{"id":213,"date":"2020-05-11T12:05:42","date_gmt":"2020-05-11T16:05:42","guid":{"rendered":"http:\/\/blogs.library.duke.edu\/signalboost\/?p=213"},"modified":"2020-05-29T10:30:13","modified_gmt":"2020-05-29T14:30:13","slug":"a-behind-the-scenes-glimpse-into-dul-electronic-resource-licensing-part-ii","status":"publish","type":"post","link":"https:\/\/blogs.library.duke.edu\/signalboost\/2020\/05\/11\/a-behind-the-scenes-glimpse-into-dul-electronic-resource-licensing-part-ii\/","title":{"rendered":"A Behind-the-Scenes Glimpse into DUL Electronic Resource Licensing: Part II"},"content":{"rendered":"

My last blog post focused on the basics of licensing organization and digitization in preparation for DUL\u2019s transition to the FOLIO library services platform. This week\u2019s post, the second in a three-part series, will focus on creating standardized file names using controlled vocabulary.<\/p>\n

File-Naming Schema & Controlled Vocabulary<\/strong><\/p>\n

Another aspect of my digital licensing document organization is the creation of consistent terms used to name our electronic files. By creating a consistent way of naming our electronic licenses, it\u2019s much easier to navigate our repository of electronic files (SharePoint) and locate documents. Most of our documents can be grouped into several categories: licenses, communications, and purchase orders. Within these categories, I\u2019ve created a picklist of terms that can be applied for each document. This list is essentially a controlled vocabulary or \u201cdata dictionary\u201d (see below).<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Folder Names<\/strong><\/td>\nDocument Types<\/strong><\/td>\nDefinition<\/strong><\/td>\n<\/tr>\n
License(s)<\/td>\nLicense<\/td>\nAgreement between licensor and licensee<\/td>\n<\/tr>\n
<\/td>\nTerms of Use<\/td>\nAKA conditions of use<\/td>\n<\/tr>\n
<\/td>\nAuthorization or<\/em> Agreement<\/td>\nUsed in consortial agreements<\/td>\n<\/tr>\n
<\/td>\nAddendum<\/td>\nA legal change to a previous license<\/td>\n<\/tr>\n
\u00a0<\/strong><\/td>\nAmendment<\/td>\nA legal change to a previous license<\/td>\n<\/tr>\n
\u00a0<\/strong><\/td>\nSchedule<\/td>\nAKA appendix<\/td>\n<\/tr>\n
Purchase Order(s)<\/td>\nPurchase Order<\/td>\nAKA product order, order, etc.<\/td>\n<\/tr>\n
<\/td>\nService Change Order<\/td>\nAkin to addendum for purchase orders<\/td>\n<\/tr>\n
Communication(s)<\/td>\nCommunication<\/td>\nIncludes e-mails, faxes, letters<\/td>\n<\/tr>\n
Title List(s)<\/td>\nTitle List<\/td>\nList of packaged titles<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

In addition to this controlled vocabulary, I\u2019ve also created a consistent file-naming structure. This structure allows us to quickly sort files chronologically and easily find specific documents (see below).<\/p>\n

Licensor _ Document Type _ Signed date (YYYMMDD) __ Product Name.pdf<\/p>\n

We begin our file names with the licensor\u2019s name, which allows us to easily identify to whom this document pertains. Second, the document type field (e.g. license, addendum, etc.) allows us to sort lists of documents by their type. Third, the inclusion of the document\u2019s sign date in ISO date format<\/a> allows for more accurate sorting of documents by date. And fourth, the product name field shows us which product is described in the document (e.g. specific journal name, database, etc.). To put this in context, let\u2019s say I\u2019ve been asked to find the most recent addendum that DUL signed with Bloomsbury Publishing with regards to their Drama Online database. Here\u2019s how I would find that file:<\/p>\n

    \n
  1. Navigate to the \u201cBloomsbury Publishing\u201d folder in SharePoint<\/li>\n
  2. Click on the \u201cLicenses\u201d subfolder<\/li>\n
  3. Sort the files within the \u201cLicenses\u201d subfolder alphabetically<\/li>\n
  4. Locate for the most recent addendum file (see below)<\/li>\n<\/ol>\n

    \"\"List of licensing documents for Bloomsbury Publishing in SharePoint<\/p>\n

    As you may have noticed, a consistent file-naming structure is immensely helpful when you\u2019re trying to locate a single file located within a folder containing many years\u2019 worth of licenses, addenda, and amendments.<\/p>\n

    Check out my final blog post of this three-part series next week that will discuss my role in DUL’s transition to the FOLIO library services platform.<\/p>\n","protected":false},"excerpt":{"rendered":"

    My last blog post focused on the basics of licensing organization and digitization in preparation for DUL\u2019s transition to the FOLIO library services platform. This week\u2019s post, the second in a three-part series, will focus on creating standardized file names using controlled vocabulary. File-Naming Schema & Controlled Vocabulary Another aspect of my digital licensing document … Continue reading A Behind-the-Scenes Glimpse into DUL Electronic Resource Licensing: Part II<\/span> →<\/span><\/a><\/p>\n","protected":false},"author":301,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[7],"tags":[],"class_list":["post-213","post","type-post","status-publish","format-standard","hentry","category-operations"],"_links":{"self":[{"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/posts\/213","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/users\/301"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/comments?post=213"}],"version-history":[{"count":3,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/posts\/213\/revisions"}],"predecessor-version":[{"id":216,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/posts\/213\/revisions\/216"}],"wp:attachment":[{"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/media?parent=213"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/categories?post=213"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.library.duke.edu\/signalboost\/wp-json\/wp\/v2\/tags?post=213"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}