridiculous.

1. Select Yes in the ‘Ownership’ field.
2. Enter the shelfmark of the book into the Catalogue reference field.



If there is a copy of the book on the shelf then select Requires
Scanning/Clean-up from the ‘Document Status’ drop-down menu.
If all copies of the book are out on loan, on order, or in cataloguing
then select On order/being catalogued/on loan and specify which of
these it is by typing in the Catalogue Reference field.

TIP: If the request is for
a book that we don’t
hold and hasn’t been
ordered or a journal
that we don’t hold,
then refer to the
instructions for ‘Not in
stock items & British
Library requests’ later
in this document.

3. In the ‘General Notes’ field:
 Add the term and week (if provided) e.g. Autumn wk 5. This helps the
scanning team prioritise their work.
 Copy and paste the reading list title so that you can find the right list at the uploading stage.
You will find this at the top of the EARL resource list before the module title. It should look a
bit like this:

4. Click on Update (there are various update buttons - it doesn’t matter which you click) to save the
info to PackTracker and it doesn’t matter how many times you press it when updating details.
5. Click on Back to Pack and the completed record will be at the bottom of the screen, in green
rather than the previous grey.
The next crucial step in this process is to ensure that the book will be on the shelf when the scanning
team need it. To do this we use ALMA to reserve the book so that anyone trying to borrow it will be
notified that it’s been reserved. We also reserve it when it’s being catalogued or on order so that the
book will go straight to the scanning team as soon as it’s been catalogued. The only exception to this
is when the book is in Key Texts – there is no need to reserve it then (and ALMA won’t let you) as
Key Texts are non-reservable.
6. Go to ALMA and place a request on the title using ELEC as the user id. If the item is only
available at Kings Manor then email the Lending desk staff email list, copying in the scanning
team, and ask KM to send the book to the JBM be scanned. Include the transaction number in
the email.
The final step is to take the request off Report 11 in EARL, as detailed below.

7. Find the request on the EARL resource list and click Edit. A new screen loads. There is a ticked
box next to ‘I would like the library to digitise this chapter’. Click on it to remove the tick. Add
the following note in the notes field 'Digitisation request received – in process [date]'. If there’s
a note in the ‘Notes To Library’ field that is no longer needed then delete it. Click Next.

8. Go to Report 11 and scroll to the point where the item you’ve just been dealing with should be.
Refresh the page, and you will see the item is no longer on the list.

Follow this process when you know the
request is over 5% and is more
than one chapter.

Check whether
the title is
available as an
eBook from
1
Dawsons or
2
Coutts/Ebrary

Not available as eBook

Available as eBook

Email lib-orders and ask them to
order the eBook. Let them
know the resource list details
and the fund (infobundle –
subject)

Email the lecturer from the
Electronic Text mail box to ask
them which chapter they would
like digitising

Take the requests off Report 11:
Email the lecturer to let them
know that we’re ordering the
eBook instead of digitising the
requested chapters



Find the request on the
EARL resource list and click
Edit



Remove the tick from the ‘I
would like the library to
digitise this chapter’ box



Click on Next.

Fill in the ‘Declined Digitised
requests’ form3

1

http://www.dawsonenter.com/(S(0rj2cr45qjayysmtoues3enb))/Login.aspx (username and
password required) or use the short URL: http://goo.gl/oSx1Lz
2

3

http://www.couttsoasis.com/

https://docs.google.com/a/york.ac.uk/forms/d/1HzR0owjn0auwZ4Uh5eycUCAGhU_uCGKl
xIGtRoaSOF4/viewform?c=0&w=1




General Information about the CLA licence for HE: http://he.cla.co.uk/
Information about international territories and excluded works/publishers and a link to the CLA’s
‘Title Search’ tool: http://he.cla.co.uk/complying-with-your-licence/what-can-be-copied/titlesearch/

You can also find a good summary of what can be scanned under our CLA licence on the G Drive:
Google Drive > Electronic Texts Group Folder > Copyright and CLA)\Quick Check List for
Scanning.docx
If you have any copyright queries then email [email protected]
Is the request (for the same
module):


One chapter of a book



One journal article



5% or less of the total no. of
pages?

No

We cannot scan. Go
to the section on
‘Dealing with multiple
chapter requests’.

Yes

TIP: When we can’t
scan a requested
item don’t forget to
check if there’s an
eBook to buy.

Yes
Have we scanned from this item
for this module before?

We cannot scan

No
• One chapter
per book
Is the item an excluded work under
the terms of the CLA licence (use
the CLA Title Search tool to
whether
this isissue
the case)
•determine
One article
per journal

Yes

And we always let
the lecturer know if
we can’t scan an
item or have had to
buy an eBook. Send
them an email briefly
outlining why it’s
been declined and –
if there’s no eBook –
mark the copy for
Key Texts so that at
least the chapter will
be more readily
available.

