ELECTRONIC RESERVEPart 4 of Hayden Course

Reserve Manual

4.1 PHYSICAL PROCESSING – ELECTRONIC RESERVE1. Check copyright. This involves:

a) Make sure source information included (written on article or copy of title page)• For books, we need title, author, publisher and year• For journal articles, we need journal and volume (and issue, if applicable)

b) Page through each article checking for:• Missing pages• More than one chapter/article submitted together• Words missing/areas too dark to read

c) Make sure items fall under copyright guidelines. See library web pages for a full list of all copyright restrictions that affect electronic reserve (http://lib.asu.edu/policies/copyright)

2. On first page of the photocopy, write in upper right hand corner the professor’s full last name and the file number, e.g. Messman, F02.

3. If this is a new course, get a new hanging folder and make up a plastic tab with the professor name and course number in which to store the course files.

4. Create a call number for each file (see section 2.3, step 1) and write it on Course Sheet. NOTE: the difference for files is F01 instead of PC01.

5. Use copyright stamp on the first page for photocopies that are copyrighted.

6. Use electronic reserve stamp on Course Sheet for all items that are acceptable for placement on Reserve (do not stamp unless you know the item is actually going onto Reserve)

7. If items are not acceptable under Copyright Restrictions, contact the professor via email letting him/her know options

8. If items will require on/off dates:a) Put the on/off dates in the Sharepoint calendar (

https://library.sharepoint.asu.edu/libraries/hayden/reserve/default.aspx) and put the dates on post its on the course sheet as well

b) Put post its on all items that are from the same source (i.e. F01 and F04 are from the same journal. Put a post it on F01 that says “same source as F04” and vice versa.)

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4.2 CREATING A COURSE RECORD

1. See section 2.2 to determine if a Course Record needs to be created

2. If yes, see section 2.3 for instructions; if no, continue with instructions below

4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE

1. Access the Course Reserve record (see section 2.2 for details)

2. Select Add Items

3. Select New

4. Click on eresv: Electronic Reserves and click on Select

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

5. On next pop up screen, click on Next (to choose ol as location)

6. Enter Author Last Name (all caps) and click Next

• Single author: SMITH (last name only, all caps)

• Two authors: SMITH & JONES (last names only with an ampersand, all caps)

• More than two authors: SMITH ET AL (last name of first author only and et al, no punctuation, all caps)

7. Enter Title (all caps) and click Next

8. If the screen Duplicate Record(s) found appears, select Close

9. Enter MARC field: %URL1<sp>FILECALLNUMBER.PDF%URL2 and click Next

10. Enter NOTE field: %COPY and click Next

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

11. Review this screen

12. Make any corrections by right clicking next to that field

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

13. Click on Summary button to display next page

14. Select i Item from the drop down menu on the left and then click on Attach New Item on the right

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

15. On New Item Options screen, single item button should be highlighted, then click ok

16. Select hyerv: Hayden E-Reserve

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

17. Check that item record matches these fields: Item Type – 255 Electronic Reserve Location – hyerv ELECTRONIC RESERVE STATUS – a ONLINE ACCESS

18. Click on Save and write the item record number (.i00000000) on the course sheet next to the electronic reserve stamp

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4.3 CREATING BIB AND ITEM RECORDS – E-RESERVE (CONT.)

19. Click on Add Item (or Edit if needed)

20. Course reserve setting should read: Location: hyerv Item type: 255 Item status: depends on course (permanent or by semester) Click OK

21. Item should now be listed on course record

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4.4 SCANNING HARD COPIES (SEE SECTION 4.10 ON HOW TO PROCESS PDFS) 1. Insert the paper into the scanner, print side down, head first

2. Open Adobe Acrobat Professional 7.0, Click on File > Create PDF > From Scanner

• Pop up screen should read “FUJITSU M4097Ddm” and “Front Sides”

• Click on Scan; settings for driver should read as shown in screen shot below

NOTE! If the pages to be scanned are double sided, click the drop down menu under “Scan Type” and highlight “ADF (Duplex)” instead of “ADF (Front Side)”.

• Click on Scan button to begin scanning. When finished either add remaining pages to be scanned and click on Next or click on Done if all pages have been scanned

4.4 SCANNING (CONT.)

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4.5 ROTATING PAGES1. Follow instructions in Section 4.4

2. If all pages need to be rotated, hit Shift Ctrl R > All > OK > OK

3. If only some of the pages need to be rotated:

• Click on DOCUMENT in tool bar

• Scroll to “Rotate pages” (keyboard shortcut: Shift Ctrl R)

• Indicate Clockwise or Counterclockwise > Click on ALL or PAGE NUMBERS to be rotated > OK > OK

• Click on File > Save (shortcut: click on SAVE icon in tool bar); if file also needs cropping or deleting, wait until finished with those steps to save

• File > Close (Keyboard shortcut: Ctrl W)

3. Click on File Save As

• The following three steps (opening up the correct folder) are only necessary the first time you are processing a set of files for a professor; when scanning the remaining files for the same professor, these steps can be omitted and you can go straight to typing in the file name

• Go into N: (drive)\Departmental\Access Services\Internal\Hayden E-Reserve\ER Current Semester Folder

• Open professor’s folder if already created. If a folder hasn’t been created, click on New Folder Icon creating a folder, type in prof’s last name and first initial and hit ENTER. Double click to open this professor’s folder.

