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Background
Libraries need to make collection development and acquisitions decisions based on the most accurate and current data – a necessity even more important in the CSU's shared environment. Alma’s consortial functionalities provide real-time look into the acquisitions activities of CSU libraries and the increased transparency across the system will assist in future collection development decisions. Bibliographic records are shared through the Network Zone (NZ) and Community Zone (CZ), and the inventory of individual campuses are visible to sister campuses within the consortium at the NZ level. A policy outlining the preferred method of linking order records to bibliographic records is necessary to avoid duplication of records and support the on-going maintenance of shared records. The benefits and the impact of creating order records based on the CZ, NZ, and Institution Zone (IZ) have been considered.
Policy Statement
In accordance with the policy and best practices set forth by the TSWG in "Working in Alma and the Network Zone", when ordering materials for campus libraries that are to be made visible in the NZ, acquisitions staff at CSU libraries should create orders linking to bibliographic records in the NZ, thereby sharing updated library inventory with the consortium. Materials that are not expected to be shared in the NZ (e.g., laptops, other in-house equipment, non-collection type of resources) should not be ordered using the NZ.
Best practice recommendations
With the interest of system-wide collaboration in mind, it is best for materials to be linked to the NZ at the point of ordering when possible. Prior to ordering and obtaining any bibliographic records from external sources, the NZ should be consulted for matching bibliographic records. If a match is found, the local Purchase Order Line (POL) should be linked to that bibliographic record. In the event that no existing bibliographic record match is found in the NZ and in order to maintain a consistent and accurate NZ catalog, brief bibliographic records may be created and linked to the NZ in accordance with the policy "In-Process Brief Bib Records with & Minimum Acquisitions Data".
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