We cannot scan

No
Do we have an electronic version
on the catalogue?
• 5% or less of the total pages?
No

Yes

We cannot scan

Yes
Is the only copy a Minster copy?

We cannot scan

No
Yes
Newest edition
that library holds?

Book?
No
Yes
Journal article?

Yes
Yes we can scan

No

Check with lecturer
that okay to update
edition on reading list

Most requests are for courses that have run in previous years and already have packs of scans on
PackTracker. However, some scanning requests will be for new courses that need a pack creating for
them. The pack will then contain the Transactions that we send to the Digitisation Suite or to the
British Library. Creating a pack is a two-step process: creating a ‘module’ and then creating a ‘pack’.
STEP ONE - CREATING THE MODULE
1. Click on MODULES on the left menu
2. Select the relevant School (Department) from the menu and click Continue
3. All the modules already created for the department are listed. Double-check that the module
you want to create isn’t already there and click Continue.
4. Add the module name in the ‘New Module Name’ field. You can do this by copying and pasting
from the EARL resource list. Include the Y number at the end in square brackets, replacing the
year with xxxx. NB: Do not include the Y number if it is an Archaeology module, and also be
careful with dates in Health Sciences packs. For example:
An example English
module – most packs
will look like this

An example Health
Sciences module –
note the year next to
Oct has also been
removed

An example
Archaeology module –
note no year or EARL
reference at all

5. Add the SITS (module) code to the ‘Module Ref’ field e.g. HIS00009M. You will find this on the
EARL resource list.
6. Click Add New Module.
You now need to add a Pack to the module for the current academic year.

STEP TWO - CREATING THE PACK
7. Click on NEW PACK from the left hand side menu.
8. Click on Add a Lecturer, select the relevant Lecturer, and click on Add
lecturer to pack.
9. Select the module you just created in steps 1-6 from the drop-down
‘Module’ list.

TIP: If the lecturer’s
name isn’t on the list of
ones to choose from,
you’ll need to go to
Course Contacts and
add their name here
first, and then go back
to creating a new pack.

10. Select year and session from drop-down menu.
11. Fill in the course start and end dates date by clicking on the calendar. Use the start of whichever
term the course runs on as the start date. Enter the last day of the Summer term as the end
date.
12. Enter the number of weeks between the start and end date in the ‘Duration’ field.
13. Fill in number of students. This information is in the Course Details section
of the EARL report, found by clicking on the relevant Y number in the
report.
14. Copy the date in the ‘End Date’ field and paste it into the ‘Pack Renewal
Date’ field. This will always be the end of Summer term so that our end-ofyear CLA Report will declare all scans in use that academic year.

TIP: If the student
numbers are missing or
set to zero then you
can look this
information up in
EVision/SITS/Student
Enquiry.

15. Click on Create Pack.
16. Add the Y number (including the year) e.g. Y2013-005890 to the Notes box and click on Update
Notes.
17. Follow the ‘Inputting Electronic Texts requests’ instructions under ‘Entering requests on
PackTracker’ earlier in this document

If a module only contains packs from previous academic years then you will need to create a new
pack for the current academic year. This is done by copying the most recent pack. Before copying
the pack you need to check that the transactions still comply with copyright. Withdraw any
transactions as necessary. Make a note of any transactions that have been withdrawn so that you
can avoid copying them into the new pack. To copy:
1.
2.
3.
4.

5.
6.

7.
8.
9.

Click on PACK SEARCH, find the relevant module in the drop-down list and click on Search.
Click on COPY for the most recent pack.
Select year and session from drop-down menu.
Fill in the course start and end dates date by clicking on the calendar. Use the start of whichever
term the course runs on as the start date. Enter the last day of the Summer term as the end
date.
Enter the number of weeks between the start and end date in the
TIP: If the student
‘Duration’ field.
numbers are missing or
Change the number of students so that it is correct for the current
set to zero then you
academic year. This information is in the Course Details section of the
can look this
EARL report, found by clicking on the relevant Y number in the report.
information up in
EVision/SITS/Student
Copy the date in the ‘End Date’ field and paste it into the ‘Pack Renewal
Enquiry.
Date’ field.
Click on Save changes.
Check the following boxes for all the transactions you wish to copy into the new pack:









Copy
Keep old cover
Set Ownership to 'Yes'
Retain Document Status
Retain Lecturer Notified Date - No message will be sent
Retain Previous Filename
Reviewed
NB: For some transactions there may be a Media Type drop-down menu where you need to
select PDF

10. Click on Add selected extracts to the above pack.
11. Add the Y number (including the year) e.g. Y2013-005890 to the Notes box and click on Update
Notes.
12. Follow the ‘Inputting Electronic Texts requests’ instructions under ‘Entering requests on
PackTracker’ earlier in this document.

