Philippine eLib 2.

0
User Manual

Version 1.0 13 March 2009

Philippine eLib System Enhancement Project USER MANUAL

Section 1 General Information

1.1. Project Overview

The Philippine eLib is a collaborative project of the National Library of the Philippines (NLP),
University of the Philippines (UP), Department of Science and Technology (DOST), Department
of Agriculture (DA), and the Commission on Higher Education (CHED).

Funded through the e-Government Fund of the Philippine Government, the project hopes to
provide for the information needs of all sectors of society in a convenient, affordable, and efficient
way of delivery.

The Philippine eLib Portal serves as the gateway to all the online resources and services of the
Philippine eLib project. It aims to:

provide access to the collection of the different participating institutions;

facilitate shared subscription to online resources;

provide document delivery services;

provide current contents services; and

provide mechanism for fee services.

The eLib Portal consists of the following components and services:

Union catalog (bibliographic data);

Digitized materials (full-text documents);

Document Delivery (downloads, courier services);

Shared subscription (electronic databases);

Alert services (SDI, email);

Membership (partners, content builders, special collecting officers, individual members,

institution members, prepaid card users); and

Help System (online help, FAQs).

1.2 Purpose

This manual aims to inform users, Content Builders, Special Collecting Officers and Administrators of
the Philippine eLib on the different functionalities of the eLib Portal system, how to navigate the
different parts of the system, and how to maximize all available features.

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1.3 Intended Readership

This manual is intended to all types of users, Content Builders, Special Collecting Officers and
Administrators.

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Section 2 System Overview

The Philippine eLib Portal is a web-based system which serves as a gateway to all its products
and services. It has the following major components:

Union catalog contains consolidated bibliographic records in Machine Readable

Catalog (MARC) format from the different libraries of the partner institutions;

Digitized materials electronic copies of books, thesis, manuscripts, and other Filipiniana
materials scanned from print or converted from microfilm and stored as digital images in
Portable Document Format (PDF) files;

Document Delivery a service provided by the Philippine eLib to clients requesting

copies of digitized materials delivered by means of electronic downloads or through
courier services;

Shared subscription shared access to foreign electronic journals and databases

currently subscribed to by the Philippine eLib;

Membership refers to the type of membership available for users of the Philippine eLib.
Members are categorized as either Partners, Content Builders, Subscribers (individual or
institution), or Pre-paid card users; and

Cyber Selective Dissemination of Information (SDI) an email-based alert service

provided by the Philippine eLib to users subscribed to this service. In this service, a
subscriber is informed, through email, on new resources available in the database that
matches his/her selected categories.

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Section 3 Getting Started

3.1 User Information

Profiles of users (individual and institution subscribers, pre-paid card and guests), Administrators and
Content Builders, including Login accounts (e.g., usernames, passwords) and other personal information
(e.g., name, address and contact number) are maintained in the eLib Portal system.

3.2 Accessing eLib

To access Philippine eLib, open your web browser and type the servers URL in the address bar (shown
in Fig. 1).

Fig. 1 Website URL

3.3 System Menu

By default, all researchers accessing Philippine eLib will see a common interface and the same set of
menu options (shown in Fig. 2).

Fig. 2 Common Interface and Main Menu

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3.4 Membership

Guest users or unpaid subscribers and individual subscribers may register to avail the SDI
services and order full-text materials online.

Click the Register button in the Main Menu (highlighted in Fig. 2). Then, select the type of
account you are applying for: individual or institution subscription. Click the Next button or hit the
Enter key.

Fill up the registration form (shown in Fig. 3). Note that all fields with asterisk (*) are required to
complete the registration.

Fig. 3 Registration Form

For guest users or unpaid subscribers, choose Limited Access Membership in the Membership
Type field. Click the Submit button or hit the Enter key.

For individual subscribers, click the radio button for Unlimited Access Membership then specify
the range of subscriptions with the following rates:

Per month Php1,200 per person

Per 6 months Php7,000 per person (One-shot payment)
Per year Php12,000.00 per person (One-shot payment)

Then, indicate the preferred starting date of your subscription by clicking the Calendar icon.

Click the Submit button or hit the Enter key.

A confirmation message will be shown in the window stating that your account password will be
sent to your email. In order to activate your account, click the provided link in the message. You
will then have a limited access membership allowing you to have an unlimited access to catalog
information and avail of the Cyber Selective Dissemination of Information. You must activate your
account within 30 days or it will expire.

