User Guide for UKRR Member Libraries
Contents
1. From LARCH aduan QeectBuder oct Set Tue 30 31 2010 1108 T LARO ce Subject URRA File uptoaded ACU Dear UKRR Training Your file LARCH example spreadsheet xis was uploaded on 15 Nov 2010 at 11 27 41 and is waiting to be processed into UKRR Cycle 4 for imperial College London Cycle List Example Cycle 4 list You will be emailed when the file is processed Use the following URL to download this file HTTPS J WWW_UKRR AC UK LARCH FileID D7D0C 6D8 A8C0 4A83 BCEE 404D0B8D 1D8D if you have any questions about using LARCH please reply to this email Best wishes UKRR If the upload is successful you will receive an email titled UKRR File import Success giving the number of holdings and the metreage of the material you have uploaded Tanerigpri Pocket b Ader POR i a r x 2 i PE O D a hale oth Bried Reply Pepi Forward can gt Grier Movete Crete Other Tisi iai Ceegecan Paden SAA a teal fei Rule date enar Up lenned Fror DARDI pimen Sear a ere Tue WILA HE Tx Las Sippet VERR Pig epee ccd PU eae D ar UKRA Training Your fle LARCH example spreadsheetxb thal was uploaded for UKRA Cycle 4 for Imperial College London was imported on 30 Nov 2010 at 11 47 15 and processed on 30 Nov 2010 at Vist The lisi was imparted without any errors The following was loaded Shell space 194 91 metres hered Holdings 24g Before your lst re made available io WKAR for processing you w2. Version 1 1 Dec 2010 Page 3 Getting Started Creating a user User accounts can only be created by UKRR administrators Your institution s UKRR contact will have been asked for a list of people who need access to LARCH before it went live however people come and go so user accounts can easily be created or deactivated If you need a new account created or if someone will no longer require access please contact UKRR with the name and email address of the person requiring access Please note that if someone is leaving your institution and they have access to LARCH it is the responsibility of the institution to notify UKRR that the user account needs to be deactivated Once UKRR have created the user account a welcome email will be sent and the user will be ready to start using LARCH Creating or resetting a password If you know your username go to the LARCH login page at http Awww ukrr ac uk larch Note If this is the first time you have logged on to LARCH your username will be in the welcome email that was sent automatically when your user account was created If you don t Know your username but think you have a LARCH user account go on to the section called Forgotten username below to find out how to retrieve your username and then come back to this section to reset your password Version 1 1 Dec 2010 Page 4 JU Lepr oi ineews imeri d apleres pi ori tt iry inperial Collepe go em rere he Cit Yew Farctes Imb t
3. Version 1 1 Dec 2010 Page 10 Logging in to LARCH a Go to http Awww ukrr ac uk larch a Enter your username into the Username field For example larchtrain Welcome Enter your password Click the Login button You will be logged in and taken to the main menu in LARCH Note If you want to you can tick the Remember Username box and your username will be automatically completed when you come to this page again using the same computer Version 1 1 Dec 2010 Page 11 Changing user roles or details Member library users of LARCH can choose from a variety of different user profiles which reflect the different interactions between UKRR the BL and member libraries The different user profiles don t affect wnat you can do in LARCH but they do impact on which email alerts you receive and the visibility of some reports For example if the material you are offering is stored off site it may be useful for someone at that location to have the role of ML Sample Request so that any requests from the BL will go straight to them rather than to someone at the central library who has the role of general admin As different members have different organisational structures the user profiles are not mutually exclusive and you can opt to be as many or as few of them as you wish It is worthwhile ensuring that the ML Main Contact and ML Sample Request roles are held by at least one person at your institution as otherwise you may n
4. At 6 Ei beim peri ae uk ke ee i i p Pa Ce Yew fja ie fee p foertin gt Ge Ben ew z B ERr Research Raeren LRCH Open Cycles Cycle Kame Start Gate End Cate Max Shelf Space Max number of Offered Heldings Cycle Lists JO thow 14 Ji May 900 0 i OUa e MLCode Member Library Cycle Lists Diered Max Mereage Offered Max Holdings apea Colene j al nan oy AAR AN at i aaa 1 SURLIBrary Name Cycle Lisi Harmse Metreage Offered Holdings TiieiMeire rate ERP RIT None Exampie fst t BAD H a07 Accepted J od Central Ubri frample Cycle d isi Teel a 248 jT dt Gered hones Closed Cycles Manually adding holdings to a list Note You can only add holdings to a list that has the status Edit Offered Holdings or Post Submit Edit If you want to add holdings to a list that has already been submitted you will need to contact UKRR first to explain the situation as they will need to re open the list It s quite likely they will prefer you to submit the items ona new list to avoid any mix ups To add holdings to a list click on the Offered Holdings Administration button shown below which is on the same row as the list name and metreage number of holdings Hl Note the Upload Offered Holdings From a File button will also be visible on this line so if you change your mind you can upload from the template Version 1 1 Dec 2010 Page 27 _ AIK Maim Mery Wieder nternet aplene pressed iy imperil Colles Ge Wim ppm D
5. Here you can see reports such as which user profiles receive which alerts and who can see which reports There are also reports relating to the overall levels of retention across all UKRR members and the number of items requested by the BL Here you can view a report showing the progress on other UKRR member libraries during the cycle and the amount of material they have offered The only report visible at this level is a list of all items that have been offered to UKRR by your institution The reports visible here relate either to the history of the offered holdings including system history reports and the original file uploaded or the scarcity and BL data Note the offered holding report is the means by which you access the retention values for your offerings Clicking this button runs the report again but keeps you on the report screen Version 1 1 Dec 2010 Page 42 lf the report required you to select some options from a drop down menu before running it e g a cycle number or institution this button will take you back to the screen where you made the selection so you can change the options and rerun it From a screen showing report results this button will take you back to the reports screen From the reports screen it will take you back to the Main Menu Downloading reports in different formats Within the reports pages there are some other buttons that allow you to run the report and