Sometimes, when you put a request on PackTracker you will find that the same chapter/article has
already been scanned for another module. If this is the case then you will see the chapter details
appear at the top of the screen when you are putting a new request onto PackTracker. Like this:

This scan can be re-used but it will need a new cover sheet with the relevant course details on it.
NB: you should only follow this process if the chapter and edition details exactly match; if the
chapters don’t match you could risk overwriting the files and causing problems with the data.
1. Click on ADD.
2. A new screen loads, containing all the entries in the pack. You can see your entry because it is
still grey (not green like the others), and can be found by scrolling to the very bottom of the
pack.
3. Click on the little PDF icon to the left of grey record you have just created.
4. Select Internal-D from the drop-down ’Production’ menu and click on Update.
5. Select Yes in the ‘Ownership’ field. Click Update to save this record.
6. Now scroll down to the Document and File Handling section and click on the link labelled PDF
Cover – this will generate a new copyright coversheet for the scan.
7. Save this to a temporary location for use in a moment – for example, your H drive.
Next you need to find the original scan. You’ll find the previous transaction number of the original
scan in the ’Other Use’ field near the top of the page. It looks like this:

If there is more than one number then go for the lowest: click on this number to see which module
the chapter was previously scanned for. Make a note of this.
8. Log in to the VLE/Yorkshare
9. In the VLE, select: Content > Department Content > Electronic Texts. This will take you to all the
departmental folders where we store the scans – within each folder are the various module
folders.
10. Find the module folder containing the original scan. Open the PDF and check it is the correct
chapter. If it is, save a copy to the same safe temporary location you used a moment ago for the
copyright coversheet.
11. Open Nuance PDF Converter Enterprise. Go to File and Open and find the document you just
saved in step 10, then go to Document > Pages > Insert.

12. Select the copyright coversheet you saved at step 7 and add the coversheet as the first page.
The new document now has two coversheets: a new one at page 1 and an old one at page 2. You
now need to remove the old one.
13. Go to Document > Pages > Delete. Select the 2nd page and click OK – this will remove the old
coversheet.
Now you need to add the Library branding to the coversheet.
14. Drag the Branding watermark across to the scan, click Specify Page Range, enter 1 into the page
range box, tick the box next to As background and then click OK.
15. Save the PDF with the new branded coversheet and then upload that PDF as normal to the
correct place on the VLE for the new request (see Section 2.2)
The final step is to take the request off Report 11.
16. Find the request on the EARL resource list and click Edit. A new screen loads. There is a ticked
box next to ‘I would like the library to digitise this chapter’. Click on it to remove the tick. Add
the following note in the notes field 'Digitisation request received [date]'. If there’s a note in the
‘Notes To Library’ field that is no longer needed then delete it. Like this:

17. Click Next. Go to Report 11 and scroll or CTRL+F to find the entry you’ve just been working on.
Refresh the page (F5) and you will see the item disappear from the list.

You may find that you get a digitisation request for a book or journal that we don’t hold in the library
collection or subscribe to as a journal. You can tell that this is the case when the resource title on
the EARL resource list does not appear as a hyperlink. For example:

If this is the case:
1. Check in ALMA that we definitely don’t hold the book/journal – often we
do but whoever has entered it on EARL has made a mistake in
linking to Yorsearch. You can often find the resource by tweaking
the entry in EARL (see Tip box to right). If we do hold the item then
edit the resource list so that it links to the resource and untick the
“Please digitise me” box (also enter the details on the Declined
Requests form)
2. If we don’t hold the book/journal then proceed as follows:
BOOK: follow the ‘Inputting Electronic Texts requests’ steps earlier in this
document until you get to the step where you reserve the book on ALMA.


If the book is on order, place a reserve on it in ALMA as normal and fill
out the rest of the Transaction screen in PackTracker as normal but
select ‘On order/being catalogued/on loan’ option from the Document
Status drop-down menu:

TIP: Less is more in
EARL. Try entering
fewer details so that it
does a wider search on
the catalogue. For
example, take out the
year of publication and
any colons or other
punctuation in the title.
Or remove the author
initials so that it only
searches title and
surname.
For journal articles, it’s
a good idea to remove
page numbers and
ensure that the ISSN is
entered correctly –
often the article is
there, just not
connecting properly
through Yorsearch.

Click Update. When the book arrives, ALMA will flag up the reserve and once it has been catalogued
it will get passed to the Digitisation Suite for scanning.





If the book isn’t already on order, check to see if it’s available to buy as an eBook. Ask [email protected] to buy it, if so.
If the book isn’t already on order and isn’t available as an eBook, email [email protected]
to ask if print book can be ordered as a priority. Include the transaction number in the email and
ask if you can be informed when the order has been placed so you can place an ALMA request
on the item. Then follow the steps above.
If lib-orders can’t order the item, place a British Library request as detailed for a journal article
below.

