How to set up PubMed LinkOut for Participating Libraries

How to set up PubMed LinkOut for Participating Libraries April 14, 2004 Contents Introduction ...............................................................................................................................1 1. Library registers with NCBI ...............................................................................................2 2. Library gets response from NCBI ......................................................................................3 3. Library sets up identity file with PubMed LinkOut ..........................................................4 4. Library e-mails a note to EBSCO Publishing Tech Support requesting setup. ...............6 5. Library sets up the link to PubMed on its Web site ..........................................................7 Introduction LinkOut is a feature of Entrez from the National Center for Biotechnology Information (NCBI) of the National Library of Medicine. LinkOut is designed to provide users with links from PubMed and other Entrez databases to relevant web-accessible online resources, including the full-text of publications. EBSCO Publishing in cooperation with NCBI is offering assistance to its library customers by automating the set-up and maintenance of the holdings from the library’s EBSCOhost full text databases and EBSCOhost Electronic Journals Service (EJS). As a result, libraries will be able to seamlessly link from PubMed records to full text in EBSCO Publishing databases and EBSCOhost EJS. Please note that there is limited access to EJS “remote titles,” for which metadata is not available on EJS. There are also a number of medical titles available through EJS that must be registered with the publisher with the user’s IP address in order for the user to gain access to full text. For titles which are “authenticated” by EJS, access to this content is normally automatic with NO authentication challenges at the publisher’s site. EJS has a list of titles that are “remote” titles and titles that require registration with publishers. The overall process is fairly simple. The library registers with PubMed and sends EP Tech Support its LinkOut registration information. EP Tech Support sends library holdings file to NCBI. EBSCO Publishing then updates the holdings file weekly. . Below is the outline of steps to follow for Library Administrators to set up LinkOut for individual libraries’ holdings. 1. Library registers with NCBI Library needs to register with NCBI’s LinkOut team. To register, the Library Administrator must first send an e-mail to lib-reg@ncbi.nlm.nih.gov with the subject LinkOut Registration Request. State that the library would like to have electronic journal holdings represented in LinkOut. The library needs to inform NCBI that it authorizes EBSCO Publishing to submit holdings file on their behalf. Please include the library name, contact person, e-mail address, phone number, and the postal address. In less than a week, NCBI will reply with a User Name and Password to the LinkOut Library Submission Utility. It is this utility that the library will use to register and manage its holdings. IMPORTANT NOTE: Our efforts and this service extend only to the automation of holdings (journal titles) found in EBSCOhost full text databases and EBSCOhost EJS journals. If a library wishes to add other holdings information, i.e. links to other providers, they will need to do this themselves using the NCBI’s LinkOut Files Submission utility. Libraries should NOT edit their EBSCOhost and EBSCOhost EJS holdings using the LinkOut utility as long as EBSCO Publishing is sending the holdings information for full text databases and electronic journals. Libraries will NOT be able to see the holdings input by EBSCO Publishing in the LinkOut utility. There is also an option called “one-time load” that allows libraries to manage their holdings in PubMed Submission Utility themselves. If this option is chosen, EBSCO will upload customer file just ONCE and library holdings will show in the PubMed Submission Utility. After that, the library will maintain its holdings using the PubMed Linkout Submission Utility to add or delete titles, change dates, move embargo dates, etc. It is important to remember that both methods cannot be combined. Either EBSCO Publishing does weekly updates and a customer has no access to EBSCO holdings in the PubMed Submission Utility or EBSCO Publishing provides the initial load and after that libraries take full responsibility for keeping their holdings up-to-date. Any questions about the holdings that EBSCO Publishing inputs on libraries’ behalf should be directed to EBSCO Publishing Tech Support at eptech@epnet.com This is a sample text to use in the e-mail: To: PubMed LinkOut Good Medical Library would like to have its holdings represented in LinkOut. Good Medical Library authorizes EBSCO Publishing to submit holdings file on its behalf. Library Name: Good Medical Library Contact Person: Joe Smith E-mail address: smith@goodmedical.org Phone Number: (617) 685-8543 Postal address: 32 Main St. Weston, MA Thank you 2. Library gets response from NCBI This is a sample of an e-mail that libraries will receive from the NCBI LinkOut team. (The relevant pieces for registration with LinkOut have been highlighted in bold.) To: Good Medical Library Thank you for your interest in LinkOut for libraries. LinkOut provides a library with the ability to link users from a PubMed citation directly to the full-text of an article or the print holdings statement after the library submits its holdings information to NCBI. A library may only submit full-text holdings for journals whose providers are LinkOut participants. Documentation on LinkOut and Library Holdings is available at: http://www.ncbi.nlm.nih.gov/entrez/linkout/doc/liblinkout.html You may also find additional information at: http://www.ncbi.nlm.nih.gov/entrez/linkout/ The LinkOut Library Submission Utility will generate Identity and Holdings information for your