6. 1 pt Jul 09 01 Nov 09 000 0 te Di Cycle 2 01 Dec 09 01 May 10 0 00 0 Lab Cycie 3 91 Jun 10 30 Mov 10 V VY v 13 te pe MLCode Member Library Cycle Lists Offered Max Metreage Offered Max Holdings Ct mpera College London 1 747 5 SubLibrary Offered Title Metr Name Cycle List Name Metreage Holdings ratio Status None 20 10 2010 14 29 gaps in UKRRRIG 137 94 Cycle List Finaksed ad Data log changes test ganer submitting gt ie None mpenal_ offered journals 21 10 10 us 532 16 346 119 ECE 5 Run the Offered Holding Report by clicking on the Run the Selected report icon shown below The report will show on the screen As it s based on the UKRR template with all the corresponding data it s very wide You can download the report in a number of formats see the Downloading Reports in Different Formats section below for more information about them Version 1 1 Dec 2010 Page 40 Reports Visibility of reports As mentioned in the Changing user roles and details section above your user role has an effect on what reports are visible to you in LARCH See appendix 2 What reports are visible to which user role for a list of who can see what Location of reports in LARCH Reports are available throughout LARCH to allow you to extract data relating to your UKRR offerings You can find reports at 4 different locations on the Main Menu with the location being determined by what the data relates to The 4 different l
7. data against one of these items click on the item and then click the Edit button The Data Item field will show the type of user defined data you are editing and you can type the data you want to save in the Value field lf you would prefer to add a new data type not already listed click the New button and complete the Data Item field with the name for the data you re storing and put the data itself in the Value field Fle Edt View Favortes Tools Help aay lt e m hae 2 L rs R C Reserve Yser UKRR Ir nng larchitrain l yout Member Library List Name Meterage Titles Ratio Status IC Central Uorary Manyal ycle 4 list 1 50 1 150 ae MEred Hodings Bibliographic Mandatory Field l t f i f Offering 3 ode Sheit piem pa New Edn Start of Offering End of Offering Pa P When you are finished click the Update button which will save the data value to the offered holding so it will be present on the reports you run against the list in future Click the Save button to confirm any changes you ve made and then use the Back button to return to the Offered Holdings Administration screen Version 1 1 Dec 2010 Page 31 Submitting holdings Once you have added all your holdings to a list either by uploading from the template or entering them manually then the process of submitting a list is quite easy as all the data validation issues will have already been taken care of lf you uploaded t
8. the template This can be useful if you only have one item to offer or if you have a few items that you want to add to a list that has already been uploaded Manually creating a list in LARCH Click on the Manually Add a Cycle List icon shown below which is located to the right of the Cycle name and start end dates Go E eim T B m ia ir MF Bi gi ee Fyre frock ie fetes pO Be Han ew x ELR Research Revers Open Cycles Cycle Kame Start Gate End Dat Max Shelf Space Max number of Offered Holdings MiLCode Member Library Cycle Lists Offered Wax Metreage onal College Londen 2 10 13 WHS SubLibrary Hame Gyche List Hane Mebeag Offered Holdings Tiete ratio ihorei Example isi t 51015 amp BOT Example Cych d eal Tied 1 el Closed Cycles Version 1 1 Dec 2010 Page 25 Use the drop down menu to select from a list of sub libraries that UKRR is aware of If the sub library you want to use isn t on the list select the None option and email larch ukrr ac uk so the library can be added for you You can amend the list using the Editing the list option below once the sub library has been added Give your list a meaningful name which will allow you to identify it in future Cycle List ame Ueewall added cycle d Bea eee The list will now be showing on the Main Menu with no metreage or offered holdings Version 1 1 Dec 2010 Page 26 Cnet Male Mere doterretd spleneapren tes pyrene epi bere
9. 08 32 49 lf you have any questions about using LARCH please reply to this email Best wishes UKRR Click the link within the email to create or change your password This will take you to the password reset page in LARCH Version 1 1 Dec 2010 Page 6 Be fe Yew Peete foo j atone BRR theses Paced LARCH e H PRPA eR p LERA SR TAAAC LA ee ar n a Type your password in the Password field Your password must have at least 8 characters and should contain all of the following Capital letter Number Special character e g amp _ For example Training would be acceptable but Training would not Click the Change Password buiton If both passwords are not the same then you will see an error message displayed and will need to repeat the two steps above Once you have changed your password click the Login Page link Version 1 1 Dec 2010 Page 7 Forgotten username When they create an account for you UKRR will assign you a username If you have forgotten what it is you can follow these steps to receive a reminder za Go to http Awww ukrr ac uk larch we Pervert Mora ua M p jey Igoe s r Research Welcome Pease enier your username and password nae Click the Forgotten your username or password link You ll be taken to the screen shown below Version 1 1 Dec 2010 Page 8 Anen reremen Pasewors Windows Jmernet ixplorer provides iby Imperia
10. All z folder Rule tions Sender uy Uy i Select Dear UKRR Training This is an automated message to inform you that the retention status is now available for the holdings offered on list Example list 1 during UKRR Cycle 4 The Summary stavstcs for this list are Status Metres Percent Metres Titles Percent Titles Dispose 423 79 81 6 75 00 Retain 0 00 0 00 0 0 00 BL Dispose 000 000 0 000 BL Retain 107 20 19 2 25 00 Not Categorised 0 00 0 00 0 0 00 Out of Scope 000 000 0 000 Withdrawn 0 00 000 0 0 00 Total 530 8 You can download the retention status by logging on to the LARCH system via the link below and running the offered holdings report for this list HTTPS JWWW UKRR AC UK LARCH if you have any questions about the above please reply to this email Best wishes UKRR The retention values themselves are available to download from LARCH as a report To access this report do the following On the Main Menu locate the list It will have the status of Cycle List Finalised Version 1 1 Dec 2010 Page 39 Click on the Run a Cycle List Report icon shown below which is to the right of the status column fie gk Yew Fovortet ook te ww Favorkes Sond ure Mam Mera MB imperial College London d oo FEEN l ay KRR Training larchtrain Open Cycles 3 Closed Cycles Cycle Name Start Date End Date Max Shelf Space Max number of Offered Holdings Cycle Lists Cycle