JOURNAL: follow the ‘Inputting Electronic Texts requests’ steps earlier in this document until you get
to the step where you would normally assign the Transaction to the scanning team.


Fill out the Transaction screen in PackTracker as normal but do not select anything from the
Document Status drop-down menu. Leave this blank.




Click on the hyperlink Send request for document to British Library.
On the next screen select Copyright-Fee-Paid copy and HESS. If the page numbers are down as
1-9999, uncheck the tick box against the Page range to remove from the request. Click Send
Request.



This takes you back to the Transaction screen. Fill in the ‘General Notes’ field to say that you’ve
placed a British Library request e.g. BL request placed [date] [initials].
Scroll down to ‘Document Sourcing’ and select C - from Copyright fee paid from the drop-down
menu.





Click Update. This process sends an email to the British Library who will then scan the
chapter/article and email it to us as a PDF.

When the British Library fulfil a scanning request, they send it to us by email as a PDF with the
PackTracker reference as the file name. Each scan needs our own copyright coversheet attaching.
This is how to do it.
1. Open the email and, using the reference number and PDF attached, check that the scan is the
correct article or chapter by comparing it to the details in PackTracker.
2. If it’s correct, save the PDF to a temporary location for use in a moment – for example, your H
drive. (If it’s incorrect, you’ll need to investigate further by looking at the EARL list and the
PackTracker details.)
3. In the PackTracker transaction, fill in today’s date in the ‘Received’ field and hit enter or update.

This saves the date it was received.

18. Scroll down and select C – From Copyright fee paid copy from the drop-down ’Document
Sourcing’ menu and click on Update.
19. Now scroll up to the Document and File Handling section and click on the link labelled PDF Cover
– this will generate a new copyright coversheet for the scan. Save this to the same temporary
location you used at step 2 to save the PDF from the BL.
20. Open Nuance PDF Converter Enterprise. Go to File and Open and find the BL scan you just saved
at step 2. Go to Document > Pages > Insert.
21. Select the copyright coversheet you saved at step 19 and add the coversheet as the first page.
Now you need to add the Library branding to the coversheet.
22. Drag the Branding watermark across to the scan, click Specify Page Range, enter 1 into the page
range box, tick the box next to As background and then click OK.
23. Save the PDF with the new branded coversheet and then upload that PDF as normal to the
correct place on the VLE (see Section 2.2).

Sometimes the British Library are unable to fulfil a scanning request. This
can be for various reasons, including incorrect details sent by us or because
the book they hold is a reference copy only and cannot be scanned. Every
rejection is emailed to us detailing our PackTracker reference along with a
reply code from them explaining their reasons.

TIP: For more information
on BL emails and codes
see Section 3.1 later in this
document.

The list of British Library reply codes can be found here:
http://www.bl.uk/reshelp/atyourdesk/docsupply/help/bldss/replycodes/replycodes/index.html
When you pick up a rejected/failed request in the shared inbox, here’s what you need to do:
1. Find the transaction in PackTracker and click on the Mark As Failed link.

This resets the form so that you can amend details if necessary and re-send if you need to.
2. Check the reply code and examine the transaction and bib details in PackTracker. If the request
was rejected because we entered insufficient details or because the BL couldn’t match details
up, try the following:
 Check that the publication details/ISN/chapter/article/book title/author are all absolutely
correct.
 Use the British Library’s own catalogue to ensure that your details match theirs:
http://explore.bl.uk/primo_library/libweb/action/search.do?vid=BLVU1
 Look for a preview on Amazon or Google Books and make sure that the page ranges
requested by the lecturer actually appear in the book.
3. If you do re-send to the British Library with amended details, ensure you tick the box that says
‘Tick if this is a re-application’ along with entering/checking the normal details:

4. If the request failed for another reason and can’t be re-requested, you can
look into ordering a photocopy using ALMA (through Inter Library
Loans) and you will need to send an email to the lecturer explaining the
situation. Also update/amend the entry on the EARL list as necessary.

TIP: For information on
ordering Photocopies in
ALMA see the following
Google Docs:
Cataloguing photocopies
Ordering photocopies
through ILL

1. Start by opening up and logging into the following:
 EARL https://www.york.ac.uk/systems/readinglists/admin/
 PackTracker http://heron.publishingtechnology.com/pt_york/
 the Electronic Texts section of the VLE
https://vlesupport.york.ac.uk/webapps/portal/frameset.jsp


the SCANS folder in G (G:\3.0 Business as
usual\Content\Bibliographic Services\Electronic Texts\SCANS)

2. In the VLE, click on the Content link and then go to Department
Content > Electronic Texts.
This displays all the departmental folders where we store the scans –
within each folder are the various course folders.

TIP: Save these locations
as browser favourites and
the G:\ drive link as a
desktop shortcut.

