Introduction
Electronic resources are managed very differently than physical resources in Alma. While physical items rely on item records to provide access and availability information, Electronic Portfolios are used to manage this information for electronic resources. The IZ, NZ, and CZ also play very different roles with electronic resources compared to physical items. Electronic Collections and Portfolios will generally only reside in the NZ for centrally purchased or negotiated resources. For resources that are purchased individually, Electronic Collections and Portfolios will reside in the IZ, even if several different CSU campuses own the resources. Additionally, while some localization may occur, the CZ will be the source for most Electronic Collection and Portfolio information.
Policy Statement for Electronic Resource Management
These documents provides best practices and procedures for selecting and activating new e-Resources in the Institution Zone (IZ) as it relates to Model 1: Local Only. These resources will continue to be locally acquired, licensed, and managed by the individual libraries. Please Note: E-Books and Media will have a different policy. SDLC and the NZ administrator will activate, maintain, and in some cases, order e-resources that will be shared by some or all of the libraries in the NZ. These procedures and best practices are for Model 2 (ECC) and Model 3 (Opt-in) resource management and acquisitions in the NZ admin instance.
These are also best practices for maintaining and updating e-resources and portfolios that are already activated in Alma. This would be for updating date thresholds, activating or removing portfolios, updating parse parameters (jkeys/bkeys/URLs) and updating linking parameters.
Often it is necessary to make local changes to linking and availability information for e-resources when the information from the community zone is either inaccurate or does not match local details. While this localization is sometimes required, always keep in mind that updates to the CZ information may come later, so be sure to look carefully at update notes when localized information is involved.
When discussing electronic resource management, it’s important to keep in mind the three models of acquisitions available:
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| Title | Description | Status |
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| Model 1, Local only: Policy Statement, Best Practice Recommendations and Procedures. | Draft | |
| Maintaining and Updating Active E-Resources | Model 1, Local only: Policy Statement, Best Practice Recommendations and Procedures. | Draft |
| OpenURL, Proxy, Discovery Interface Display Logic, and Troubleshooting in the IZ | Model 1, Local only: Policy Statement, Best Practice Recommendations and Procedures. | Draft |
| Collection Development for Shared e-Resources | Models 2 & 3, ECC & Opt-ins. | Draft |
| Shared E-Resources (ECC & Opt-Ins) | Models 2 & 3: Instances where SDLC and the NZ administrator will set up and maintain shared e-resources. Includes 4 sub-sections: | Draft |
| E-Books and Media | Models 1-3: Policy Statement, Best Practice Recommendations and Procedures for handling non-serial electronic resource records. | Draft |
| Electronic Collections: The following example illustrates a single title that is offered by two vendors. (ERM) | Physical Record: The following example illustrates an ongoing serial with three issues with holdings in Periodicals. (Cataloging) |
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Workflow of Catalog items and ERM items: Catalog:
ERM:
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Related Policies
| Title | Description | Status | ||||||
|---|---|---|---|---|---|---|---|---|
| Tech Services: Provider-Neutral Records & Use of Database-Level Records | Recommends the use of Provider-Neutral records for electronic resources to eliminate proliferation of records describing essentially the same content. |
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| Acquisitions: Ordering using the Alma Network Zone |
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