• Type FILENAME.PDF (all caps) – ex. RSV101PLUMMF01.PDF

• Click on “Save”

4. Scroll through the document, checking that all pages were scanned and looking closely for other errors or issues

5. If pages need to be added, keep document open and add them to the end, starting again at step 1 of this section

6. If edits need to be made, see sections 4.5 through 4.8

7. File > Close to exit document (Keyboard shortcut: Ctrl W)

8. Repeat until all the remaining files for the course have been scanned

4.6 CROPPING PAGES

1. Follow instructions in section 4.4

2. Click on crop icon on left side screen or click on Document > Crop Pages (shortcut Ctrl T)

3. Click in the upper left hand corner area of the page to be cropped and drag down to lower right hand corner area

4. Enter > Enter

5. To go to next page for cropping, hit forward arrow key on keyboard

6. When finished cropping, click on File > Save (shortcut: click on SAVE icon on tool bar)

7. File > Close (keyboard shortcut: Ctrl W)

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4.7 DELETING PAGES

1. Follow instructions in Section 4.4

2. Place cursor on page to be deleted

3. Click on DOCUMENT in tool bar and scroll to Delete Pages (Ctrl Shift D)

4. Delete Pages prompt – choose range of pages you want to delete and click OK

5. Prompt will ask “Are you sure you want to delete…” Click OK

6. Click on File >Save (Ctrl S)

7. File > Close (Ctrl W)

4.8 ADDING PAGES TO A FILE1. Open ER current semester folder on desktop.

2. Open “Professor Name” folder needed

3. Open file needing pages to be added by double clicking on FILENAME.PDF. File will automatically open in Adobe Acrobat.

4. Follow first 2 steps in section 4.4.

5. Open up thumbnails if needed – pages can be re-arranged by dragging them to the appropriate order.

6. Follow instructions in step 3 of section 4.4.

7. Pop up window will say this already exists and ask if you want to replace it. Click Yes.

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4.9 FTP (UPLOADING FILES TO SERVER)1. On the desktop, click on “SSH Secure File Transfer Client” icon

2. Click on “Profiles,” then highlight “Hayden and Noble Reserves” in the drop down menu

3. Enter ASURITE ID in box that pops up labeled “Connect to Remote Host”, then enter ASURITE password in box that pops up labeled “Enter Password”

4. Click on drop down menu on the left hand side and highlight N:\Departmental\Access Services\Internal\Hayden E-Reserve- if this is not listed, then type it in or click through folders to find it

5. Double click on appropriate folder (usually ER Current Semester).

6. Double click on professors last name

7. Drag each PDF file from the “Local Name” folder to the “Remote Name” folder

8. When finished, click File > Disconnect, then File > Exit.

9. Verify that link works (pull up item on library website)

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Don’t forget!!!Mark statistics when you are

finished!

4.10 PROCESSING E-RESERVE FROM PDFS

1. Follow instructions through section 4.3

2. Save PDFs received via email to: N:\Access Services\Internal\Hayden E-Reserve\PDF TRANSFERa) you will need to open up/create a folder for the current semester, i.e. FALL 2011, and

b) within that folder, open up/create one for the professor, i.e. SANDERS C

3. On a computer that has access to Adobe Professional 7.0, open up all the files saved in step 2.

4. Click on Advanced > Batch Processing

5. “Copyright Notice” should be highlighted in the right hand column (if you don’t see this option, see section

4.11)

6. Click Run Sequence.

7. It will ask you to confirm the sequence. Click OK.

8. All of the files you had open will now have the Copyright Statement inserted as the first page of the document.

9. Click Close

10. If there is no source info within the provided document, click on Tools > Typewriter > Typewriter. Create a text

box, then copy and paste or type in the source info onto the first page of the document (but not on the

copyright notice page).

11. If items need to be rotated, cropped or have pages deleted or added, see sections 4.5-4.8

12. Save the documents to the Current Semester folder (see section 4.4, step 3) so they can be transferred to the

server.

13. Complete processing by following instructions in section 4.9.14

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4.11 CREATING A BATCH SEQUENCE

1. The following is only necessary if you have gotten to step 5 of section 4.10 and there is no “Copyright Notice” listed

2. In Acrobat Professional 7.0, open up all the PDFs that you want to create for Course Reserve. From the Advanced

menu, click on Batch Processing.

3. Choose “new sequence.”

4. Name the new sequence (you can name it “Copyright Notice”).

5. Then the “edit batch sequence” window pops up. Choose “select commands”.

6. Double click on “insert pages” action to add it to the list of actions you want to run on a document. It will move over

to the right hand column of the window.

7. Double click on the “insert pages” action in the right hand column and the “select file to insert” window will pop up.

8. Select the “Copyright Notice.pdf” file found here: N:\Departmental\Access Services\Internal\Shared Documents\

Reserve

9. The “insert pages” window will pop up. Choose to insert the page before the first page by selecting “before” from the

drop down menu and “first” from the radio buttons. Click OK.

10. It will take you back to the “edit sequence” screen. Click OK.

11. Under option “2. Run Commands” change the drop down menu to read “files open in Acrobat”

12. Click OK

13. The sequence name you selected will now appear in the “batch sequences” window.

14. Click Run Sequence and OK if the PDFs are open the you want to insert copyright notice into.

15. All of the files you had open will now have the Copyright Statement inserted as the first page of the document.

16. This sequence is now saved and you can go back to section 4.10 to add the copyright statement to other PDFs.15

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