library. The utility is available at: http://www.ncbi.nlm.nih.gov/entrez/linkout/libHld/ User Name: gdmedlib Password: Gd166G Please note that the password is case sensitive. The system will only ask for your password once as long as your browser remains open. You should close all browser windows after you are finished editing your files to prevent unauthorized users from accessing the utility. US Libraries may call the National Network of Libraries of Medicine (NNLM) at 1-800-338-7657 for additional assistance. NNLM also Maintains a Library LinkOut Survival Guide at http://nnlm.gov/libinfo/ejournals/linkout/ Please subscribe to the library-Linkout announcement mailing list. This mailing list is an announcement list only; individual subscribers may not send mail. To subscribe send an e-mail message with subscribe in the Subject to library-linkout-request@ncbi.nlm.nih.gov You may also subscribe on the web at: http://www.ncbi.nlm.nih.gov/mailman/listinfo/library-linkout Send any questions or problems to lib-linkout@ncbi.nlm.nih.gov. 3. Library sets up identity file with PubMed LinkOut a. Now that the library administrator has access to the LinkOut Files Submission Utility, she needs to complete the registration process by going to http://www.ncbi.nlm.nih.gov/entrez/linkout/libHld/ and selecting Edit Identity from the side bar to create a LinkOut Identity file. She will be prompted for the User Name and Password that she has already received from NCBI: Ex.: User Name: gdmedlib Password: Gd166G b. After entering this information, the library administrator will see a Library Identity File screen. Most of the information is already pre-filled by the utility.  Library Name: Verify your Library Name is listed correctly. Make changes if needed. Library/Organization Public Web Site URL: Enter your library web site. If you do not have a library web site, enter the home page for your organization. Make sure the web site URL is publicly accessible, not an intranet or behind a firewall. Contact Person's Name and Email at the Library: Verify the Name and E-mail are listed correctly. Make changes if needed.   c. You will also need to provide an icon to represent your library. There are two ways to provide Electronic Full-text icons to LinkOut. Icons can be stored at a publicly accessible URL, or uploaded. Detailed information can be found at http://www.ncbi.nlm.nih.gov/entrez/linkout/doc/icon.html IMPORTANT NOTE: If the library wants EBSCO Publishing to keep updating its library holdings weekly, the library must choose the first method, i.e. store icon at a publicly accessible URL. If this presents a problem, EBSCO Publishing can store library icon on EP servers. d. If the library does not have an icon of its own, the library can use the generic icon EP has created by using the following URL: http://openurl.epnet.com/linksvc/images/holdings_icon.gif Here is what this looks like: Please note: EBSCO Publishing cannot create individual library icons. e. Customers also have an option of using the default icon “Online Full-text” http://www.ncbi.nlm.nih.gov/PMGifs/Toolbar/library.gif by checking “Use default icon” checkbox in the Submission Utility. Library Administrator should record the following information for future use: Required information User name Password PrId Source of information Provided by NCBI in the initial email Provided by NCBI in the initial email Provided by NCBI in LinkOut Submission Utility’s Edit Identity section. Same as User Name. NameAbbr 4. Library e-mails a note to EBSCO Publishing Tech Support requesting setup. Libraries must send an e-mail note to EBSCO Publishing Tech Support at eptech@epnet.com requesting the activation of automatic LinkOut holdings update for EBSCOhost full text titles and EBSCO Online Journals. The following is what is needed. All requested information with the exception of LinkOut icon URL is mandatory: Required information Customer’s name Example Good Medical Library Source of information Provided by Library URL to the library website Contact name Telephone E-mail PrId www.goodmedical.org Joe Smith (978) 356-6500 smith@goodmedical.org 1234 Provided by Library Provided by Library Provided by Library Provided by Library Provided by NCBI in LinkOut Submission Utility’s Edit Identity section. Same as User Name. If library does not have its own icon to display in LinkOut, or does not provide a default icon, we can provide an icon. The same icon will be used for NameAbbr URL to the library LinkOut icon (optional) Or default icon goodmedical http://openurl.epnet.com/linksvc/images/ holdings_icon.gif http://www.ncbi.nlm.nih.gov/PMGifs/To olbar/library.gif EBSCOhost Customer ID (For EBSCOhost customers only) EJS account number (For EBSCOhost EJS customers only) One-time load s4965252 all libraries. If library’s icon is behind a firewall, we can host it on EP server. Please send an icon with the original request and indicate that you want it to be hosted at EP. Library/ADMIN BLAKE Yes/No Library/ADMIN Library 5. Library sets up the link to PubMed on its Web site a. Once the LinkOut files for a library are processed by NCBI, they can be activated in PubMed by using the following URL: http://www.ncbi.nlm.nih.gov/entrez/query.fcgi?holding=medlib where "medlib" is the Name Abbreviation (User Name) assigned to the library by NCBI. Library should place this URL, as a link or icon, in a prominent place on its library web page. When a patron connects to PubMed from the library web page link, search results will display the library holdings icon on the Abstract and Citation format if the citations are from journals in the library's Holdings File. A patron can then click on the library icon to access the full-text. IMPORTANT NOTE: Libraries have an option to set up their holdings in the LinkOut Library Submission Utility. Instructions can be found at the PubMed LinkOut site: http://www.ncbi.nlm.nih.gov/entrez/linkout/doc/liblinkout.html#libraryparticipate All non-EBSCO holdings should be managed through the LinkOut Library Submission Utility.