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Background
Libraries need to make collection development and acquisitions decisions based on the most current and accurate data – a necessity even more important in the CSU's shared environment. Alma’s consortial functionalities provide real-time look into the acquisitions activities of CSU libraries and the increased transparency across the system will assist in future collection development decisions. Inventory (holdings, items, and portfolios) appear in Alma when materials are either ordered or cataloged, and indicating inventory in the NZ will help avoid unnecessary duplication. A policy is required to avoid the creation of duplicate records and support this as well as support the on-going maintenance of shared records. The benefits and the impact of creating order records based on the CZ, NZ, and IZ have been considered.
Policy Statement
When ordering materials for individual campus collections libraries that are to be made visible in the Alma Network Zone (NZ), acquisitions staff at CSU libraries should create order records based on the orders linking to bibliographic records in the NZ . Materials thereby sharing updated library inventory with the consortium. Materials that are not expected to be shared in the Alma NZ (such as laptops and other in-house equipment or local-only special collections) need not be ordered in using the Network Zone.
Best practice recommendations
As stated, in the interest of system-wide collaboration, it is best for materials to be linked to the Network Zone at point of order when possible. Prior to ordering and obtaining any bibliographic records from external sources, the NZ should be consulted for matching bibliographic records. If a match is found, the local PO Line should be added linked to that bibliographic record. In the event that no existing match is found in the NZ, and in order to maintain a consistent and accurate NZ catalog, brief bibliographic records may be created and added linked to the NZ in accordance with the policy "In-Process Brief Bib Records with Minimum Acquisitions Data".
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