TIP: Save the Electronic
Texts folder as a VLE
Bookmark so it’s
quicker to access in
future by clicking on
the down arrow and
selecting ‘Bookmark
Item’. Like this:

1. Go to the Scans folder and pick a PDF. Copy and paste or accurately
type out the Transaction Number into the PackTracker Quick Item
Search:

This will take you to the request details, including details of the module that the PDF belongs to.
Leave that screen open because you now need to navigate to the correct folder in the Electronic
Texts section of the VLE and also to the EARL list that matches it.
2. In the VLE Electronic Texts folder, navigate to the department and
TIP: If there is no course
course folder that matches the course details on your PackTracker
folder, you will have to
transaction.
create one – instructions
3. Open the course folder and click on the Upload button, then select
on how to do this are
Upload Files
found later in this
document.

This will load a window into which you can drag and drop the PDF from the Scans file on G. If you
prefer, you can find the file via the Browse button.
4. Drag and drop the PDF from the G drive and click Submit. A
TIP: You may need to
progress bar will show the file uploading, and then it will appear
configure the VLE to
with the other PDFs in the folder. You are now ready to copy a link
accept multiple file
to this document into the EARL reading list.
uploads. Advice on this is
available from vle-support

TIP: The ‘Y number’
1. In EARL, click on Find a resource list and then paste the ‘Y number’ from
changes every year so it
the course title found in PackTracker into the VLE Course Code field at
reads Yxxxx in
the top. Click on Search.
PackTracker. Change the
2. This takes you to a list of all the EARL pages associated with that Y
xxxx to the correct
academic year when you
number.
search in EARL.
The link you want to upload may be required in one or more of these so
you now need to go to the transaction in PackTracker and check the
details.
3. Scroll to the bottom of the transaction screen in PackTracker and check the General Notes field.
Make a note of which lists the link is required in. In the example below, the link is required for
Week 4 and Week 9’s reading lists:

4. Scroll back up in the same screen and highlight and copy the chapter heading, or whatever you
think is the best identifier of the chapter.
5. Go to EARL and select Edit next to the reading list(s) identified from Step 3. Use Ctrl+F to bring
up the Find function and then Ctrl+V to paste the information in to find the chapter in the
reading list.
6. Once you’ve found the chapter, click on Edit which is to the right of the details. This brings up a
screen that looks like this:

This is the screen into which you will upload the link to the PDF scan of the chapter. You now need to
get the permanent link for uploading.
7. Leave the editable EARL screen open for now and go to the PDF in the course folder in the VLE.
To the right of the PDF file name is a drop-down arrow, click on this and select 3600 View.
8. This loads a new tab. You need to highlight and copy the URL text next to ‘Permanent URL’

9. Go back to the EARL screen you left open at Step 7, and delete the text
that says ‘[Request received to digitise chapter – in process;
29/07/13]’ – or similar text – and replace it with one of the standard
phrases, usually: Click on this link to view a scan of this chapter
10. Highlight the phrase ‘Click on this link’ and then click on the globe icon to
bring up the link box:

TIP: All the standard
phrases to be used in EARL
links can be found in
Google Drive

11. Paste the URL that you copied from the VLE at Step 8 and click OK then click the Next button at
the bottom. This saves your changes to EARL and takes you back to the list.
12. Do a quick check to make sure the phrase is formatted OK and then click on the link to test that
the scan loads OK and that you’ve linked to the correct article and that the cover sheet is
correct.
Now that you have embedded the link you need to do a bit of housekeeping on PackTracker and in
the G drive.

1. Go back to the Scans folder in G:\ and delete the PDF you just
uploaded.

TIP: See also the ‘Upload
Process’ flowchart in the
Appendix at the end of
this manual.

2. Go back to the transaction in PackTracker and change the Internal Status field from New Request
to Order Complete:

Sometimes you will go to the Electronic Texts section of the VLE to upload a PDF and find that there
isn’t a folder for the module you want. This is because we haven’t digitised anything for that
particular module before. Follow these steps to set up a new folder:
1. Make sure you scroll to the bottom of the Department Content screen to check that there are no
further folders on a second page – better still, click on the Show All button to make sure you’re
displaying everything:

If there’s no existing folder, click on the Create Folder button and paste in
the module name as it appears at the top of the pack in PackTracker,
including the brackets and Yxxxx number.
You now need to create access permissions to this folder so that students
enrolled on that module will be able to access the material we’ve scanned. This
is done by enrolling yourself on the module/course first and then creating course
user access.

TIP: For Archaeology
courses it’s a bit
different. You only
enter the Module Code
and Title and you miss
off the Yxxxx number.

