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Background

This best practice document applies to resources purchased and managed by individual campuses. Once electronic resources are activated within Alma, they need to be updated from time to time to reflect changes to access details and dates of availability. There is a cooperative element to this process due to the availability of information in the Community Zone and the likelihood of changes to affect multiple CSU campuses. However, centrally acquired resources will be managed and updated centrally, so individual libraries will generally only be editing collection and portfolio level information that applies to their own library's IZ.

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When your dates of access don’t match the global statement, edit the portfolio’s Coverage Information tab and “Add Date Information,” leaving “Until” fields blank if access continues through the present.

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When reviewing the Portfolio Coverage Updates in the Community Zone Updates Task List, if you notice the global date information has been updated to match your local information, you may wish to delete your localized version in favor the of the community zone information to make sure you continue to receive future updates. This is especially relevant for titles from aggregator packages, add-on titles in a Big Deal, and other portfolios likely to experience frequent changes in coverage information.

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If you've selected a large number of titles from the same provider, but your new holdings don't correspond exactly to any given collection, you'll likely want to use the Load Portfolios option in the Portfolios tab of the Full Text service.

Removing Deactivating portfolio from e-collection

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When editing a portfolio, enter the “Linking Information” tab. If you’re entering a journal level URL, you will probably need to use the Bulk::BULK parser, that is likely already selected. To update the link, enter a new parameter in the Parser Parameters (override) field with the syntax jkey=http://www.website.org

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Even with some vendor-specific parsers, an update to the parser parameter may be fairly straightforward. For example, for an ABC-CLIO ebook portfolio using the ABC::ABC parser, the parameter is just the ISBN. If you notice a typo in the ISBN, you might just correct it using the Parser Parameters (override) field and the following syntax: bkey=9781440829918

Adding notes to e-collection services electronic collections, services, or portfolios

There are different places It's possible to add notes to a portfolio. All of these have a search index so that you can search these specific fields when searching portfolios in Alma. Public notes can be entered in the Authentication Note or Public Note fields in the Portfolio Information tab. Internal notes can be entered in the Notes tab or the Internal Description field in the Portfolio Information tab. Each of these has its own search index.

Service notes are the same as above except that most of the fields are located in the “Service Description” tab. One key difference is that notes tab for a service does NOT have a search index.

Developing various types of notes at the collection, service, and portfolio level. At each level, there is a Public Note, an Authentication Note, an Internal Description, and a Note. Despite sticking with the same naming conventions, there are important functional differences for these notes at each level. For example, there are plans to include the Authentication Note in analytics at the collection and portfolio level, but not at the service level. Similarly, the Note at the portfolio label has its own search index in Alma, while that is not true for the Note at the collection or service level. See the table below to see the functional implications for using each type of note. Developing a systematic practice is important. For example, if entering notes about perpetual access, you should always use the same note field for that information.The most important consideration with notes is how you will find and use them later on. When searching for portfolios or collections with these notes, it is strongly recommended that you used the advanced search rather than a simple search. This is because of the duplication of search indexes from portfolios and electronic collection services in the simple search drop down of fields. For example, when conducting a simple search for an electronic portfolio, you will likely see “internal description” appear twice, but there is no indication of whether it’s the portfolio internal description or the service internal description. However, the advanced search makes this distinction much clearer.
Simple search
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Advanced Search
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Procedures in Alma

Many of the topics here, as well as some others related to local collections (rather than thosed those pulled from the CZ) are discussed in the Alma Ask an Expert videos on eResource Architecture and Concepts, Parts One and Two.

Action log

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Send rough drafts of policies to Tech Services-discuss policies in Open Forum. Ask for feedback from working group.

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