The new ETAS service: a "how to" guide

1. The new Electronic Transfer Alerting Service:
A “How-to” Guide
ISSN International Centre
Paris, France

2. Objectives of this guide
- This guide provides a detailed presentation of the new ETAS
system (Electronic Transfer Alerting System).
- It is intended for:
• Publishers declaring transfers through ETAS,
• ISSN National Centres validating the transfers.
- It has been designed by the ISSN International Centre,
• Thanks to inputs from James Phillpotts (Oxford University Press) and
Jennifer Bazeley (Miami University Library),

3. The ISSN International Centre and Transfer
- Transfer is a voluntary code for journal publishers containing
best practices for transferring and receiving journals.
- It is governed by a standing committee of librarians,
publishers & other intermediaries.
- ETAS is the application to collect & disseminate the Transfer
information.

4. What is Transfer? What is ETAS?
- As from Sept 10th, 2018, ETAS will be maintained by the
ISSN IC (previously by the Univ. of Manchester in UK)
- A two-step Registration:
• Signature of the Transfer Code of practice by publishers;
• Registration of the publisher by the ISSN International Centre on the
ISSN Publishers’ Extranet.
- Transfer requests done by the publishers on the ISSN
Extranet.
- Transfer information distributed on the new ETAS application
(https://journaltransfer.issn.org).

5. From a Publisher’s Perspective

6. Registration of Publishers
- To get registered, publishers need first to sign the Transfer Code of
Practice (see https://www.niso.org/standards-
committees/transfer/about-transfer).
- Then they are registered for free by the ISSN International Centre
(transfer@issn.org).
- They will be able to login on the ISSN Publishers’ Extranet and
declare transfers following the procedure described in the next
slides.
- Note: this Extranet is also designed to request ISSN assignment to
new publications. This functionality is only offered to publishers in
countries which do not have an ISSN National Centre, or which
have a specific agreement with the ISSN International Centre.

7. We are now going live…
Go to
https://portal.issn.org

8. We are now going live…
Connect to the Extranet
using login and password
provided by the ISSN
International Centre

9. You access your personal
publisher page (“home” button)

10. From that page, you will be
able to:
- Search the Portal (freely accessible part only,
except if you have subscribed to the full Portal)
- Check here the number of transfers you have
reported
- Declare a new Transfer
- Exchange messages with a librarian from the
ISSN International Centre
Note: functionalities in grey are not available (for example “request a
new ISSN” or “purchase ISSN credits”) when the publisher is not
entitled to request new ISSNs from the ISSN International Centre

11. You have an overview of
your transfer requests
ID of the request
(click to see the
original request
form)
Request type
(“claim” for a
transfer request)
ISSN of the resource
(click to access the
record in the ISSN
Portal)
Status of the
request

12. Request Statuses
- The different request statuses allow you to follow the outcome of
your requests:
• Pending: the request is waiting for validation by the ISSN International
Centre,
• Provisional: the transfer information is validated; however the transfer is not
effective yet,
• Processed: the effective transfer has been checked by the ISSN Network.
- There are also error statuses:
• Incomplete: some information is missing; you should complete your request
form,
• Rejected: the request is not validated. Please contact the ISSN International
Centre for more information (“contact a cataloguer” button)

13. To declare a transfer,
first click on “claiming
a resource”

14. Search the resource in the
ISSN Portal. You may search
- By all liberated fields
- By title only
- By ISSN only
Declaring a Transfer

15. You access then the record of
the resource (only the free data,
except for Portal subscribers)
Click on “declare a transfer” to
open the transfer form

16. Fill-in the form
Fields with an (*) are
mandatory

17. Indicate here if the other medium
versions are also transferred
(selected by default)
Provide here information about
the previous publisher
(institutional name, contact name,
contact email)
Providing the former and new
URL of the publication is
mandatory, as well as the
expected transfer date

18. You may provide here supporting
documents (either the URL of the
resource or a URL providing
information about the transfer; or
a scan of the resource containing
the new publisher name)
Click on “send request” to send
the request to the ISSN
International Centre for validation

19. From the ISSN International Centre’s Perspective

20. The request is then assessed by
a librarian of the ISSN
International Centre
If the request is deemed valid, its
status is switched to provisional.
Otherwise, it may be declared
incomplete or rejected

21. Validation of the transfer request
- As soon as the transfer request from the publisher is validated by
the ISSN International Centre:
• The request status is set to provisional
o Note: the status is “provisional” as the effective transfer has not been checked yet by
the ISSN Network
• The receiving publisher is informed that its request is validated, by email and
in its personal space.
• The transferring publisher is also informed, through the email provided by the
requester.
• The information is forwarded to the ETAS application.
• The Transfer information is also made available on the ISSN Portal (for
Portal subscribers only).
- There is nothing anymore to do on the publisher’s side.

22. On the ISSN Portal (for
subscribers), the record of
the resource(s) is tagged
with the Transfer logo
The name of the receiving
publisher and the expected
transfer date is indicated

23. The information is
made available in
the ETAS
distribution tool

24. Role of the ISSN International Centre
- …

25. Search a specific Transfer notification

26. Browse the Transfer
Alerting Service

27. Successive Transfers

28. Access Transfer statistics

29. Final validation by the ISSN Network

30. Transfer information is provided
to the National ISSN Centre of
the receiving publisher.
It is accessible through the
“Transfer” dashboard

31. Transfer dashboard for National Centres

32. If the transfer is
effective, the
status is switched
to “processed”
It is possible to
check the supporting
documents (if any)When the expected transfer date is reached,
the cataloguer of the ISSN National Centre
checks if the transfer is effective

33. Thank you! Questions?
transfer@issn.org