In order to have unlimited access membership, which will allow you to have unlimited access to
all full-text materials as well as catalog information, you may pay by check or money order to UP-
Philippine eLib Fund Account No. 9699911-499-450 and send it to Mrs. Salvacion Arlante UP

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Main Library, Gonzalez Hall, UP Diliman, Quezon City. A verification message will then be sent to
your email approving your membership.

3.5 Logging On

Generally, researchers are not required to login to Philippine eLib to search the database. However,
users must login to (1) access foreign electronic database subscriptions, (2) download Filipiniana
full-text materials, (3) subscribe to Cyber Selective Dissemination of Information (SDI) services, and
(4) order full-text materials online.

To login to Philippine eLib, click the Login tab on the upper right section of the page. Then, enter your
username and password in the respective textboxes (as shown in Fig. 4). Hit Enter or click the
Login button.

Fig. 4 Login Form

For pre-paid card users, username and password provided in the card must be entered in the
textboxes.

Once logged-in, you will see your name in the Welcome page in the main page (see Fig. 5).

Fig. 5 Welcome page

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3.6 Changing Password

To change your password, click the Member Profile tab on the upper right section of the page (see
Fig. 6).

Fig. 6 Member Profile

In the Change Password section, type your old and new password in the textboxes (as shown in
Fig. 7).

Fig. 7 Account Information

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You may also update your personal information by providing the necessary information in the
textboxes (as shown in Fig. 7).

3.7 Exit System

When you are logged-in to Philippine eLib, you are advised to logout after using the system to prevent
other users from using your account. To logout, simply click the Logout button available at the top-right
section of the site (see Fig. 8).

Fig. 8 Logout Form

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Section 4 Graphical User Interfaces

4.1 Online Catalog

4.1.1 Basic Search

This interface provides a simple search form where users can enter their search expression in
one search box. Options to select specific fields and the location of records to search shall also
be available.

On the left menu, you will find links under the heading Online Catalog (shown in Fig. 9). Select
Basic Search tab.

Fig. 9 Online Catalog Links

Using the Basic Search interface, you can enter keywords or phrase in the search box and hit
the Search button (see Fig. 10).

Fig. 10 Basic Search Interface

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Using the drop-down menu, you can limit the search in a particular field. Search fields available are:
Author, Title, Full-text Content and Any Field. The default search field is the Title field (shown in Fig.9).

Select the Boolean operator that you wish to use (The default Boolean operator is As Phrase).
The As Phrase operator allows you to search the complete and exact arrangement of the
keyword, title or name of author in the eLib portal system. While the All the Words permits you to
look for all the bibliographic entries containing all the words in the search box. In addition,
Rootword allows you to perform truncated search.

You can also limit the search by agency. For example, if you wish to search only materials
available at the University of the Philippines, click the checkbox beside the label University of
the Philippines. You may select as many agencies as you want. (Note: Selecting all agencies is
equivalent to selecting none from the list).

4.1.2 Advanced Search

Using the Advanced Search, on the other hand, is quite similar to the Basic search, but in
addition, you can combine two or three search expressions by using the Boolean operators AND
and OR (shown in Fig. 11).
To begin a search, simply type your search expression in the search box.

Fig. 11 Advanced Search Interface

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The default Boolean operator is All the Words which allows the user to search all the combined
fields.

Enter your search expression in the three search boxes, each with a corresponding drop-down
list for fields to select i.e. title, author, etc. You have also an option to search only records with
full-text content.

You may also limit your search by date or date range, name of the agency and material type.

Finally, you can check the Search Records with Digital Content Only option to limit the result
set to those records with a full-text document available for download (as highlighted in Fig. 11).

Then, click the Search button or hit the Enter key.

4.1.3 Search Results

The Search Result page shows you a brief display of the records returned from your search (see Fig.
12)

Fig. 12 Search Results

Once a query has been executed, you will be directed to the results page.

Assuming your query returned a Hit (meaning there are matching records), records will be
displayed containing brief description of the material (see Fig. 12).

The number of hits will also be displayed (as highlighted in Fig. 12).

By default, fifteen records will be displayed at a time. Page navigation will be available below the
result set if the number of hits is greater than fifteen.

Below each record, you will find a relevance score in percent. The higher the score the higher the
relevance of the record. Relevance here is based on the number of occurrence of the keyword (in

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the search expression) within the record in relation to the number of hits returned and the total
number of records in the database.

By default, records returned are sorted by their relevance score in descending order. You may
change the way records are sorted by using the drop-down menu labelled Sort by (see Fig. 13).
Sort options available are: by relevance, author-title, date, and title. In addition, sort order can be
changed as ascending or descending order.

Fig. 13 Sorting the Records

Links to the names of authors and subject entries are also available. Clicking these links will
execute another search on the database based on the keyword selected or clicked.

