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

Background

There are e-resources that are either negotiated and paid-for or just negotiated by the Chancellor's Office Systemwide Digital Library Content (SDLC).  The full text e-resources are maintained by the central office in the Ex Libris application, SFX.  The SFX administrator activates new e-resources and maintains shared full text e-resources in a central SFX instance targets.  The SFX administrator works with SDLC in selecting the correct name for the e-resource purchased or negotiated from the vendor.  The SFX administrator duties will migrate to the Network Zone(NZ) admin instance in Alma.  The NZ administrator will continue to work with SDLC in activating the correct e-resource in the NZ instance.  The centrally managed SFX targets and object portfolios will be migrated to the Alma e-collections in the Network Zone.  See the Alma documentation for more information about electronic inventory.

Policy Statement

This document provides best practices for selecting an e-collection 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 NZ administrator in the NZ admin instance.  Then the e-collection will be maintained and managed in the NZ by the NZ administrator.  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.  Libraries will be added to Group Settings for those full text e-collections they will share in the NZ.  Both of the Electronic Core Collection (ECC) and Opt-in e-resources will be included in the NZ and the portofolios included in the e-collection will be maintained by the NZ administrator and SDLC.  Libraries will have view-only access to these full text e-collections managed in the NZ.  The e-collections in the NZ are not connected to the e-collections in the IZ, they are separate entities.  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 (Database-level records).  

Best practices

• 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-collection 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.  NZ administrator will activate and order the new e-collection.
    
• Once the best matching e-collection has been located, go through procedures (below) for setting up the new e-collection in the NZ.  See Alma's documentation on activating an e-collection.
• Once a new e-resource has been activated, both subscribed and Open Access (OA), libraries will be notified the e-resource is available to share in NZ.  Libraries will not be able to activate the shared e-collection from their library's Alma instance.  An email will be sent out the Tech Services Working Group to inform them that a new e-collection has been added. (way to notify libraries-push the information out to libraries from NZ?)
  
• If the e-collection 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-collection in the NZ admin instance.  
• If the e-collection is part of the ECC, libraries should NOT click on the Order link.  Ordering will be done by the Chancellor's Office and the NZ administrator. 
  • If a library clicks on the Order link, this will cause duplicatation of data and also will interfere with proxy settings.  The proxy will stop working.  Once the e-collection has been invoiced, the Order link will disappear but before it is invoiced, the link will still appear.
• If the e-collection 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-collection, it is recommended the library contact the NZ administrator to add the library's name to the Group Settings the shared e-collection.  
  • Before the library clicks on the Order link for the Opt-in e-collection, the library needs to be associated with (merged) the e-collection and linked to the license.  If not, the proxy will stop working.
• If a library has a subscription separate from the ECC or Opt-in subscription from the same vendor for the same e-rcollection, it is recommended to share the e-collection in the NZ and then activate the same e-collection in the Institution Zone (IZ).
  • The IZ e-collection would only include those portfolios subscribed to outside of the SDLC negotiated subscription.  The same e-collection would be active in both the NZ and IZ but with different portfolios. 
    
    • Example would be if a library subscribes to the centrally managed Opt-in e-collection, 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.
• The NZ administrator will 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 a selective package e-collection.
• Contact vendor and provide link resolver URL and if possible, use the link resolver image (.gif) to set up the vendor as a source so user can link to Uresolver from citation or abstract e-collection.
• Set up trials of full text e-collections in the NZ and set up task to remove when trial is over unless e-collection has been added to ECC or available Opt-ins.
  • If the e-collection in the trial is added to ECC or Opt-in, add the name of the e-collection to list of e-resources maintained in the NZ, list is maintained by the NZ administrator.
• E-book recommendations for existing and new packages are addressed in the E-book and Media Policies and Procedures document.
• See Alma Scenarios and Workflows for whether or not to choose an e-collection from the CZ or create a local collection.
• PNR Provider-Neutral Records
  • Follow the PCC’s (Program for Cooperative Programming) 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
    
  • Before adding an Alma Descriptive record from the CZ, check the IZ and then the NZ for the bib record to avoid duplication of the record in the NZ.  See detailed description for avoiding duplicate records in the NZ.
  • Alma Descriptive records will be activated in the NZ e-resources for database-level records for full text e-resources.
    • To configure Alma's Electronic Collection records, see how to set up Descriptive Records
• PROXY- set up as Selective in configuration and click on yes in Group Settings, not at the service level.  The proxy needs to be set to Yes for each library listed in the Group Settings.  If a library changes their configuration to Yes, then all proxy settings for the library will need to be set to No in the Group Settings.

Procedures in Alma

These procedures are for the central office and the NZ administrator.  From the NZ admin instance, the ECC or Opt-in e-collections will be activated and ordered from the CZ and then maintained in the NZ.  Libraries that subscribe to an e-collection with no assistance from SDLC in negotiating or payment, will activate and order from the CZ and maintain the e-collection in the IZ.  More information about the local IZ e-collections, see the policy for Model 1, Acquiring and Activation new e-collection.

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 portfolios, there are 3 options.  See e-Resources, available from SDLC, for which option is necessary.  Some e-resources are aggregators and all titles would be activated.  Some e-resources are select packages where SDLC negotiated for a specific list of titles and the individual titles would need to be activated.
      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) .
         1. Update e-resource using Excel file and directions for Bulk Loading.
         2. Recommended data needed from vendor
            1. ISSN or ISBN and TITLE
               
            2. Full Text Coverage in either YYYY/MM/DD or YYYY/VOLUME/ISSUE 
      3. Manual activation - activate electronic collection and manually select portfolios (examples AIP, ASC, AMS).
      4. Use the Elsevier Science Direct Autoload e-resource.  Elsevier will update the e-resource with CSU's holdings.
   7. Activate the e-resource and once processed, search for new e-resource in NZ.

   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. Click on Edit Service.

         1. add internal note indicating if e-resources is Opt-in or ECC.
      3. Click on Yes on Activate new portfolios associated with service automatically? if necessary for this e-resource.
      4. Cick on Group Settings tab to add instances sharing e-resource.
      5. Click on Add Settings for Group, choose the Group name that matches the library name.

      6. Each instance added in Group Settings needs Proxy set to Yes.

      7. If needed, add Linking Parameters for each library and Save Settings.

         1. Linking parameters must be entered for each Group Setting not the Linking Information tab.

         2. Linking parameters will not migrate from SFX and must be re-entered post-migration
2. Test new e-resource 
   1. Test shared e-resources from CO IP range -connect via VPN.
   2. At e-resource page, click on View It.
   3. Resource should appear in the Alma menu and after clicking on e-resource name, proxy login page for library should appear.
3. Set up Provider-Neutral Records (Alma's Electronic Collection Records)
4. Ordering the e-resource steps are located in  Shared e-Resources (ECC and Opt-in) - Consortial Acquisitions (may need to link to Acquisitions policy-look for overlap or copy steps?)

References

Introduction to Alma Inventory

Activating an electronic collection in Alma

Orbis-Cascade Provider-Neutral records

Provider-Neutral/Database-level records in Alma

Action log