Creating a new record on the DCS

This article will cover the following: 

1. When should I create a new record on the DCS

2. How do I create a new record on the DCS

What you see on the DCS will look slightly different depending on whether you are creating a brand new request or processing a request that has been submitted via a Reading List Management System or the Academic Request Form.

Click below to jump to the section most relevant to you: 

• When should I create a new record?
• Creating a new record
  • Creating a new book record
  • Creating a new article record

When should I create a new record?

The records we have on the DCS are created from a variety of different sources. You should find that most of the time the record you are looking for is already available on the DCS. For further information on how records on the DCS are created see here: How are records created on the DCS?

However, you may sometimes find that the record you are looking for is not on the DCS. In these cases, you should go ahead and use the 'Add New Record' functionality.

Check that the record does not exist 

Before you create a new record, first you should ensure that the record does not already exist on the DCS. The simplest and easiest way to do this is to search using the ISBN or ISSN:

If the metadata for the record isn't what you expect, first make sure that the ISN is correct. If so, it might be the case that the record we have on the DCS is incorrect. 

In cases like these, go ahead and select the record with the correct ISN even if the other information is incorrect. Once your request is generated, use the Request Change/Query CLA button to let CLA know. We can then go ahead and update the record. 

If you don't have the ISN available or if the item pre-dates ISNs you can search using other information, such as Title, Author, or Publisher. If your search returns a lot of results, you can narrow down your results using the Quick filter box: 

It is not possible to amend the ISN of a record, so please ensure that you are selecting the right record to link to your request. If a request is linked to a record with the incorrect ISN, the only way to correct this is to create a new request from scratch. 

If you cannot find the record on the DCS then you should go ahead and create a new record. 

Creating a new record

Select the Add New Record button to add a new record to the DCS. If you've used a Quick Filter you will be able to see this straight away, if not, you may need to scroll down a bit to see this.

Once you select Add New Record you will see a form allowing you to create a new record. This form will look different depending on if you are creating a record for an article or a book. 

Creating a new book record

The following fields are mandatory when creating a new record for a book: 

• ISBN*
  • If the book does not have an ISBN, select the 'No ISBN' toggle. You will then be able to create a record without an ISBN.
• Total Page Count
• Title
• Author/s
• Publisher
• Page Range

If you try to create a record without adding any information in these fields you will see an error message:

The more information you add to the record the easier it is for us to distribute funds to rightsholders, so please enter as much information about the record as possible. 

Please note: the Scanning/Digital toggle next to the page range refers to the original source format. If you are creating a record using a print book select Scanning. If you are creating a record using an eBook select Digital. 

Once you enter in the ISBN the DCS will check existing records to make sure that there isn't a record with the same ISBN already on the DCS. If a record can be found with the same ISBN a message will appear indicating that the record already exists. It is not possible to create two records on the DCS with the same ISBN, so if a duplicate is found, the only option will be to select Cancel and go back to the search page:

If a record does not already exist for a record, all you need to do is enter all the necessary information and select Create. Once you have done this, the record will be added at the same as your request is created. This record is now the DCS and will be available for other HEIs to select in the future. 

If the record you created has an ISBN the DCS will look up the permissions of the title against Check Permissions, which will then be displayed under Licence Compliance Verification on the Active Request page. 

Creating a new article record

The following fields are mandatory when creating a new record for an article: 

• ISSN
  • If the article does not have an ISSN, select the 'No ISSN' toggle. You will then be able to create a record without an ISSN.
• Journal Title
• Article Title
• Author/s
• Publisher
• Page Range

If you try to create a record without adding any information in these fields you will see an error message:

The more information you add to the record the easier it is for us to distribute funds to rightsholders, so please enter as much information about the record as possible. 

Please note: the Scanning/Digital toggle next to the page range refers to the original source format. If you are creating a record from a print journal select Scanning. If you are creating a record using an electronic journal select Digital. 

Unlike with book records, it is possible for multiple records to exist on the DCS with the same ISSN. This is because the ISSN is linked to whole journals rather than to individual books.