When a material has full-text available, a link will be present below the brief record display.
Clicking on this link will download the full-text in PDF.

To view the complete details of the record, click on its title.

Records that are relevant to your search can be bookmarked so you can view them later. This
can be achieved by using the Book cart feature (see details below on how to use the Book cart).

4.1.4 View Record Details

Once a record has been selected from the results page, the record details will be displayed.

A detailed bibliographic description of an item will be displayed (see Fig. 14).

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Fig. 14 Record Details

By default, brief bibliographic information of the record will be displayed. To view the full
bibliographic records, click the Full Record tab.

You can also view and download mark records by clicking the MARC Record tab and then the
Download MARC icon (as highlighted in Fig. 15). Save the MARC record into your computer.

Links to related records thru a link on the authors name or subject are also available in this view
(similar to the results page).

Availability information will be shown for the record, containing the specific institution/s within the
main agency where the record can be found, including their call numbers.

In addition, if a full-text is available for a record, details about the digitized material will be shown.
This will include the number of pages and file size of the material in PDF.

To download/view the material, click Download File button. Pre-paid card users will be charged
PhP5.00 per downloaded or viewed file.

You may also click the Add to Book Cart link from this section (See details below on how to use
the Book Cart).

Click the Return to search results link from this section to go back to the Record details page.

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Fig. 15 MARC Records

4.1.5 Virtual Cart and Online Transactions

These interfaces provide the user options to bookmark records for processing at a later time.
Using the virtual cart, non-members can also request/order items online. The Book cart feature is
similar to an online shopping cart where items are added to the cart for purchasing.

In the Philippine eLib, online purchasing and online ordering apply to Pre-paid card users and
Guest users, respectively. In addition, the cart can be used to simply bookmark (Add to cart)
records that you feel are relevant to your search. Once you have bookmarked all items, you can
easily generate a print-ready list or send it to your email. Items in the book cart can be saved
permanently in your account.

From the Results page and Record Details page, there is a link to a button labelled Add to book
cart (shown in Fig. 16). Clicking this link will add the record to the book cart.

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Fig. 16 Add to Book Cart Links

You may also add multiple records to the book card by clicking Check All tab on the upper
portion of the search results page.

Once an item has been added to the book cart, a link above the results page labelled Book cart
has items will be available. Click this link to view items you have added to your book cart (shown
in Fig. 17).

Fig. 17 Added Items to Book Cart

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You may also save book cart items into your profile by clicking the Save Book Cart Items below
the Book Cart page (see Fig. 18). This will enable you saved items for a limited period of time and
retrieve them later for downloading.

Fig. 18 Save Book Cart Items

To view the saved book cart items, click the Book Cart link under the heading Online Catalog.

From the Book Cart page below, you can generate a tabular or bibliography formatted preview of
the items in your book cart by clicking on the Print Preview button (as highlighted in Fig. 19).

Fig. 19 Print Preview

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Then, click Print tab on the upper right of the book cart preview page (shown in Fig. 20).

Fig. 20 Book Cart Print Preview

Alternatively, you can send the list to your email by clicking on the Send to email button, entering
a valid email address, and clicking Send button (see Fig. 21).

Fig. 21 Email Book Cart Items

Book cart items will be available to you for the duration of your browsers session. When you are
logged in, items will be saved in your account and will automatically be removed after one month.

You may also remove items from your book cart if you feel you do not need them. Simply check
the box before the title of the item and click on the link Remove from book cart for items that
have been added to your book cart (see Fig. 22).

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Fig. 22 Remove Book Cart Items

Another good thing you can do with the book cart is that you can bookmark materials with full-text
for downloading later.

In addition, pre-paid card and guest users can also request/order items online. This can be
accomplished by clicking on the Purchase Items button (shown in Fig. 23).

Fig. 23 Order Items Online

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4.1.6 Browse Subjects

Use the Browse page if you wish to view subject headings collected from the entire collection.
This is useful if you are not certain on the keywords to use for searching. The list will be very long
depending on the available entries for each subset (see Fig. 24). Limit the list by selecting the
beginning and second letter of the subject you wish to browse.

Fig. 24 Browse Subjects

When the page has reloaded, select a name or subject from the list by clicking it. The system will
search for the subject you have selected.

(Note: Clicking a link from the browse page is the same as entering the name of an author or
subject in the query box)

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4.2 Products and Services

4.2.1 Electronic Resources

This interface shall lists down the foreign electronic databases subscribed to by the Philippine
eLib project. In addition, the following information shall be made available: access
privileges/restrictions on each e-database/e-journal; links to the specific e-database/e-journal
website; and, list of institutions currently given access to an e-database/e-journal.