1. To self-enrol on the course, click on the Home link towards the top of the screen:

2. This will display your VLE home page. Click on LAUNCH on the Library Self Enrol icon:

3. This will open a new browser tab called York Self Enrol Tools: Search by Course. In the Self Enrol:
Search by Course Information box paste in the Yxxxx number from the top of the EARL list
(ensure that it really does contain the academic year and not the x’s) and select Course ID on the
drop-down menu before clicking GO. For example:

4. A screen loads with the search results. Tick the box to select the course you need and click
Submit.
5. This takes you to an Action Success screen: Action is performed successfully. Click OK in the
bottom right hand corner.
6. Close that tab, go back to the original tab you still have open for the
TIP: If you get lost, you
VLE (which will still be displaying your VLE home page) and click
can always just navigate
back to the page you
your browser back button once. This will take you back to the
need by going back to
Department Content screen displaying the list of course folders.
the Content link towards
7. Find the course you are dealing with, and click on the Permissions icon
the top right of your VLE
to the far right of the module name:
screen, then going to

8. Click on Select Specific Users by Place and choose Course in the dropdown menu:

Department
Content>Electronic
Texts>[subject]>[course
name]

9. The Add Course User List screen will now load and there are a number of important fields to fill
in here:
Section 1 – Choose Courses
Section 2 – Select Roles
Section 3 – Set Permissions
Section 4 – Advanced Folder Options
Section 5 – Submit

Tick the box next to the course you’re working on
Tick All Course Users
Tick Read
Tick Overwrite
Click on the Submit button

This takes you back to the Manage Permissions screen where you’ll now see
the course name next to a green tick, denoting users with ‘Read’ access.

10. Click OK in the bottom right hand corner of the Manage Permissions
screen to exit it.
You are now back in the Department Content screen and can scroll to the
course folder you’re working on, upload PDFs and add EARL links, as outlined
earlier in this guide.

TIP: At the moment, we
are not removing the
default permission for
‘All Users with System
Accounts’ but in the
future we may do so. If
we do, this will mean
that only students
enrolled on that course
can access it. To do this,
we will tick the box next
to ‘All Users with System
Accounts’ and scroll
down to find the Delete
button. Click Delete.

Background: The British Library provides copyright-fee-paid document supply services to UK Higher
Education Institutions under licence from both the Copyright Licensing Agency and publishers
directly. The British Library has direct agreements with a number of publishers that allow it to
provide both scanned and born-digital documents without encryption to HEIs that hold a CLA Higher
Education Licence. HEIs may use born-digital documents supplied by the British Library.
What we do: Sections 2.1.10 and 2.1.11 of this document describe what to with emails from the
British Library that contain scans for us. We also get a few other kinds of email from them – mainly
invoices and transmission confirmations; these are described below.

Whenever we send a scan request through PackTracker to the British Library, we will get an autoacknowledgement or receipt email from their system telling us that it arrived successfully. We also
get ‘successful download’ receipts and one or two other reports; most of these do not require action
and many of them arrive some time after we’ve already dealt successfully with any issues.
We usually get duplicate copies of each mail:
1) One will be an automated text only mail from “ARTEmail REPLIES INTRAY”
2) The other will be from “British Library Administrator Order Events” and will have the British
Library branding on the header.
Both emails contain exactly the same information, they just look different. They are, however, handy
for double-checking and the emails can be deleted once you’ve checked they don’t signify any
problems. Some examples of acknowledgement receipts are as follows:






Download time nearly expired – check on the VLE or on PackTracker that the scan has been
downloaded. If it has, you can delete this email.
Order confirmed – this just confirms that the BL has received the order.
Ready for download – check that we have already done it and delete if so.
Item downloaded – this just confirms that we’ve downloaded the PDF.
Digital Source – (see Section 3.1.4 below)

Sections 2.1.10 and 2.1.11 of this document explain what to do with rejected scanning requests but
the rejections are often accompanied by cryptic ‘reply codes’. A full list of these codes can be found
on the British Library’s website but the table below lists the most common ones, what they mean
and what to do with them.

NOT

Means the BL don’t have the item in their collection. However, it could also mean we’ve simply
given them slightly incorrect details. Check all of your details on PackTracker before any reapplications.

CRF

Means they can’t find the item. As above, check your details thoroughly.

DIRECT

The item is in the BL’s London Reading room and is a reference copy only. It cannot be scanned as
they are unable to either copy or lend this item via the Document Supply service because it is a Legal
Deposit item. Legal Deposit items can only be consulted in the reading rooms at the BL in London.
You can find further information about Legal Deposit at:
http://www.bl.uk/aboutus/legaldeposit/index.html

CAT REAPPLY [no.
of weeks]

The item is being catalogued so can’t be scanned just now. Put a reminder in your calendar for the
number of weeks they specify and re-apply then.

British Library website full list of codes:
http://www.bl.uk/reshelp/atyourdesk/docsupply/help/bldss/replycodes/replycodes/index.h
tml

At the beginning of each month we receive an emailed invoice from the
British Library; these need to be forwarded to the Library Admin/Accounts
team. The invoice email will be easy to spot as it’s different to other mails
from them and begins:

TIP: The library finance
administrator at present is
James Coates.