11. F Pp amp J By neir L r La MiLtade Member Library Cycle Lists Diered Max Meirerge Offered Max Holdings 5 TETERE TET F IRAR SubLigrary Hame Gycie Lisi Harme Mereag Offeree Holdings Teatre Patho Statue Nore Closed Cycles The sub library details and list name will already be completed and cannot be changed on the File Upload page if you want to change them see the section on Editing Items and lists below Use the Browse button to locate the correct file as you did before and then click Upload Version 1 1 Dec 2010 Page 23 piad Creel bet J es or eter pore prize estoy ded 11 6 EB pris ppe ae uk ct ee ce Bile Bi gi ee Fyerim foo ee H Pert Gu techs Lit Fie L amp RCH You will receive the File Uploaded email again and assuming all validation errors have been corrected the data will be imported into LARCH If not correct the errors in the latest File Import Failure email you received and repeat the upload process until the upload is successful As mentioned above in order to complete the submission of your list you will need to review and submit the list manually This is covered in the Submitting holdings section below Version 1 1 Dec 2010 Page 24 Offering holdings to UKRR manually adding lists and holdings As well as uploading holdings from the template you can also manually create a list of offered holdings or manually add holdings to a list uploaded from
12. Holdings Administration Screen locate the holding you wish to amend Note Each holding has a unique number called the UKRRid which can be a useful way of finding items as this was also in the template which you might have used to upload the holdings originally Click on the Edit the Offered Holding button shown below next to the holding to be edited Version 1 1 Dec 2010 Page 36 E KRR Offered oldines Administration Windiws Internet faplorer proviced by Imperial Collesr moenia a u TE t x amp Po ES A recs Fle Edt View Favortes Toos Heb wa Favortes URR Offered Moldings Administration 2 ee UKRR Jinrme Research rE idh h Reserve ICL Member ser UKRR Training larentrain Library List Name Meterage Tithes Ratio Status Central Library Example Cycle 4 isi 193 16 246 0 79 Edit Offered Holangs EG e 5 WJ af 116970 Acta mechanica 16322 Acta neuropathologica Suppiements 6 03555596 Acta psytreatrca et neurologica Sc ananavica 6 At 10 035655954 Ai 00017200 Ac AQVANCES in atarology 3 00652466 Advances in Cont 652687 Advan 15 580018 Advances in Materials Research Advances in X Ray analysis tta radiologica Supplements ta p ychiataica t neurol gica scananavica Supplements ta Zoologica fenmca t s in Qeophiyscs ances in morphogenesis MS MS NN Make the changes you want by altering the data on the screen The fields are the same that are p
13. Jounal gt 4 00419907 University of Pennsylvania Law Review 6 14 v 96n0 1 1949 to v 151 no 6 2005 r a 5 00178117 Marvard Law Revie 10 51 v 1 n 1 1887 tov 119 no 6 2006 i 6 00440094 Yale Law Journa 7 09 v 60 no 1 1951 10 v 113 no 3 2003 a 7 00081221 California Law Review 564 v 38 no 1 1950 to v 91 no 6 2003 i 8 00029930 Proceedings of the American Mathematical Society 563 v 24 n 1 19070 tov 131 no 12 7003 B 9 00020327 American Journal of Mathematics 705 v tno 1 1878 tov 124 no amp 2004 LJ 10 00222488 Journal of Mathematical Physics 760 v tno 1 1960 tov 45 no 9 2004 a 41 00905354 Annals of Statistics 329 v 1 no 1 1973 to 29 no 6 2001 12 00977798 Annals of Probability 287 v ino 1 71973 tov 30 no 4 2002 B a 3 00255718 Mathematics of Computation 2 86 v 24n0 109 1970 tov 72 no 244 2003 a a 14 00389765 Stanford Law eview 3 52 v 22 n 7 1969 tov 54 n 3 2001 GH 15 00020947 Transacthons of the American Mathematical Society 9 52 v 147 O17 1970 10 v 355 NO 12 2003 z Q x What happens next depends on what stage your list was up to when you made the withdrawal request Version 1 1 Dec 2010 Page 34 Submission What happens next status Pre submission If your list hasn t yet been submitted i e shows the status of Edit Offered Holdings or has been reopened for you to amend shows the status Edit After Submitting then the items will be withdrawn and the status co
14. LARCH User Guide for UKRR Member Libraries Table of Contents Tabie OF CONTENE s asc nn cecumasescenonentsscsamaneeeasesciewuns sc ooenausesesenaresunsateaneenesaiepeesseueneee 1 Wna LARCH iena E cosensnutenecsawancdentemceudons onasenue x ondeusoncesstuaneasicencndessesessens 3 Technica ReguiremenNtS emer neat eee eens re nor os ere 3 GCE SCAN CO EEE E aactencsesesaton 4 crearne BSS ich ece cen yot E eesas anaemia eaneees N 4 Creating or resetting A PASSWOMC cccccssscccesecccenecccenceceenceceuecesseceesueceseneesseecessuecessueeenenees 4 Forgotten username sore ae aes sesaeen ee atosacosteros er vase poi ooeat wn va aan ape ah we aoe pen oman oe nae petoneoe 8 Loceng MIOLARCHosnesreinins r aro E a oeainetieeriotaeaanenestmeaneueee 11 Changing user roles or GOLAINS siccsecescatseacaccdeeacsnedovanenebewes ca Ssaacesetbansssederroratharessalheraceisoonatts 12 Logeinge OU OT LARCH cessie Tae T T T 13 Getting to know your way around LARCH sesessesessesesssoesssoecssoesssossoeossoeossoesssoesssseoseseo 14 Mokne dave DE E E 14 VONT Or COS e E E 15 Offered Max Metreage and HOldings ccccccccccsccccceeescceeeessseeeceeeceeccssseeseeeeeueueeeeseseeeeess 15 AICS ie E E eae eeceaceuebupeseceaeeteoceausesens 16 Offering holdings to UKRR uploading a list cscsccscscecsccscscecsccccccscsceccccscscececcecscesess 17 Go ay oad al cae Conect emp I E eia E 17 How to upload a list of holdings sseessesessesssrense
15. Tes Ratio Status IL Cental Liptay Manually aed Cythe 4 b5 0 00 o ooo Bot Omend Holdings E wl Bibliographie Mandatory Fleig User Defined Data SSH Tite Change Punisher Piace Of Punic ation Offering Loc rel code Si i mark Supplement Details Snel Space 150 guan of Offering End of Offering Value Year 1330 Year 200 Monin Month VERME T Yim 11 Alter the data so that no error messages show when the Save button is pressed When you have finished adding the holding and have saved it click the Back to offered holding administration screen button shown below You can also use this button to exit the screen without saving any changes Adding user defined data lf you have put your offered holdings together using the template you can insert columns into the template to hold data which is useful for your own records e g location of the item e access platform etc This data will be stored in LARCH so you can access it again once you have a retention disposal decision back from UKRR You can also store data for your own purposes in LARCH be adding it to a holding manually Version 1 1 Dec 2010 Page 30 lf you want to add User Defined Data to the holding for your own records you need to have first saved the holding in LARCH The User Defined Data area is on the right of the Add Offered Holding screen LARCH tries to be helpful by automatically suggesting data fields which you have used in the past To add
