Instructions for creating licenses, updating license terms of use, and adding the RapidILL Lending Note to collections.
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Background:
When sharing our electronic holdings with Rapid ILL, we are required to include lendable statuses to ensure the items we own are permitted to lend per our vendor licenses. This was a process that already existed, it was previously at the backend of the RapidILL process. Now the lendable status is required at the beginning of the process in Alma.
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The spreadsheet [WILL UPDATE WITH INFORMATION FROM ANN ROLL] contains some of the NZ collections with the lending status.
Options for investigating the RapidILL lending status:
Use online spreadsheet to determine RapidILL lending note for IZ licenses.
Run analysis report for collections with existing linked license terms to determine RapidILL lending note.
Create IZ licenses with InterlibraryLoan Terms of Use from NZ and determine the lending note needed for RapidILL. Doing this option also allows for a report to be run.
Pick the best option that will work for the library to begin this project. Start with a small set of collections, starting with either EBSCO, ProQuest, JSTOR, Gale, etc. All three of these options are long-term projects but it is best we begin adding the lending note needed for RapidILL to the corresponding Alma E-collection Internal Description fields.
It is highly recommended to eventually start option three so that licenses have Terms of Use as we move forward with keeping the RapidILL lending note updated in the Alma collections. Not just for RapidILL, but for upcoming projects, such as linking to Consortia Manager, running reports, etc.
First Option:
(This option is for libraries that do not have license terms and have no plans of adding them.)
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For example, if your library subscribes to an SAGE collection in the IZ, the lending note from the NZ may be the same for the IZ collection. The lending note will still need to be determined by the library, someone familiar with terms of use. The spreadsheet is not stating this what the lending note actually is for the IZ collection but more than likely, it is the same lending status.
If your library moves forward with this option, it is highly recommended to create a spreadsheet to note the vendor, collection, and lending note. This spreadsheet will be used later when updating the e-collection internal description.
Second option:
(This option is for libraries that already have licenses with license terms set up in Alma and mapped to the corresponding collection in their IZ.)
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Libraries can use the copied templates to generate IZ licenses with the interlibrary loan status in the Terms of Use and lending notes supplied by the NZ license. The terms of use will be copied from the NZ to the IZ. Libraries may need to update these terms if local subscription terms are not the same, but in most cases, they are the same. The licenses need to be linked to the collection for the Analytics reports to work. Linking licenses to e-collections is shown in Option Two above.
Recommendation from SRDC/COLIN committee:
For the Rapido reports, a minimum of two fields are required in the license terms of use:
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Note: It will help to have a spreadsheet with the vendor, collection name, and lendable note ready for the next step to help keep track of which collections have been updated.
Update Electronic Collection Internal Description note with the RapidILL Lending Status:
After creating a spreadsheet with the list of collections and lending status, the Internal Description of the electronic collections, at the collection-level, will need to be updated. There is a cloud application that is easy to add to Alma and update the Internal Description for a list of collections. This is highly recommended if your library has existing notes in the Internal Description field of the collection. The Quick E-Collection Update app is easy to install and use.
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Once the lending note has been added to the Internal Description, the publishing sets will need to be updated.
Update RapidILL Harvesting:
Once the Internal Note has been updated, the RapidILL Harvesting for journals and books will need to be updated. Libraries need to update their IZ RapidILL sets. Once you have updated the set, contact Chris Lee so Ex Libris can be notified that the sets have been updated. Chris can answer any questions about updating the sets, if needed.
Queries for Open Access collections.
How do I find open access collections that are activated in the IZ? You may be able to find them if you selected “free” when activating the collection for example. Or you added a note in the internal description or the collection has CDI open access rights. When you have your set, run the Change Electronic Collection information job to add the “LocalOnly” note in the internal description. You may also be able to use the E-Collection Quick Update in Cloud Apps.
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