“This message contains your monthly British Library invoice and
statement in PDF format, along with a copy of your usage statement
which will open as an Excel CSV file…”

Since August 2013 the terms of our CLA licence allow us to use born-digital documents supplied by
the British Library. Scans provided like this are often cheaper for us too. More information on their
policy can be found on the British Library’s website: http://www.bl.uk/services/document/hess.html
In a nutshell, the new terms of the licence allow for us to make digital copies from digital material
but only where the latter is digital from the start ie: born-digital, and not a digitised copy of a print
original.
Potentially we could also provide chapters from eBooks held in our own catalogue but this isn’t a
service we offer yet (it would probably only ever be necessary for single-user licence eBooks). To do
this we’d have to save a chapter from an eBook on our catalogue as a PDF, then apply a coversheet
to that PDF and make it available as normal. This process would need mapping out fully and would
need checking by the Library’s copyright advisor to ensure it met the terms of the licence.

There are a number of reasons why you may wish to withdraw a scan. Examples include:




Lecturer has requested an alternative chapter/page range
We now have access to the eBook
The work is no longer covered by the CLA licence

In all cases you will need to withdraw the relevant transaction on PackTracker and remove the link to
the scan from the EARL list. To do this:
1. Find the relevant transaction on PackTracker
2. Change the ‘Internal Status’ to Withdrawn
3. Add a relevant note to the ‘General Notes’ field to explain why you have withdrawn the
transaction e.g. 'chapter withdrawn & PDF archived on VLE as no longer in use. New chapter
requested' [initals][date]’ (example below)

4. Click on Update
5. Find and remove the link to the scan from the relevant EARL list




If the scan will no longer be of use (e.g. we have access to the eBook, or the work is no longer
covered by the CLA licence) then you will then need to delete the PDF from the relevant module
folder in the VLE, by ticking the box next to the PDF and clicking Recycle.
If the scan might still be of use in the future then you will need to archive it as follows:

1. Go into the VLE\Yorkshare and navigate to the module folder
2. Create a new folder from within the module folder, named 'Archived PDFs'

3. Click on the permissions for the ‘Archived PDFs’ folder and untick the ‘All users with system
accounts’ and 'All course users' permissions - this means that no one can access the scan, even if
they have a URL for it saved somewhere
4. Move the old PDF to the ‘Archived PDFs’ folder by clicking on the arrow (options menu) and
choosing ‘Move’ from the list (see diagram below)

In early June, the University has to report to the CLA all the digital copies
that were made available by all departments during a specified reporting
period. That period is approximately from June to June, but check the
exact dates with your Licence Co-ordinator or on the CLA website.

TIP: The licence coordinator in 2014/15 is
Kirstyn Radford.

The
report (aka ‘CLA Return’ or ‘Digital Record Form’) is arranged and submitted by the Licence Coordinator; everyone who makes scans available will send a report of their scans to the co-ordinator
who then combines them into one overall report. The Electronic Texts team produces a large
proportion of the University’s total scans so we have significant input to the final document.
More information can be found at http://he.cla.co.uk/your-he-licence/support-materials/userguidelines/section-a-general/

Click on the Reports link on the left hand menu of PackTracker’s home page to show a number of
available reports. There is a section especially for previewing and producing the CLA report:
1. It is worth running the Preview Report once or twice during the academic year to check that
there are no glaring problems. If you spot any, fix them before the June deadline. Things to
watch out for include:
 Packs with no student numbers
 Packs with no module code
 Packs with incorrect course dates
 Very large page ranges – these could just indicate a large chapter (which is OK) or they could
indicate that we’ve scanned over the 5% limit
2. Make any necessary changes to the packs and transactions with problems
3. When you’re satisfied that the report will contain no errors or anomalies re-run it, check it again
and finally send it to the Copyright Advisor at: [email protected]

The ‘Awesome Table’ on our Google Site (https://sites.google.com/a/york.ac.uk/electronic-textsteam/available-scans) displays a full list of everything we have scanned so far; it is updated at the
beginning of every month. It’s also displayed on our live website. Staff can search and filter the table
to find bib details on articles and chapters that they have asked to be digitised. If teaching staff have
used the Electronic Texts scanning service before, they can filter by their own name to create a
handy list of all the scans they've asked for in the past.
Note: this doesn't give them access to the actual scans, it just lists the bibliographic details and the
course details of scans we've provided to date.
To update the Awesome Table online, you just need to do the following:
1) Run a report in PackTracker that displays all transactions for the current year. Delete all 're-used'
and 'withdrawn' items, leaving only 'new'.
2) Add the 'new' scans to the Awesome Table Master List so that this will now contain everything
from last year, plus all new scans from this year - that means it's showing all (legitimate) scans that
we've ever made.
3) Copy all those cells from the Master List into the active Google Sheet called 'List of current scans'
(saved in 'Active forms and their spreadsheets').
The Google Sheet is always linked to the Awesome Table so the latter will update itself
automatically. This will then replicate onto our live website once that functionality has been created
by Comms.

