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Background

The California State University (CSU) Libraries acquire electronic resources in a variety of ways.  Some are centrally paid for by the Chancellor’s Office (CO), while others are purchased directly by individual libraries.  Currently, the CO maintains Electronic Core Collection (ECC) and the Systemwide Digital Library Content (SDLC) Opt-in resources in the CO instance in SFX, while each campus maintains local resources in their SFX instance.  Resources in the local instance are activated in the appropriate SFX targets.  Local acquisitions, licensing and e-resource management are managed by the Institution (local library).  This document addresses best practices in the Institution Zone (IZ).  It is not intended to be used for shared acquisitions.

Best practice recommendations

Local Institution: These are Electronic Collections and Portfolios that the Institution subscribes to directly.  More than one Institution in the CSU may subscribe to a specific collection.

•  New e-Resource Acquisition:  
  • Recommended Ordering Procedure: 
    • Check to see if the e-resource is already ordered or activated in the IZ.  Helpful Alma Repository Search Queries
    • Check the NZ to see if the e-resource is available from the CO as an Opt-in or ECC 
    • If the new e-resource is not an Opt-in or ECC, order in the Community Zone (CZ).  
    • If no e-collection exists in CZ, create a Local Electronic Collection in the IZ
      • Order on the Local Collection
      • Another option is to contribute the collection to the CZ but then the contributor is responsible for maintaining and updating the collection
    • License and payment are at the individual Institution level
      
      
• If the Local Electronic Collection later becomes available in the CZ, link the local collection to the CZ.  

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(b)  You can also find a blank Portfolio Loader Excel file template in online help. 

(i)  Also Note: if you need to modify dates for titles (e.g. no ScienceDirect titles earlier than 1995), you would also do this through the Excel file.

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• • • Portfolios where the global coverage was updated and the library has local coverage (portfolio coverage update report)

      • You will need to determine if you want to remove the local coverage.

    • Any reports with parameter changes/updates and test collections/portfolios to ensure the new linking is working.
  • Reminder about CKB updates: Please note that when an institute portfolio is overridden, the link to the Alma CZ portfolio is severed to prevent changes from Alma CZ overriding the customer changes.
    Therefore this change may not be seen for your institute portfolio and you will need to deactivate it and then re-activate the Alma community zone portfolio."
  (e)  Dismiss the records for which you have accepted the update using Dismiss Selected or Dismiss All (refer to Working with the Community Zone Updates Task List  and CZ-Introduction to working with the Alma CZ and Electronic Resources procedures for more information). The expectation is that the vast majority, if not all, of the entries will be dismissed.

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