What is the shared vault?
For UK and Ireland:
The Shared Vault allows you to review and use scans that other institutions in the UK (CLA) and Ireland (ICLA) have uploaded into Talis Aspire Copyright Clearance. This means for requests that progress to 'copy pending', you can see if you can source a PDF from another institution rather than having to scan yourself.
For Australia and New Zealand:
As with the UK and Ireland, the Shared Vault, allows your institution to review and use PDFs that other institutions using Talis Aspire Copyright Clearance have created and uploaded. In practice, this means for requests that progress to 'copy pending', you can see if you can source a PDF from another institution rather than having to scan yourself. Note: these vaults are separate for each country, so New Zealand universities are only sharing within New Zealand, and Australian universities within Australia.
How does Talis Aspire find the right PDF for my request?
Sourced from your vault
Talis Aspire Copyright Clearance uses information contained within the request to search for matches in your own university’s vault of scanned documents. This information includes unique identifiers such as DOI, ISBN and ISSN, along with page numbers, and volume and issue statements.
If a match from your vault is found, the digitisation will be attached and the shared vault workflow will not start.
Sourced from the shared vault
If there are no copies available in your vault, the Talis Aspire Shared Vault workflow will start. Talis Aspire Shared Vault uses the same matching criteria identified above to search the shared vault for potential PDFs for you to preview and attach to your requests. Where your digitisation request does not contain page ranges, Talis Aspire will display all available scans from the work for you to review.
What happens when a match is found?
Once your digitisation request progresses to the Copy Pending stage, Talis Aspire will use the metadata contained in the request to search for matching resources in the shared vault. If matches are identified, you will see this information displayed in the referred request information box on the digitisation request. If no matches are found in the shared vault, the matches button will not appear. Note that Talis Aspire will also present matches where the extract required is within a longer extract.
Previewing and accepting a matching scan
To preview and accept a scan from the shared vault complete the following steps:
Step 1: Open a copy pending request. If Talis Aspire has identified a match in the shared vault the match button will be present. Click this button and proceed to step 2.
If you have raised the request and immediately go to the request in Talis Aspire you may see it still searching, in the normal workflow of an academic raising the request and then processing the referrals you are unlikely to see the following screen.
In the below example, two potential matches have been identified in the shared vault.
Step 2: Clicking the shared vault match button will open a new tab displaying information about those matched PDFs.
For this example, the page ranges were not included in the request so therefore we are being presented with all the available matches for this work.
Step 3: Review the scan for clarity and ensure it matches the request you are attempting to complete.
Step 4: Use the OCR toggle in the Preview player to see the plain text OCR already available on the downloaded version of the scan.
Note that on individual pages or scans that do not contain OCR text the following message is displayed “This page has no accessible text”.
This OCR layer has also been added to existing request previews, as a useful quick check on whether one of your existing scans has been OCR’d previously or not.
Step 5: Once you have confirmed the match meets your page and clarity requirements, close the preview and select the scan to use, then click the "Use selected scan" button to attach the scan to your request. Note: If none of the suggested matches meet your requirements, simply click the "Back" button to return to the request.
The worklog of the request is updated to record that the scan was sourced from the shared vault. The bundle is prepared, attaching a cover sheet to the shared vault PDF, and the request progresses through to LIVE.
What if the scan I want to use has more pages, how will I know if that still meets the copy limit?
If the page range of the scan differs from the original request, further copy limit checks will take place at the point you click “Use selected scan”. If this exceeds the copy limit, the request will refer on that basis. To resolve you can download the scan, trim the document down (tidy as you wish) to include only the pages you want. You can then edit and resubmit the request and upload the new copy. If it has not exceeded the copy limit but you would still prefer to trim the PDF to only the requested page range you can download, trim and upload the new copy to your request.
How is the use of shared vault reported to CLA (UK)?
Please see the Completing your Copyright Licence Agency census report support article.
Which of our University's scans are shared in the Shared Vault?
Only PDFs associated with digitisation requests that are cleared under your RRO (ie. CAL, CLL, CAL) are made available to the Shared Vault. Requests that were cleared under 'any' other process are not available to other universities on the Shared Vault.
What happens if I upload a scan incorrectly, how do I stop it from being surfaced in the shared vault?
All Universities have the opportunity to preview the scan before it is selected. However, if you mistakenly upload an incorrect PDF you are able to withdraw this and it will not show in the shared vault. You are also able to 'upload new version' this will be the one which is shown in the shared vault.