Onboarding FAQ

This page contains the frequently asked questions about the onboarding process.

How do we start?

If you are interested in signing up, please contact [e-mail]. Click here for a list of the information CLA require to set you up with a DCS Live Site or Sandbox account. 

When sending content to be bulk uploaded into the DCS, would we transfer all our existing digitised files? Or would we use a mixed economy and gradually migrate?

Ideally you should send all your current content to CLA beforehand, so that we can bulk upload the content to the DCS before you start using the system. Otherwise, please send us what you can and then start adding the rest once you have access to the DCS. We would however ask that you replace all current CLA Digital Copies with DCS links in the first year of using the system, as opposed to adopting a mixed economy long term.

We are not in the position to adopt the DCS yet, can we delay joining until we are ready?

Yes, please remember that there is no obligation to join the DCS, you will just have to continue reporting to CLA as normal, and administer the Licence as you currently do. We would suggest that the start of the academic year is probably the optimum time to join the DCS, as this gives you the whole of the academic year to migrate your content.

How do we provide our content?

You will need to complete the DCS Sample Load File template that you will have received via email. This should provide the metadata of all the files you would like to bulk upload. Click here to find out more about completing this spreadsheet.

This will need to be submitted once you have uploaded all of your files via your CLAcloud account or via a ZIP file. Click here to find out more about sending CLA your content.

Will institutions need to set up any particular technology/software in order to use the DCS or is it accessible via a website? Will our IT departments need to be involved?

The DCS is accessible via a website and information is held on the cloud. However, elements of the DCS, such as authentication, Library Management System integration and Reading List integration may require support from your IT staff or a technology lead.

How do we integrate with our authentication and library management systems?

The DCS currently allows integration between Shibboleth, OpenAthens, EZproxy, ExLibris Alma, SirsiDynix Symphony and ExLibris Leganto. The information we need will depend on the system you use. Read more about integration here.

Should copies made from digital originals be included in any bulk transfer?

Yes. There is an Original Format column in the Sample Load File.

Should direct permissions be included in the transfer of content?

No, please add these manually once you have DCS access.

Should extracts with no ISN (ISBNs for books / ISSNs for journals) be included in the transfer of content?

No, please add these manually once you have DCS access.

Should images that aren’t embedded (mainly in lecture presentations) be included in the transfer of content?

No, these do not have to be included in the DCS.

When adding a new item to the store, if you do not know the page range at that time, can you still proceed and update that information later on?

You can check whether the title is included in the CLA Licence. All other elements of the DCS require the page range.

Is there a file maximum size? Colour scans can often be a large file size. 

The maximum file size is 60mb, but anything over 10mb should be seen as a large file, and therefore download times for students could be affected, depending on their internet strength.