16. a tir i D Dp ewite BA AR Man Heu GLERA Peer Raeren Ses D o a oee fee ere ie e Fe i gt p Pe LARCH a Lier UKE Trang rehia He Recon Liner Opio Logout 1 Open Cycles Cycle Kame Start Gate End Cate Max Shelf Space Max number of Offered Heldings Cycle Lists Cy Jo How 10 31 May 11 1 000 00 1 000 i ie ef MiLtode Member Library Cycle Lists Diered Mar Metreage Offered Max Holdings impenal College London 4 BG 05 5 1 Co Bi i 1 00 c in SURLIBrary Name Cycle Lisi Harmse Metreage Offered Holdings TiieiMeire rate ERP RIT Nore Example is t 510 15 BH SOT Accepted Central Library Campis Cyes a bel TE a 248 ore Dt gomers Picadas Central Lira Mania ached cyce d pgi o Oo 0 00 Efi Offered Hoan Closed Cycles You will be taken to the Offered Holdings Administration screen To add holdings to the list click on the Add Offered Holdings to the Cycle List button shown below LINE ieren Hol eins Adin tration oinin Internet apleres provided by kpene aa 6 ry Grim pera ul P Pee D Be ph fee Fyen je je DeFeet EA o ERA Oreina i E UERR Research mere es D a met tee er a D EA f i i Leer URAR Tray arching List Hame Metarage Titles Raitio firus Manually dded cyria d ia T OO ood Eat Ofered Ho dings He i ra to shaw Version 1 1 Dec 2010 Page 28 Enter the details of the holding in the relevant fields on the Add Offered Holding screen Mandatory fields ar
17. age and Holdings When you expand the data relating to a cycle you will see the screen below More or less icons may be visible depending on whether the cycle is in the future open or closed The name and start and end dates of the cycle are given for your information The Max Shelf Space and Max Number of Offered Holdings shown on the row beside the cycle name and dates are the amounts that you can offer during the cycle as agreed by the Selection Panel Offered Metreage and Offered Holdings show how many metres and titles you have uploaded into the cycle They are given against the Maximum Metreage and Maximum Holdings which is the amount the UKRR Selection Panel agreed you could offer during the cycle Version 1 1 Dec 2010 Page 15 Closed Cycles Alerts LARCH is programmed to send automated emails alerts when certain actions are performed All the emails mentioned above in the Getting Started section are alerts that relate to actions being made against your user profile e g password reset however most of the alerts you receive once you are using LARCH will relate to lists or individual offered holdings If there are any problems with the holdings you upload or enter into LARCH then they will generate alerts in various forms Because you are unlikely to be logging on to LARCH on a regular basis once your holdings have been submitted in a cycle the alerts are sent to inform you that something has either changed or requ
18. e how the expanding and collapsing of data works It may seem confusing at first however once you have a few cycle lists in LARCH it is very useful to be able to hide the data relating to past cycles and concentrate on what Is current or vice versa The different levels of open closed cycles individual cycles and list are also reflected in the reporting functions which have similar icons Version 1 1 Dec 2010 Page 14 This icon shows reports that run against data in open and closed cycles This icon shows reports that run against data in a specific cycle This icon shows reports that run against data in a specific list Reporting is covered in more detail in its own section below Visibility of cycles In the final months of a cycle your institutions main contact will be contacted by the UKRR Manager in order to determine your intentions for the coming de duplication cycle Assuming the amount of material you indicate you will be offering is approved by the UKRR Selection Panel the new cycle will become visible to you in LARCH on the date it opens usually either the 1 of December or the 1 of June If your institution has not indicated their intention to be active in a cycle or if the request was declined by the Selection Panel the cycle will not be visible to you Similarly if you have not offered any holdings in a previous cycle there will be no data for you to see in that cycle and it will not be visible Offered Max Metre
19. e marked with a red asterisk Oi UE Gr ed ES htt a lated Eels pia SA als EN 23 x G Wi moea ock HA t x UO pP Fle Edt View Favortes Tools Help A d n ww Favortes Buen date offered X umA Research Reserve T D me e setyo Toos iser UKRR Training larchirain Member Library List Name Meterage Titles Ratio Status ici Central Library Manually added cycie 4 ist 0 00 0 0 00 Edit Offered Holdings co led Bibliographic Mandatory Field User Defined Data ISSN Tipe Tie Change Pubisner Place Of Punlication Offering Local ref code Streit mark Supplement Details Shelf Space Data nem Start of Offering End of Offering ralu Year Yes Monin Monin Vouume Volume Pact Part ssue 5su Gaps Click the Save button shown below Note The validation which is automatically performed on holdings uploaded from a list takes place when a manually added holding is saved If any data is missing or doesn t meet the validation rules mentioned above then the error message will show in red on the screen as shown below Version 1 1 Dec 2010 Page 29 RRR Andai Offered Holding Windiws Internet axploren provided hiy Imperia bolle G H tens petal ak fal U EdE i DP Fle Ed Wiw Fovortes mi Heb r Ee Wy Favortes pA Gu sided Offered X URA Research Reserve H D S oo ss Seye Took ie a T Er l JERR L FE Add Offere Research ar UKRA Trainiwg herein Member Library List Name Meterage
20. ear which you can use to navigate to the file you wish to upload Once you have found the file click Open Version 1 1 Dec 2010 Page 18 Choose aie to Upload Look im E Larch spreadsheets Oo i E gt i re at LARCH example spreadsheet xls My Recent Documents 3 Desktop rh My Documents My Computer My Network File name Lan CH example spreadsheet xls Places Files of type jal Files Cancel p Click the Upload button Upload Cycle dist Jile Windows Internet ixmorer provided try imprrial Goliepe c g gt Mi mpera seu Ga sxa A Cie Gk pew Fyvortes Tock tp gt D2 mm Powe seye Toes ey we Fevortes f Upload Cyce List Fie amp oa gt A ac Research PE Reserve Me f User UKRR Training larchtrain Member L rary ICL impenal College London Sub Lbrary Central Libeary Cytie List Name Example Cycle 4 best Select file xs 115x C Documents and Settings icdbrown My Docurnents Larch spreadsheets LARCH example spresdsheet xis Uploading the file will create the list record and you will be sent an email to confirm that the upload is taking place Version 1 1 Dec 2010 Page 19 UKRU Te uploaded OCL Message DD e aa g S aA a i E eons Reply Reply forward i Can Delete Moveto Creste Other Block i Categormze Follow Mark at t to All folder Pule adioni Sender Up Unrest lt lt Heas Format Text Devetoper Add ins Adone PDF
