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Area covered | ERM | ||||
Lead Author | Stacy Magedanz | Co-authors | toc
Reviewed and Revised by ERM Committee | August 15, 2019 |
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Table of Contents | In-Depth Articles | ||
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Background
N.B. THIS DOCUMENT DOES NOT APPLY TO MARCIVE RECORDS; any policy regarding Marcive will be decided separately.
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In the CSU system, these packages may be:
- Part of the Institution Zone (IZ): Locally purchased or subscribed (by each campus, outside SDLC, local access only)
- Network Zone (NZ): ECC (negotiated centrally, paid for centrally, systemwide access)
- Examples, purchased centrally:
- The former “NetLibrary” package, now hosted in EBSCO ebooks.
- The more recent systemwide DDA-triggered purchases, hosted on ebrary, myiLibrary, and EBL
- Use MARC records for JSTOR DDA (June 2019)
- Examples, subscribed centrally:
- Safari Tech Books (now use MARC records for Safari O'Reilly in the NZ -January 2019)
- Ebrary Academic Complete
- ACLS Humanities Ebooks
- Examples, purchased centrally:
- Network Zone (NZ): Opt-ins offered via SDLC (negotiated centrally, but paid for by each campus, local access only)
- Examples, opt-ins:
- ACLS Humanities Ebooks
- Oxford Scholarship Online
- Examples, opt-ins:
Policy Statement
Collections purchased/subscribed centrally:
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CSU Libraries should manage e-collections via CZ, if available, irrespective of fullness of records (i.e.
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, quality of the metadata) in lieu of loading vendor records in NZ. (See more details in Managing E-Collections in Alma: CZ vs Vendor Records policy)
Collections outside SDLC, locally subscribed or purchased (Institution Zone)
Locally subscribed e-book collections will be managed in the IZ and linked to the CZ collection.
Collections subscribed or purchased centrally (Network Zone - ECC)
All NZ ECC ebook or media collections will be managed in the NZ by the Electronic Resources NZ administrator.
Collections negotiated centrally but opt-in at the campus level
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- Share their CZ collections in the NZ in the absence of some other provision in the NZ (such as a determination to provide a CSU-maintained NZ collection).
Collections outside SDLC, local-only:
- If the collection is already active in the NZ (for example, because other CSU's have the same package), share the NZ collection.
- If the collection is not already active in the NZ, campus may choose among available options:
- Activate the CZ collection
- Load records from OCLC Connexion Collection Manager into your IZ and create an local electronic collection
- Load records directly from the vendor into your IZ and create an local electronic collection
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(Network Zone - Opt-in)
The Opt-in e-book collections will be managed in the NZ by the Electronic Resources NZ administrator.
Best practice recommendations
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Do not turn on the same collection in the CZ if it is already in the NZ; do not turn on a collection in the CZ if you have already created it as a local electronic collection; and so on. Choose only one option for any given collection.
Considerations when deciding whether to use the CZ or create a local electronic collection:
CZ Advantages
- Maintenance efficiencies for large and frequently changing collections
- Aggregator collections: added and deleted titles managed automatically
- Selective collections: easy ordering and activation of new titles in active CZ collection
- Automatic updating of URLs in portfolios if URL changes in the collection
- Weekly list of collection updates from ExLibris that can be used to updateany outside systems, like OCLC holdings and A-Z lists.
- Metadata quality in CZ bibliographic records varies widely
- Records range from full bibs to brief bibs with only title and ISBN
- CZ collections may be inconsistent with collections offered through other companies or libraries
- There can be a delay in adding new titles to CZ collections
- Not all collections are in the CZ
If you choose not to use a CZ collection, create a Local Electronic Collection
Whenever possible, portfolios should be added to Local Electronic Collections. Even eresources e-resources that are not sold as collections (such as ebooks e-books or streaming video titles purchased title-by-title) can be maintained more easily if they are in a Local Electronic Collection, as long as they are from the same provider, have the same license conditions, and share the same base url.
Local Electronic Collection Advantages
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These records will be loaded into the IZ and not shared in the NZ. (See single purchase e-book policy)
Link your IZ collection to the CZ for improved maintenance
You can create local collections and then link them to a CZ collection for the portfolios.
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While campuses may also wish to activate their purchased or subscribed collections in Primo Central Index in order to increase discoverability, activation solely in PCI is not adequate. PCI does NOT provide catalog records, nor is it possible to examine PC metadata without pulling it up in a Primo search. This short article explains how PCI records work and their relationship to Alma.
- If you want to offer a catalog scope that includes all your ebooks in one search, you must have catalog records.
- Catalog records are also important for doing collection analysis.
- If linking from PCI is OpenURL, then you must have something active in Alma.
If activating a collection in PCI for which you have an Alma ecollectione-collection, watch for possible issues that may appear in Primo, such as duplication of search results or unusual skewing of results ranking (because the entire full text is open to searching).
Migration-Specific Issues
- For locally purchased single titles from the same provider (e.g. your ebook purchases from ebrary or video titles from Kanopy): provide a hook in these records that will make them easy to gather into a local ecollection post-migration!
- Do not migrate records for ecollections that you already have active in SFX, or that will be shared in the NZ, or that you plan to activate in the CZ post-migration.
Managing PDA/DDA pool records
- For local, campus-level PDA/DDA projects, use
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- Alma's PDA management function
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- at the IZ level. PDA pools represent only the potential for access, and when triggered, will be purchased only for use by your individual campus. For this reason, do not load local PDA pool records in the NZ.
- After a title in your campus PDA pool has been triggered for purchase
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- , do check the title against the NZ as per usual cataloging
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- workflow for new acquisitions.
- NZ-level PDA management is reserved for systemwide PDA projects, in which all campuses share the same pool and triggered titles will be purchased for the entire CSU.
ExLibris DocumentationAlma documentation & training resources:
- Getting Started: Electronic Resources – Scenarios and Workflows
- Managing Electronic Resources
How to link a set of portfolios to a community zone collection?
PDA-specific:
- Patron Driven Acquisitions
- Training Powerpoint: Acquisitions - Patron Driven Acquisitions (PDA) Demand Driven Acquisitions (DDA)
Procedures
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TO BE DETERMINED
Alma documentation & training resources:
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Follow the procedures for e-journal collections. See procedures for the IZ and the NZ.
References
Policy: Activation of Community Zone Collection for Alliance Ebrary Academic Complete Subscription
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Traill, Stacie (2016) Options for ebook management in Alma and Primo Central. In: ELUNA 2016 Annual Meeting, May 1-6, 2016, Oklahoma City, OK USA. Requires login.
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