Shared e-Resources (ECC and Opt-in) -Maintaining Shared e-Resources

Background

Shared e-Resources are currently maintained and updated in a shared SFX instance.  Changes to shared e-resources include updates to coverage dates, journal IDs or URLs, adding missing portfolios and removing portfolios no longer included in the centrally managed e-resources.  

Policy Statement

These are the best practices for maintaining and updating those e-resources that are currently activated in the NZ for centrally paid for or centrally negotiated by the Chancellor’s Office Systemwide Digital Library Content (SDLC).  This includes the shared e-resources and e-book collections linked to the CZ.  Often it is necessary to make local changes to linking and availability information for e-resources when the information from the community zone is either inaccurate or does not match local details. While this localization is sometimes required, always keep in mind that updates to the CZ information may come later, so be sure to look carefully at update notes when localized information is involved.  Does not include shared Local Collections that can be set up in the NZ by libraries. Does not include e-book collections or local collections in the IZ (see Best Practices for Maintaining and Updating e-Book & Streaming Video).    Most of these best practices would be used by the NZ e-resources administrator.  See instructions for Shared Acquisitions for Opt-in e-resources.   Acquisitions for ECC e-resources will be maintained by SDLC and NZ admin. 

Best practice recommendation

• List SDLC renewal schedule for shared e-resources.
• List coded memo dues dates and new subscriptions is enacted.
• ECC e-Resources will be completely set up and maintained by Chancellor’s Office.
• Includes vendors records, license records, ledger and funds. 
  • Shared acquisitions (will have separate policy for Shared Acquisitions).
• Opt-in e-Resource set up in NZ but orders need to be done by local library -see instructions for Opt-in Acquisitions(need to be written up -will be part of Shared Acquisitions)
• When deleting e-collection from NZ, Acquisitions needs to be informed (Steps for removing e-collection needed)

Procedures in Alma

1. Updating date coverage for portfolio

1. 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.

2. 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.

2. Activating new portfolio in selective title package e-collection

1. If you’ve already activated the relevant electronic collection, that will be indicated with an icon in the community zone. You can search or browse within the portfolio list to locate the portfolio you need. Click “activate.”

2. If any customization is needed, click the insitution icon that now appears next to the portfolio in question, then click edit.

3. Removing portfolio from e-collection

1. Search for the portfolio in your IZ. You can start your search at the portfolio level or go through the relevant collection first. Once you find it, you just hit “deactivate.”

4. Updating the links, jkeys, bkeys, URLs, etc. in the parse parameters of a the e-collection services or portfolios

1. Updating this information for article level linking can be quite tricky, as those parsers tend to be fairly complex. In those cases, it’s probably best to submit a case instead.

2. However, updating journal or book level linking is relatively straightforward.

1. 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

2. 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

5. Adding notes to e-collection services or portfolios

1. There are different places to add notes to a portfolio. All of these have a search index so that you can search these specific fields when searching portfolios in Alma.

1. Public notes can be entered in the Authentication Note or Public Note fields in the Portfolio Information tab.

2. Internal notes can be entered in the Notes tab or the Internal Description field in the Portfolio Information tab.

3. Developing a systematic practice is important. For example, if entering notes about perpetual access, you should always use the same note field for that information.

2. Service notes are the same as above except that most of the fields are located in the “Service Description” tab

Action log