21. eneral Admin Errors importing files into the Cycle List Cycle List ML General Admin File imported File imported for the CycleList Cycle List ML General Admin Elngieee Report on percentage Finalised General Percent Finalised ML General Admin Percent for Cycle ML General Admin Offered Holding Report on the Offered Holdings in the Cycle List Report Cycle List ML General Admin ee naeng Scarcity Data Cycle List Scarcity ML Data Manager AMPE Request Report General Report on percentage Finalised for this Cycle Cycle ML General Admin Quick Summary Quick Summary Report General ML General Admin Pepa List of who can run which report General Recipients l Retention l ML General Admin Values Retention Values Report General Report on the Offered Holdings in the Cycle List for which a Sample has been requested Sample ML General Admin Cycle List Request Report Version 1 1 Dec 2010 Page 45 l il l l l ML Main Contact dia List of who receives which email alert General Recipients R r l ML Main Contact T i List of who can run which report General Recipients Sample Report on the Offered Holdings in the ML Main Contact p Cycle List for which a Sample has been Cycle List Request Report requested ML Sample Request Enan List of who receives which email alert eneral Recipients ML Sample Request APPO i List of who can run which report General Recipients Sample Report on the Offered Ho
22. he holdings from the template double check that the file load was successful If there is a figure for the Metreage and Offered Holdings make sure this is what you think it should be If it shows zero for both it means you upload has failed or you have uploaded an empty list and you will need to try again Click on the Offered Holdings Administration button shown below to be taken to the Offered Holdings Administration screen This is your last chance to amend the offered holdings before you submit them so it is worth checking they re all showing as you d expect Assuming you re happy with the holdings that are showing and you think the metreage and number of titles is correct click on the Submit Cycle List button shown below which is located at the far right of the row of icons level with the list name and metreage Version 1 1 Dec 2010 Page 32 JUKE Offered Haldines Administration Windows Joternret xplorer provides Jy mperial College gg lt e imperil ub ce Wea Die fie gie per Forte Took peip We Fovekes DG e Guam Diered Hokies BURR Logn A 6 L A R Offered Holdings Lier WKAR Tre ning anche Member Library List Hame Meterage Titles Ratio Status Central Library Manually added eyele d lisi 150 1 150 Edit Offered Holdinga Status URRRID Shelf Space Offered Holding SNS Tee J rma OF Jely To WoT no 1990 10 w 11 i 2000 EJ LARCH will return you to the Main Menu and y
23. ie wy oota Morru LARCH Ba een amp Welcome Please emer your usemame and password E C Remember Usemame a ForgoQen yout usemnarmne of password Click the Forgotten your username or password link which will take you to the following page Forren rer peme nr Pavewor lt Windows eterme fxplorer proyices by imperial Cofiere Go Ms cher ae Be i wew fgrotes Job tl F ICIC Bo vw Wrote frogen Username o Pagmord LiRCH m Forgotten Use it you Mave forgotten your usemame please enter your emal address and your usemame will be ema ed to you elas if you hawe forgotten your password please enter your username you wil be sent an emal with a lik ihat wel allow you to Change your password Reset Password Agian to logan page Version 1 1 Dec 2010 Page 5 Click in the Enter User Name field and type in your username for example larchtrain Click the Reset Password button Go to your email account and check your new messages Find the email from LARCH admin with a subject of UKRR Password Reset Open this email Dear UKRR Training To change your password use the link below and enter your new password HTTPS WWW UKRR AC UK LARCH token UKRR JCXPICNTNYQAELMUCGWXYCZIF UKRR if you have problems with the token in the above link please copy and paste the following into the token field UKRR JCXPICNTNYQAELMUCGWXYCZIH UKRR You must reset your password before 15 Nov 2010 at
24. ill fail If this happens rather than receiving the File Import Success email mentioned above you will receive a File Import Failure email The failure email will show which row the error is on and explain what the error is Version 1 1 Dec 2010 Page 21 UKRI Pile mnport fadure GCL Message HT Add in Adone PDF From LARCH adan Darch ac Sert Tue 30 11 2010 1157 Dear UKRR Training Your attempt to upload a list of offered holdings called LARCH example spreadsheet xis on 30 Nov 2010 at 11 56 40 has been unsuccessful as some of the data failed validation due to the errors given below in order to submit your offered holdings you will need to amend these errors and upload the list again RowilD Error Description 3 Column data failed validation ISSN can only have X as the last character ISSN in row 3 x0013625 4 Failed Validation Rule When ISSN is empty Title Publisher and Place of Publication must be specified Row 4 Column Empty when not allowed Tite m row 5 6 Failed Validation Rule Atleast one of the holding fields must contain data Row 6 Column Empty when not allowed Shelf space metreage in row 7 Use the following URL to download the file you uploaded HITPSJIWWW UKRRAC UK LARCH FileiID 2C 04D67F 475A 4CF5 91FF SASIECD62126 if you have any questions about using LARCH please reply to this email Best wishes UKRR By working your way through a failed list and correcting the errors shown in the File Import Fai
25. ill need to review and submil it wa the offered holekengs adminesiration screen accessible from the miin menu Use the following URL to download thes file HTTPSMCWAWWD CC IMPERIAL AC UKUKRRADEV YF ilelD 3671C10A J3CR AEF0 AF0 ACEMEABCETD Best wishes UKRA you haig any quesbens aboul wang LARCH please teply to thes ermal Version 1 1 Dec 2010 Page 20 The list will now appear on the Main Menu as shown below You can see that the metreage and number of holdings for the lists is shown alongside them whilst the total of these figures is given above 1 Open Cycles Cycle Kame Start Gate End Gate Max Shelf Space Max number of Offered Heldings Cycle Lists a D rig T yi hig 11 1 eG 7 ih ba P MLCode Member Library Cycle Lists Offered Max Metreage Offered Max Holdings SubLiorary Hame Cycle Lisi Harme Mereag tered Holdings Tueee ratia Statue Closed Cycles In order to complete the submission of your list you will need to manually review and submit the list See the section starting on page 33 below on how to do this Upload failure Data validation In order to process offered holdings UKRR and the BL require various pieces of information to be provided by the Member Library When importing data LARCH automatically checks that these pieces of information are present and are valid If any of the data is missing or is not in a format that would be expected then the file upload w
26. ires your attention The alerts you will most commonly receive are likely to be BL Sample requests which are formatted to double as a packing list for the item being sent to the BL and the alert saying the retention values for your list is available to be downloaded As mentioned in the Changing User Roles or Details section above your user role determines which alerts you will receive You can see which user roles receive which alerts by checking Appendix 1 What emails are received by which user role If the number of alerts you are receiving is more that you d like you can change your user roles so that you re only signed up for a profile that receives the relevant ones If you re the sole user of the LARCH at your institution you should have the Main Contact and Sample Request roles to ensure that you at least receive all relevant alerts Note that if you have two profiles that are both due to receive an alert you will only receive the alert once Version 1 1 Dec 2010 Page 16 Offering holdings to UKRR uploading a list Using the correct template If you are uploading a list of offered holdings ensure you are using the UKRR offered holdings template dated May 2010 or later which can be downloaded from the Member s Resources section of the UKRR website The date of the template is given in the name of the original file e g UKRR_offered_journals_template May 10 xls LARCH has been specifically designed to extract the data from thi
27. l Cofiere g Ms unr aw oa mM e x ir Pe tie Yew Ffgvertes Tom ib wroce froen Username o Pasarord L amp RCH f you Mave torgotien your username please enter your emal address and your usemame will be emaiied to you Request Vsemane Ba A nau au if you have forgotien your password please eniler your username yOu wil De Sent an emal with a irik thal wel alow you fo Change your password Reset Password Enter your email address in the eMail field Click the Request Username button Go to your email and look for an email from LARCH admin with the subject UKRR Username notification Open this email cial es gOS a A lia ale he apir Bendy Forward con Diete kigee be Grete Other Bhat Cebegence Potre Maria bai 5 Podere Fate ditioni Sara r Wae Uninig of Deere m a Dear UKRR Training Your usemame is larchinain To access the system wag ihe following eik BOOP Ss viii URAR A KY LAVA you heve any quesiens about using LARGH pease reply to thes emai Eves washes URRR Version 1 1 Dec 2010 Page 9 Your username is in the first sentence of the email Click on the link in the email which will take you to the LARCH login screen You should now be able to log in If however you have also forgotten your password or if you are activating a new account you will need to follow the steps in the section Creating or Resetting a Password above in order to set it
28. ldings in the ee REUE i Cycle List for which a Sample has been Cycle List Request Report requested Version 1 1 Dec 2010 Page 46
29. lumn will show Withdrawn Post submission If you have submitted your list its status will change to Waiting for change authorisation while UKRR confirm that it s okay to withdraw the item The reason for this is that in the past some members have asked to withdraw items when they didn t really want to it was just a bit of confusion or have asked to withdraw items after they have already received funding for them Once UKRR have reviewed the withdrawal request the list will be returned to Accepted status and the items will show the status of Withdrawn Version 1 1 Dec 2010 Page 35 Editing holdings and lists Editing individual holdings You can only edit holdings before the list has been submitted it has the status Edit Offered Holdings or if the list has been reopened by UKRR for you to make amendments after submission the list has the status Edit After Submitting The reason for this is that as there is processing being undertaken at the BL and UKRR simultaneously we need to ensure everyone s data is the same If your list is not at one of these statuses and you wish to amend the holdings you can email UKRR asking that the list be reopened Assuming the list is at one of the statuses above that allows the editing of holdings you can amend the holding as follows On the Main Menu click on the Offered Holdings Administration button shown below for the list which has the holding you wish to amend On the Offered
30. lure email you will be able to amend the lost so that it will be accepted into LARCH The data validation rules offered holdings The various validation rules applied to data are shown in the table below lt sE UKRRid Must be present ISSN must be 8 characters long excluding hyphen ISSN ISSN must contain only 0 9 and X characters only excluding hyphen X can only be present in ISSN as the last character Title Must be present if data is present elsewhere on the row Publisher Must be present if ISSN is absent Place of Publication Must be present if ISSN is absent Holdings At least one of the holdings fields including supplement must contain data Shelf space Must be present Is a valid numeric value Version 1 1 Dec 2010 Page 22 Reattempting submission of a list previously failed The process is essentially the same as what you would have done to upload the list in the first place however you dont need to create the list details as they are already there lf the list details have been created but the holdings but not yet been submitted to UKRR then use the Upload a new Cycle List from a file icon shown below which will be showing to the right of the line giving the list name and metreage number of offered holdings Note this is a different place to where you clicked when you created the list i Open Cycles Cycle H me Start Gate End Dat Max Shelf Space Max number of Offered Holdings Cycle Lists u
