As of December 2019, Talis Aspire has further improved the reporting functionality for the CLNZ submission. This has been achieved by streamlining the ability to identify where works have been copied under fair use (ie. no greater than 3% of the work or edition, or 3 pages of the work or edition).
This means that New Zealand Universities using Talis Aspire Copyright Clearance (previously known as Talis Aspire Digitised Content) can easily identify in the CLNZ Census Report when requests do not need to be included in your report to CLNZ at the discretion of the university.
This improvement was made in consultation with our New Zealand Talis Aspire users, and is based on New Zealand Copyright legislation.
Running and downloading the report
Step 1: In Talis Aspire Copyright Clearance, open the 'Reports' menu and select 'CLNZ Census Report'.
Step 2: Use the filters to identify the time period or date range you are wanting to report on, then click 'Apply filters'.
Step 3: When viewing the results on screen, select 'Resource' to sort the requests. This uses the work ID generated by Talis Aspire to group together requests for the same work and will make reviewing the results a lot easier.
Step 4: Open the 'Download' menu and select 'Excel' to export the report.
As with other report exports, you will receive an email when the report is ready to download.
Working with the report
Once you have opened the report in MS Excel, look for two columns (these are new columns to the report, and were added specifically for this purpose):
- 'Work ID' - as said above, this is the ID Talis Aspire has assigned to the work. Use this column to quickly identify where the same work has been copied multiple times.
- 'Percent copied' - this is the percentage of the work copied for this individual request. This percentage is calculated using the metadata from the request (the number of pages requested and the total pages of the work).
You can then add together the percentage values for each request with matching Work ID's to get a total copied percentage for the work. This addition can be done manually, or using the formula tip included below.
NOTE: Before submitting this report to CLNZ, we recommend that you remove the above mentioned columns as these are not required fields for reporting.
Use MS Excel to do the work for you by following these steps:
Step 1: Highlight and copy the Work ID column from the 'Main report' sheet in your export. (NOTE: If you're only wanting to review usage for books, filter the Major material column of the worksheet to only include "Book" before copying the Work IDs).
Step 2: Paste the column into a new sheet in the workbook.
Step 3: Highlight the Work ID column of this new workbook, and from the 'Data' menu select 'Remove duplicates'.
Step 4: Click into the first cell next to the first Work ID of this worksheet add the "SUMIF" formula
=SUMIF([Work ID column in the main report],[select the
Work ID cell in the
new worksheet],[percent copied column in main report])
eg. =SUMIF('Main report'!M:M,'Total copied'!A3,'Main report'!N:N)
Step 5: Drag this formula down so that it is copied into the entire column where a corresponding Work ID is present. This will update the cell number in the formula so it is always searching for the Work ID for the corresponding cell.
Step 6: Sort the new sheet by the Percentage total column to quickly identify which requests are equal to or below 3%.
To work out the total number of pages copied, use the same formula and updated to refer to the 'Amount copied' column in the main report.