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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.
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
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
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| What tab is this in? | Publicly available? | Search index code in Alma | Search index label in Alma | Available in Analytics? | ||
|---|---|---|---|---|---|---|
| Electronic Collection | Internal Description | Electronic Collection Description | No | internalDescription|TPS | Internal Description (Electronic Collection) | Under ConstructionYes |
| Authentication Note | Notes | Yes | iepa_authenticationNote|TPS | Authentication Note | Under ConstructionYes | |
| Public Note | Notes | Yes | publicNote|TPS | Public note (Electronic Collection) | Under ConstructionYes | |
| Note | Notes | No | (none) | (none) | No | |
| Full Text Service | Internal Description | Service Description | No | (none) | (none) | No |
| Authentication Note | Notes | Yes | pps_authenticationNote|TPS | Service Authentication Note | No | |
| Public Note | Notes | Yes | (none) | (none) | No | |
| Note | Notes | No | (none) | (none) | No | |
| Electronic Portfolio | Internal Description | Notes | No | portfolio_internalDescription|PORTFOLIO | Internal Description (Electronic Portfolio) | Under ConstructionYes |
| Authentication Note | Notes | Yes | portfolio_authenticationNote|PORTFOLIO | Authentication Note | Under ConstructionYes | |
| Public Note | Notes | Yes | generalNote|PORTFOLIO | Public note (Electronic Portfolio) | Under ConstructionYes | |
| Note | Notes | No | portfolio_note_out|PORTFOLIO | Notes tab | No |
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 collections and 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 collection internal description. However, the advanced search makes this distinction much clearer. See the images below for examples.Simple search
Advanced Search
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.
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