31. n of reports in LARCH ssdsswsstadecsccvadavecosdecnnsxsdecwssbadeveassadeveastidcsevivedewsavesesenteadavenceeaeene 41 Additional Report bDUttONS ssrin e E AA 42 Downloading reports in different FOrMALtS ccccccsesecccceseccccescceceesececsuececeeesceessusecessuneses 43 Appendix 1 What emails are received by which user role csccscsccsceccsceccecsccccececs 44 Appendix 2 What reports are visible to which user role scsccscscecsccscsceccccscscscsceccecs 45 Version 1 1 Dec 2010 Page 2 What is LARCH LARCH stands for Linked Automated Register of Collaborative Holdings The system has been designed based on the requirements agreed between the UK Research Reserve UKRR the British Library BL and UKRR member libraries The system functionality supports the key business processes involved in managing the preservation of low use print research publications LARCH is managed by UKRR so if you have any queries regarding this user guide or need access to the system please email larch ukrr ac uk To access LARCH go to hitp www ukrr ac uk larch You may wish to save this as one of your favourites Technical Requirements LARCH is supported on the following browsers Internet Explorer 7 or 8 or Firefox 3 5 or 3 6 8 It may work on other browsers such as Safari and Chrome but will not be supported on these If you are not certain that you have one of these supported browsers please contact your local IT administrator
32. number of different screens in LARCH The most important screen is the Main Menu which contains data about all your submissions and acts as a dashboard for your institution s UKRR activities Throughout LARCH buttons with icons on them are used to perform various functions in the same way they do in many other programs you may use ona computer The icon that appears on the button is indicative of the function if performs however if you re unsure about the meaning of the icon you can hover your mouse over it and you ll see a short text description Making data visible The Main Menu is divided up into open and closed cycles with the open cycle being at the top of the page The main menu can get quite busy if you have offered a lot of lists so in order to Save screen space you can collapse or expand the page at various levels to show different data When you first log on the Main Menu will look blank because all the cycles will be collapsed If your institution has offered material to UKRR in the past you can view the details by clicking on the following icons This icon toggles the open or all the closed cycles to expand or collapse their visibility This icon toggles the visibility of individual cycles This icon will allow you to expand or collapse individual lists of offered holdings within the cycle If you re new to LARCH and your institution has offered material in the past it may be worth looking through the closed cycles to se
33. ocations are shown in the screen shot below with an explanation given in the table beneath _ ARR Main Meni Windows Internet Explorer proviced try Imperial Collepr 3 Go Je Lo moerid a u Ha rxe P Fle Edt Yew Fgvokes Toos Heb wy Pavortes G3 BUR Man Menu X B imperii Cotege London Se D o o ee getye Tooke A a A A E n Research PE f Reserve User UKRA Training larehtrain tel T pt Logout Open Cycles Cycle Name Start Date End Date Max Shelf Space Max number of Offered Holdings Cycle Lists Cycle 4 30 Nov 10 31 May 11 511 66 65 i 2 oe MLCode Member Library Cycle Lists Offered Max Metreage Offered Max Holdings C imperial College London 4 456 61 511 65 60 65 SubLibrary Name Cycle List Name Metreage Offered Holdings Tithe Metre ratio Status None Example list 1 45151 9 572 Accepted Ceniral Library Example Cycie 4 list 193 16 246 0 79 Edit Offered Holdings Central Library Manually added cycle 4 list 0 00 0 0 00 Edit aner submitting Central Library Test im ower the init 500 500 Accepted Closed Cycles lt Version 1 1 Dec 2010 Page 41 Location Button Reports relate to number No System options or data button spanning multiple cycles uses a text link which says Reports Data relating to one cycle Data relating to the UKRR Member Library An individual list of offered holdings Additional Report buttons On the reports screen there are a few other buttons Description
34. ot receive all alerts which could delay the progress of your submission Only the individual user or a UKRR administrator can change a user s profile You cannot change the profile of other LARCH users from your institution Note that your username cannot be changed by anyone Changing your details such as your name or email address is done from the same screen as the user role Click the User Options link in the top right corner of the Main Menu RA 4 5 Tish Maleate ibed hes f j v Bi ress reer su im ff x ir P gt t Yew Ffpoto po ib me a Fevertes Woa Mar Mers LRCH Open Cycles Closed Cycles Version 1 1 Dec 2010 Page 12 If you want to change your name email address or contact number do this by overwriting the current details in the relevant filed on the left of the screen If you want to change your user role click in the check box to the left of that role name so that the box is either ticked or unticked Once you have made your changes click the Save button If you don t want to save the changes you have made you can use the Back button to exit the screen Logging out of LARCH To log out of LARCH click the Logout link in the top right corner of any screen just below the UKRR logo If you have made changes to any data and they have not been saved they will be lost when you logout Version 1 1 Dec 2010 Page 13 Getting to know your way around LARCH There are a
35. our list will briefly show the status of Auto Matching as it checks for items that you have offered previously If you click the refresh button on your browser after 30 seconds the status should have changed to Accepted Note If your list shows the status of Waiting Manual Acceptance it means you have offered more titles or metreage than was agreed before the start of the cycle Your submission will need to be manually reviewed by UKRR before being accepted Version 1 1 Dec 2010 Page 33 Withdrawing an item Once an item has been added to LARCH it cannot be deleted however you can withdraw if from your list of offerings To withdrawn an item from the Main Menu click the Edit Holdings Administration button shown below beside the list that the item was offered on Tick the box in the Selected column for each of the items that you wish to Withdraw HBR Offered doldines Administration lt Windows Internet Explorer provided hy Imperial College Soe e je BE tees moerial oc ub Ha axe P Fle Edt View Favortes Toos Heb We Pavortes E nn offered Holdings Administration w D S me Boge getye Tools Ge 7 EA ps R H Offered Holdings Fhe ere old 4 Reserve User UKRR Training larcmrain isip Logout f Member Library List Name Meterage Titles Ratio Status ICL None Exampie ksi 1 510 15 54 6 07 Accepted UKRR ID ISSN Shelf Space 3 x AstroonysKal