These are important checks to do regularly as otherwise some scan requests will just sit there and
never get actioned. Recommend doing these once a month in busy periods.
1) Go to the Home screen in PackTracker and run the report called ‘On Order/Being Catalogued/On
Loan’. Go through these one by one to check that any that were recalled in Alma haven’t routed to
Key Texts or otherwise slipped through the cracks.
2) Run Report 12 in EARL and go through looking for any notes related to scan requests or journal
articles that might have slipped through the cracks. Often the ‘digitise this’ box hasn’t been ticked
but a note has been added to Library Notes. Sometimes we don’t always get them forwarded on to
us so this is a good extra check.

The History of Art department occasionally request that we scan high resolution colour images for
them. These are for use in lectures and presentations so the images need to be on their own (ie: not
just part of a page of text) and so we process them slightly differently.

Requests for image scans must be made through an EARL list. All requests must be clearly labelled as
‘for an image only’ so that they can be differentiated from ordinary History of Art chapter/text
scanning requests – this is to ensure that a high-resolution image is produced.

To request through EARL:




They enter the details of the book/article into a reading list along with relevant details like page
numbers.
They must tick the box that says ‘I would like the library to digitise this’. This will place the
request into the Electronic Texts team queue.
They type ‘Digitise image only’ or similar in the ‘Notes to library staff’ field.

For example:

1. We enter the details on PackTracker as normal but ensure that it’s clear the request is for an
image only – this will be obvious from the ‘Extract title’ field but we also enter notes in the
General Notes box so that the Digitisation Team know that this needs to be a high-res colour
image.
2. The Digitisation Team scan the image and produce a JPEG file as well as the normal PDF one
(which includes the copyright coversheet).
3. They save both files to a temporary folder with the reference number in the folder name, in the
SCANS folder on the G drive.
For example:

5. When scans have been completed we upload them to the appropriate HOA folder on the VLE as
normal but we also email hyperlinks to the files to the person who made the request. There will
be two hyperlinks:



To a PDF containing the scan and the full copyright coversheet
To a high resolution JPEG of the image

The email will contain the following instructions along with the hyperlinks:
Please find attached two hyperlinks to the scan of your requested image(s).
1. A PDF containing the scan and the full copyright coversheet
2. A high resolution JPEG of the image
These files can only be accessed by students and staff enrolled on module [insert
module name and code here].
If you use or display the JPEG image in any way (eg: in a PowerPoint presentation or
in a Word doc) then you must display the following statement alongside each image:
‘Copied under the CLA Licence – please refer to the full Copyright Notice’

As well as emailing the hyperlinks, the Electronic Texts team will also embed a link to the PDF
version only in the EARL list. This is so that anyone who sees the JPEG image (in a PowerPoint
presentation for example) can refer to the full copyright notice if they wish.

July

Begin keying in new requests – obtain SITS codes from A.L.L. if not on
Student Enquiry

August

Majority of requests start to arrive (around 200-600)

September

High number of requests continue (around 200-500)

October

High number of requests continue (around 200-500)

November

High number of requests continue (around 200-500)

December




January

High number of requests continue (around 200-500)

February

Requests start to drop off quite a lot – start pack rollover; get student
numbers from Student Enquiry; get term details from Timetabling and use
EARL to see if a course is running or not

March

Finish pack rollover process

April

Finish pack rollover process

May

At end of month stop keying in that any more of that year’s requests

June

Beginning of month start compiling CLA Report – allow 2 weeks for whole
process; do not key new requests during this period; submit report by
specified date (usually mid-June)

High number of requests continue (around 200-500)
Heron user group AGM

In order to do the job, Electronic Texts staff need the following access and tools:

A PackTracker user ID and password

[email protected]

Nuance PDF Converter enterprise software
(for scan branding and cover sheets)

Download from network

Login ID to Coutts OASIS

Bib Services supervisor

Login ID to Dawsons

Bib Services supervisor

Admin access to the VLE

[email protected]

Admin access to EARL

Sue Elphinstone

Access to Alma

Sue Elphinstone

Access to Student Enquiry

Staff member requests this themselves:
First click on this link : http://www.york.ac.uk/itservices/it/information-systems/which/student/ Then
under the 'Student Enquiry Screen' section, click on this
link Authorised Systems Registration system (This checks
your login) - then click on the drop down box next to
'Request for' select EVision - Student Records System,
and tick the Student Enquiry Screen option under the
Academic subheading.

Access to Timetabling Gateway

Just follow the link:
https://www.york.ac.uk/univ/mis/cfm/timetabling/

Access to shared inbox [email protected] (aka libr521)

Tom Grady or Sue Elphinstone

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