This interface shall provide shared access to subscribed e-database/e-journals thru the Portal to
authorized users by acting as a proxy to all authenticated users to gain access to remote
databases.

4.2.1.1 Electronic Subscriptions

From the left menu, under Products and Services, you will find a link to eLibs subscribed
electronic databases (see Fig. 25). These databases are owned by different foreign publishers.
The Philippine eLib only provides access to these databases but do not store any material from
these databases.

Fig. 25 Electronic Resources Link

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Currently, Emerald Management Xtra is available under electronic subscription (see Fig. 26).

Fig. 26 Electronic Subscription

To access Emerald Management Xtra, from the e-databases link, simply click the Subscribed
tab. A detailed description of the package will be displayed including the access privileges.

If you have logged-in with a valid account, you will be granted access to this resource. A
message saying Authorized. Click here to access the site will be shown. Follow the link and
you will be redirected to the database online search page. For more information on how to use
the Emerald Management Xtra, please refer to the sites online help.

In accessing the electronic subscriptions, users are authenticated via the IP Address or with a
valid login and password. Going directly to the database's URL without passing the Portal's
authentication will be denied access.

4.2.1.1 Database on Trial

This interface allows the users to search the electronic databases on trial subscription that are
made available to members via eLib portal system. To access the databases on trial, click the On
Trial tab (shown in Fig. 27).

Fig. 27 Subscription On Trial

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To access specific database on trial, click the click here to access the site. Each electronic
database has its own search interface. To know more on how to use electronic database, look for
the sites online help.

Note that users of on trial subscriptions must be authenticated via their IP Address or with a valid
login and password. Going directly to the database's URL without passing the Portal's
authentication will be denied access.

4.2.1.1 Open Access Electronic Databases

This section provides links to selected open access or free online databases and journals. Users
of this interface are not required to login to eLib portal system. Since open access databases are
free of charged and can be accessed anywhere with Internet connection, users can use these
links wherever and whenever.

To access the list of open access databases, simply click Open Access tab (shown in Fig. 28).

Fig. 28 Open Access Databases

This interface provides also description and subject coverage of each open access database.

Click the Click here to access the site tab to be redirected to the database online search page.

Look for the sites online help to know more on the use of specific open access database.

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4.2 Cyber Selective Dissemination of Information Service

Also under Products and Services, click the link to the Cyber SDI (shown in Fig. 29) to avail of
this service.

Fig. 29 Cyber SDI Service

This service is an automated implementation of the traditional Selective Dissemination of

Information services of libraries. Note that Cyber SDI is only available for individual
subscribers, pre-paid card and guest users. Members from partner agencies and corporate
subscribers, automatically logged-in through IP-based authentication, may need to sign-in or
register for an individual account to avail of this service.

To use the Cyber SDI, log in using own your username and password. Then, click the Cyber SDI
link to go the interface (shown in Fig. 30).

Fig. 30 Cyber SDI Service Interface

Enter the topic or subject you wish to subscribe in the textbox (as highlighted in Fig. 30). You
need to indicate the search field and content. Then, click the Subscribe button.

An email will be sent to you for confirmation. To confirm you subscription, open your email and
read the eLibs Cyber SDI confirmation message. Follow instructions on how to activate your
subscription.

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Once you have confirmed subscription to Cyber SDI, you will be receiving email messages on the
topics you have selected from this service each time a new material matching the categories you
have selected has been uploaded to the database.

Subscription to Cyber SDI is valid for one month. You may renew it by click the Renew button.

To unsubscribe to this service, use the link (under section unsubscribe) from the automated email
sent to you by the service (see Fig. 30).

Check the box before the subscribed topic or subject. Then, click the unsubscribed button. A
confirmation message will be shown. Click the Confirm button to continue with the action.

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4.3 Technical Support

4.3.1 Frequently Asked Questions (FAQs)

This interface shall be used to manage the FAQs section. All users should be able to browse,
read and post for new and existing questions from users.

From the left menu, under Support, click FAQs tab. List of FAQs and their links will be displayed
including number of views (see Fig. 31)

Fig. 31 FAQs

To search a question, enter the keyword in the textbox and click the Submit button (see Fig. 32).
Returned results will be displayed on screen.

Fig. 32 Search Question

.

If no results found, you may post the question which will be answered by the Administrators later.
Enter the query in the textbox and click the Submit button (see Fig. 33).

Fig. 33 Submit Question

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To view the question and answer, simply click on the question. Full display of the question and
answer will appear (see Fig. 34).

Fig. 34 View FAQs

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