36. receive the results in different formats This button runs the report and downloads it to your computer as a CSV Comma Separated Values file This button runs the report and downloads it as XML Extensible Markup Language This button runs the report and downloads it as an Excel spreadsheet Version 1 1 Dec 2010 Page 43 Appendix 1 What emails are received by which user role Wisa hon Niel Eos ML General Admin UnWithdrawn UKRR Withdrawn item resubmitted CycleStart UKRR Cycle Open Notification Finalise UKRR Retention Status available ListOverdue UKRR List overdue reminder ML Main Contact TargetSubmit UKRR List expected reminder UnWithdrawn UKRR Withdrawn item resubmitted Withdrawn UKRR Confirmation title has been withdrawn ML Sample Request SampleRequest UKRR BL Sample Request Version 1 1 Dec 2010 Page 44 Appendix 2 What reports are visible to which user role UserRoleName Report Name Report Type Report on the Offered Holdings in the Cycle List for which a Sample has been Cycle List requested ML General Admin All offerings lel erat tie a We MeMver Member Library Library ML General Admin BL Response Y ig ne A Oh Nesrenee General Y for all Cycles ML General Admin mi aa History log of the Cycle List Cycle List History ML General Admin DataChangeLog List of changes made for the Cycle List Cycle List ML General Admin eel List of who receives which email alert Recipients ML G
37. red Holdings Administration button shown below for the list which you wish to amend On the Offered Holdings Administration screen click the Edit the Cycle List button shown below On the Edit Cycle List screen you can change the Sub library the list is associated with or rename the list When you re finished click the Save button which will take you back to the Offered Holdings Administration screen Version 1 1 Dec 2010 Page 38 Downloading Retention Values and BL Requests One of the benefits of LARCH is that it does away with the multitude of soreadsheets that characterised earlier UKRR cycles Consequently you will no longer receive a list of items directly from the BL saying what they would like to have from the material you have offered this will be incorporated into the final response from UKRR giving the retention values for your list Once processing of a list of offered holdings by the BL and UKRR has been completed users with the profile of Data Manager and Main Contact will receive an automated email from LARCH saying that the retention status is available to download This email gives the name of the list and a summary of the different levels of retention and disposal UKRA Retenbon Status avadable Format Text Adede POF Opteons Design Layout K A fing PD e FP i dadai a FIE a 7 i Q Ariste 4p Resty forward ali Delete Moweto Create Other lica Categorize Follow Matk at to
38. resent in the UKRR template if you used this to upload your list or on the Add Offered Holdings screen if you created the list manually Once you have finished click the Save button shown below Note You cannot save changes if it means that the holding would not meet the validation rules applied when the list was first uploaded or created For a list of these rules see the Upload failure data validation section above When you have finished making changes and have saved them or if you do not want to save the changes you have made click the Back to Offered Holding Administration button shown below to return to the Offered Holding Administration screen Version 1 1 Dec 2010 Page 37 See DS we pee getye Tose Ge Repeat steps 3 5 to amend all the holdings you wish to edit Once you are finished and are ready to submit the list of holdings click the Submit Cycle List button shown below If the amendments you made were to holdings that had previously been submitted the list will wait at the status of Waiting Change Authorisation until the amendments have been cleared by a UKRR administrator If the list has not previously been submitted it will proceed as normal Editing the list You can change the list name or the sub library it is associated with even when the list has been accepted as these details don t impact on the processing of the holdings you are offering on the list On the Main Menu click on the Offe
39. s template so if you are using an earlier template it is very likely the data upload will fail One quick way to tell if the template you have is suitable is that all May 2010 or later versions only have two tabs whereas previous versions had six tabs How to upload a list of holdings You can only upload a cycle list into a cycle which is open To do this click the Upload a new Cycle List from a file icon shown below which will be to the right of the line giving the name and start end dates of the cycle cay Winder intenret d spleen eed dep reer asleep JE G Him ET E E Pa GH Yew fya ie e a Sarin RA Hn u ER LaRCH Open Cycles Sycle Kame Hart Baie End Dat Max Shell Space Max number of Gitered Holdings Eycle Lists Closed Cycles Version 1 1 Dec 2010 Page 17 You will be taken to the Upload Cycle File page Your institution will be automatically selected in the Member Library field Use the drop down menu to select from a list of sub libraries that UKRR is aware of If the library you want to use isn t on the list select the None option and email larch ukrr ac uk so the library can be added for you You can amend the list using the Editing the list option below once the sub library has been added Give your list a meaningful name which will allow you to identify it in future Click on the Browse button to the right of Select File A window will app
40. srerssrrrsssreresrresssrerssrressseeresererssrereseressseerese 17 Upload failure Data validation ssesseussssessrrnsssreresrresssrrresrrerssreressrersseeresereesseereserersseerene 21 The data validation rules offered holdings ccccccccsseccceessececeesececeeneceeeesecessuseceseuneees 22 Reattempting submission of a list previously failed c cceeeccccessececeesececeeeseeeeeeseceeeeaeess 23 Offering holdings to UKRR manually adding lists and NOldings cscsccscscsssccecscscscees 25 Manually creating a list in LARCH ccexa sissies cccssiaxavnsictenceiacaracyeaseocdcceieveessaabsatieaieaesegeineeeears 25 Manually adding holdings to a list cecccccssscccceesececcesecceeeescceeeueceseueceseeeeeeeseusecesseneees 27 Adding user defined data siriarrei enn aE ES 30 Submitting holdings casen a a 32 Withdrawing an Iten soscciwarcscssiexeoscavaebevustansneobess nesses scenes EEOAE 34 Editing holdings ANG lStSonicnessininiin ne EET EE TEREE TA 36 Editing individual holding S wiscsiesastcueteecoasteake a a vate advadinlasies ede ake 36 EUNET NE e rat caandn eens cnceeasucd toasetce ads cecessaec aeedese samenseeiaane 38 Downloading Retention Values and BL REQuests scsscscsssccscscsceccecccscsceccccscscsccececces 39 REDONS caunai aa a Use saucdseesuieeu deceueuueaswiiow a ice seucdseeseisevdecsusaeens 41 Visibility OR reports asra lest cl eice veal cath dept oat ivan a Salleh dental Maniatis 41 Locatio
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