The Talis Aspire Digitisation Content (TADC) module includes a concierge feature that is designed to ensure that your digitisations comply with the copyright licensing restrictions within your institution's territory. However, Universities will have different approaches and policies on managing digitised content, so the Settings area is designed to allow you to tailor the module to suit your institution’s workflows.
Only administrators have access to the Settings area - typically that’s likely to be only one or two people in an institution - so they will have a large degree of control over how it is managed. Once settings have been established they won’t need to be edited regularly, unless your institution reviews its workflows or decides on a change of digitisation policy.
This article explains the choices you can make behind each tab, although explanations for many of the features are also available directly from the interface.
This area simply allows you to set the name of your University and the timezone that you're in.
The 'Primary RRO' drop-down menu enables you to select the licensing body for your territory. When making digitisation requests the concierge is programmed to apply the local licensing rules for your area, so getting this right ensures that requests are handled correctly.
The box below governs how closely you stick to the licensing within your area. If you’re an institution that negotiates directly with publishers when permission for using an extract isn’t automatic, you’ll probably want to leave this blank. If you only allow digitisations within the terms of the licence, you’ll need to tick the box. That will send an instruction to the concierge to reject any request which falls outside the terms of the licence.
When academics request a digitisation, they are asked to provide a start and end date for when the material should be available. The 'Protect request date' box allows you to switch off that feature, preventing academics from editing the dates. This is useful if you have set up rollover dates with your copyright reporting in mind, and want to ensure that the data you send is kept neat and tidy.
By selecting the 'Needed by date mandatory' option you are forcing the requester to make a decision on when the request is required by selecting a future date. The behaviour to expect if not selected as mandatory will be the start date of the course if in the future or today's date if the course start date is in the past.
You can also use this screen to determine your policy on how digitisations are uploaded. Do you want to allow academics to provide their own scans, or would you rather ask your library staff to manage this part to ensure a check on the quality of the scan? This consideration will probably depend on your workflows and whether you have the capacity to handle all of the scanning within the library. You can also choose a middle option, where academics can provide their own scan, but it must still be reviewed before it is made live.
Users from Australia and New Zealand will also see an additional option on this tab, allowing them to select whether or not they wish to hide the artistic work option which academics see when making a request.
This area allows you to influence the behaviour of the concierge when a digitisation request is made. The following options are available:
- Not in Library - a condition of the CLA licence is that an institution should hold a copy of the digitised item. This isn't necessary in Australia or New Zealand, but the concierge will check against your catalogue anyway so that those institutions can control the outcome of this search. So if something is requested which isn’t part of your stock, you can use this menu to choose whether the concierge will reject it or refer the request to library staff who can try to source a copy elsewhere.
- Newer edition - again, it’s generally encouraged to use the latest edition of a work, although you can override that if there’s a valid reason for using an older one. So you can choose whether the concierge will reject the request, accept it, or refer it to library staff for checking.
- Electronic copy - the same options as above apply if one of your academics requests something which you already hold electronically; you may want to accept the request anyway, you may want to reject it, or you might want to refer it to library staff to look over. This can be useful as the range of potential electronic resources is broad - for example, if the academic has requested a journal article you might prefer to provide a link to the item in the list instead. But if they’ve requested a chapter from an Ebook which restricts the number of multiple users, and there’s 200 students using the list, then it probably makes sense to proceed with the digitisation.
The final option on the 'Request Outcomes' tab is pretty straightforward - if you use fee paid extracts from the British Library for items you don’t hold, then this setting presents you with a quick option to source those when you’re dealing with a request that’s been referred.
See article for further details - British Library integration functional overview
You will need to tell us about your link resolver so that the concierge can check against your holdings when a journal article is requested. Before making changes in this area please raise a support ticket.
This area manages access to your live digitisations.
- Allowable bundle referrers - This area manages where you can access or display your digitisations. The domain/base URL for your reading list tenancy will appear here so that your digitisations can appear on your reading list items. You might also want your content to be visible from within your Learning Management System, so you could enter the URL in this second box and place your scans there as well. For multiple Learning Management Systems please add all instances.
- Restrict print and download - You’ve also got control over access to the viewing, printing and downloading of your digitisations. It’s up to you to select the level of security you want to impose on users. Please talk to us first before deciding on a change in this area.
The options available are as follows:
- Warning means that when viewing a digitisation, the print and download options are always available. Upon selecting either option, the user will be presented with a warning specifying the conditions under which they may print or download i.e. user must be enrolled on the course of study. The user can proceed to print or download if they agree with the conditions. This is the most commonly used and easiest to administer of the available options.
- Devolved Entitlements - Print and Download uses course enrollment information passed from the reading list module to determine whether the user is a course user (i.e. enrolled on the course) and presents the Print & Download buttons accordingly.
- Devolved Entitlements - View, Print and Download uses course enrollment information passed from the reading list module to determine whether the user is a course user (i.e. enrolled on the course) and only presents the digitisation when the course code matches along with the Print & Download buttons accordingly.
- No restriction allows print and download options to always be available without limitation or warning.
This tab is intentionally blank, as it allows Talis users only to indicate CLA TPTP settings.
See article for details - Divisibility behaviour options - (Australian Universities Only)
CLL (New Zealand)
See the below-linked article for details of how to record these types of copies: