VDX – Electronic Document Delivery to Users May 2012

Electronic Delivery - Context  The following presentation describes the steps to follow in order to attach a document to a VDX request, and then provide the user with access to the document in PDF format.  History:  Tested and documented from January to April  Presentation of the process to the Sous-comité des bibliothèques de la CREPUQ in November  No CREPUQ recommendation. Each institution is free to do as they wish, but it is recommended to obtain legal advice.  First expected implementation: June 2012.

Electronic Delivery - Context Secure delivery and copyright:  The user alert sent by VDX contains a text regarding the law and conditions respecting copyright.  The document is accessed via hyperlink to a secure remote server.  The document is accessed by first displaying a Web page which contains a notice concerning copyright adherence. This page contains an “Accept” button.  The document itself may also contain a cover sheet reiterating the conditions of use.  The document is automatically deleted from the secure server when one or more conditions for deletion are attained.

Electronic Delivery - Ariel Configuration  From the Ariel menu bar: Settings  Select Preferences from the dropdown menu  Select Mail tab  Configure Ariel properly in order to send messages. If necessary, contact your systems department in order to enter the appropriate parameter values.

Electronic Delivery - Ariel Configuration Creating a VDX entry in the Address book  From the Ariel menu bar: Address Book  Select Entries from the dropdown menu  Click on the Add button  Enter an Alias (VDX)  Enter the appropriate address for VDX  Click on OK to save

Electronic Delivery - VDX Configuration Limiting user access to the electronic document  It is possible to limit access to the electronic document by configuring certain limitations. Once one or several of these conditions is attained, the document will automatically be deleted.  These conditions are: Number of times that the user may access the document (2 times, 3 times, etc.) The period of time during which the user may access the document, defined as X number of days after the first time the document is viewed Number of days passed since the user alert is sent and the document was received Possible combination of these three variables.

Electronic Delivery - VDX Configuration DocFetch Received User Alert  New User Alert from the DocFetch program. Alert which is automatically sent to the user when the Received action is taken on the request, containing a URL link providing them with access to their document.  The two conditions necessary to trigger the DocFetch Alert:  Service Type = Copy non returnable  Delivery Method = Electronic mail, Ariel via , Ariel via FTP, File Transfer Protocol(FTP) or WebPDF. Otherwise VDX sends the Standard Received Alert, without the information necessary to retrieve the document

Electronic Delivery - Operation in Ariel Document received via Ariel  Select a document in the Ariel Received Queue window  Click on the Ariel Send icon

Electronic Delivery - Operation in Ariel Document received via Ariel (cont’d)  Enter the Document ID as follows: vdx_Ill Number  Click Include Coversheet to insert a coversheet including the copyright notice and access conditions  Enter the alias VDX in Destination To:  Click OK to send the document to the VDX transaction

Electronic Delivery - Operation in Ariel Document received by  Save the document in a folder which can be accessed from the Ariel workstation  From the Ariel menu bar, click on Document  Select Import from the dropdown menu  Then select the Send option

Electronic Delivery - Operation in Ariel Document received by (cont’d)  In the Ariel Import window, select the appropriate document  Then click on the Open button

Electronic Delivery - Operation in Ariel Document received by (cont’d)  Enter the Document ID as follows: vdx_Ill Number  Click Include Coversheet to insert a coversheet including the copyright notice and access conditions  Enter the alias VDX in Destination To:  Click OK to send the document to the VDX transaction

Electronic Delivery - Operation in VDX After attaching the documents to the VDX requests via Ariel, go to the VDX Advanced Search and create the following search: Include Completed requests and Not Supplied requests Status: Received by or FTP

Electronic Delivery - Operation in VDX All the requests to which you have attached documents will be displayed. Action: Received. This completes the transaction and sends the DocFetch Alert to the user.

Electronic Delivery - Operation in VDX Adding an electronic document without Ariel

Electronic Delivery - Operation in VDX Adding an electronic document without Ariel (cont’d)

Electronic Delivery - Operation in VDX Adding an electronic document without Ariel (cont’d)

Electronic Delivery - User Perspective Received Alert (DocFetch)

Electronic Delivery - User Perspective Before accessing the PDF document, the user must accept a Copyright Notice, by clicking on the OK button

Electronic Delivery - User Perspective LOGO de l’établissement CREPUQ Nom de la bibliothèque Service du prêt entre bibliothèques Adresse 1 Adresse 2 Ville, Province, Pays Code postale Tél : (999) Fax : (999) : Web : CETTE REPRODUCTION D’UNE ŒUVRE PROTÉGÉE PAR LA LOI CANADIENNE SUR LE DROIT D’AUTEUR NE PEUT ÊTRE UTILISÉE QU’À DES FINS D’ÉTUDE PRIVÉE OU DE RECHERCHE (L.R.C. 1985, c C-42, ART OU 30.21). TOUT USAGE À D’AUTRES FINS EXIGE L’AUTORISATION DU TITULAIRE DES DROITS. DES RECOURS CIVILS ET CRIMINELS SONT PRÉVUS EN CAS DE VIOLATION DU DROIT D’AUTEUR. Cette copie numérique ne peut être utilisée que pour la reproduction d’une copie papier pour le demandeur. Cette copie numérique doit être détruite après la reproduction de la copie papier. Ariel Coversheet warning page containing the copyright notice and conditions of use

Electronic Delivery - User Perspective

The user can also access their document via ZPortal in the section My Requests. They must however click as the requests are now Completed in VDX.

Electronic Delivery - Conclusion Current revision of the copyright law which may change our approach. Complete documentation available on request.