Shared e-Resources (ECC and Opt-in) -Selection and Activation

Policy Statement

This document provides best practices for selecting an e-resource in the Alma's Community Zone (CZ) that best matches the subscription centrally negotiated by Systemwide Digital Library Content (SDLC) at the Chancellor's Office for the Network Zone (NZ) administrator in the NZ admin instance.  Also included are the best practices and procedures for activating a new e-Resource in Alma's Network Zone (NZ), including setting up the Group Settings for each institute.  Group Settings are a function of the Alma Inventory Management Groups used to manage a set of libraries, campuses, or institutions that have access to certain portfolios or electronic collections. Both of the Electronic Core Collection (ECC) and Opt-in e-resources will be included in the NZ and will be maintained by the NZ administrator.  This document also provides recommendations for libraries for these new e-resources added to the Network Zone (NZ).  Included in this document are best practices for Provider-Neutral Records (Electronic Collection records).

Best practice recommendations

• SDLC negotiates for a specific package included in the e-resource from a vendor.  That package name will be used to locate the best matching e-resource in the CZ to be shared in the NZ.
  • Use Electronic Collection search option in Alma to locate e-resource.  Search query help can be found in Helpful Alma Repository Search Queries
    
• Once the best matching e-resource has been located, go through procedures (below) for setting up the new e-resource in the NZ.
• If the e-resource is available from the Chancellor's Office as part of the Electronic Core Collection (ECC), it is recommended the library contact the NZ administrator to set up the shared e-Resource in the NZ instance.  
• If the e-resource is part of a centrally negotiated contract (Opt-in) but is not part of the ECC, contact SDLC or the NZ administrator to check if library has a subscription to the Opt-in e-resource.  
  • If the library does have a subscription for the e-resource, it is recommended the library contact the NZ administrator to set up the shared e-Resource.  
• If a library has a subscription outside of the ECC or Opt-in subscription from the same vendor for the same e-resource, it is recommended to share the e-resource in the NZ and activate the same e-resource in the Institution Zone (IZ).  
  • The IZ e-resource would only include those portfolios subscribed to outside of the SDLC negotiated subscription.  The same e-resource would be active in both the NZ and IZ but with different portfolios.
    
    • Example would be if a library subscribes to the central Opt-in e-resource, Sage 2014, but also locally negotiated with the vendor for portfolios not included in the centrally negotiated title list.  The portfolios negotiated outside of the central subscription would be activated in the IZ.
• Use list of titles supplied by the vendor to create file to import into Alma to activate and update portfolios included in subscription.
  • Only need title list if subscription is a partial list of what is available from the vendor for that specific package.  This would a selective package e-resource.
• E-book resources activated in the SFX Chancellor's instance will be migrated to the Alma NZ.
  • If a library shares this SFX e-resource in the Chancellor's instance and would like to opt-out of the e-book collection, please contact the SFX administrator to remove this resource before final migration to Alma.
  • E-book recommendations for existing and new packages are addressed in the E-book and Media Policies and Procedures document.
• PNR Provider-Neutral Records
  • Follow the PCC’s practice to use a provider-neutral approach for electronic resources, print on demand reproductions and photocopies of textual materials, scores, and cartographic materials, as described in the PCC Provider-Neutral guidelines or the LC-PCC PS for RDA 1.11 (Orbis-Cascade Provider-Neutral records)
    
  • Before adding an Alma Descriptive record from the CZ, check the IZ for the bib record.
  • To configure Alma's Electronic Collection records, see how to set up Descriptive Records
  • (NEED INFORMATION ON HOW MIGRATED TO NZ FROM SFX HERE -waiting to hear back from ExL)

Procedures in Alma

1. Setup shared resource in NZ

   1. Locate e-resource using search query for Electronic Collections (see recommended query) in the CZ logged into the NZ admin instance.

   2. Activate the new e-resource (see Activating Electronic Resources).
   3. Uncheck Mark Bib as suppressed to include the Descriptive Record in the NZ.
   4. Check Activate this electronic collection service and Mark service available and click the Next button.
   5. Click Next on the Service Linking Parameters page- do not fill in parameters on this page
   6. Activate the portfolios, there are 3 options.  (See SDLC e-Resources for which option is necessary) (FIX WORDING HERE)
      1. Activate All -Activation of the complete electronic collection with no selection of portfolios (examples EBSCO, ProQuest, Gale, JSTOR)
      2. Activate electronic collection and selected portfolios via Excel file upload (examples Sage, Project Muse, Wiley, Elsevier, Springer)
      3. Manual activation - activate electronic collection and manually select portfolios (examples AIP) (LIST MORE RESOURCES HERE)
   7. Activate the e-resource

   8. Locate e-resource in the NZ and set up Group Settings for libraries subscribing to central e-Resource

      1. See list of subscribed libraries in SDLC's Subscription Log and send message to libraries who wants to share e-resource (Tech Services list serv or designated contact for each library??? In SFX, there was a specific group emails were sent, do the same in Alma???)

      2. Each instance in Group Settings needs Proxy set to Yes

      3. Linking parameters must be entered for each Group Setting

2. Set up Provider-Neutral Records (Alma's Electronic Collection Records)

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