E-Resource Acquisition and Activation

Background

Policy Statement

This document provides best practices for selecting a new e-Resource that best matches the subscription provided centrally by SDLC (Opt-in) or negotiated by the individual Institution.  This document also includes best practices and procedures for activating an e-Resource in the Institution Zone (IZ).  This policy does not include detailed steps for acquisitions or ordering.  Please Note:  E-Books and Media will have a different policy.  

Best practice recommendations

• Institution (Local Library): These are e-journal collections or databases that the Institution subscribes to directly.  More than one Institution in the CSU may subscribe to a specific collection.

•  New e-Resource Acquisition:  
  • See Acquisitions Best Practices
  • OR
  • Recommended Ordering Procedure:
    • Search and Order on bibliographic record in NZ (please See Acquisitions Best Practices)
    • If no record exists in NZ order on record in CZ
    • If no record exists in CZ import OCLC record, create local collection in IZ
      • Contact the NZ admin to share collection in NZ 
    • Activate Collection for Institution [and associate OCLC bibliographic record if Local Collection]
    • Activate portfolios, services, add any local holdings, notes, proxy, etc.
    • Licensing at the individual Institution level

• If a library has a subscription outside of the ECC or Opt-in subscription from the same vendor for the same e-resource, share the e-resource in the NZ and activate the same e-resource in the Institution Zone (IZ).  Please see “SHARED E-RESOURCES (ECC and Opt-In)-Selection and Activation” for more details.
  • 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.  
• Use Electronic Collection search option in Alma to locate the best matching e-resource title.  Search query help can be found in Helpful Alma Repository Search Queries
• Once the best matching e-resource title has been located, go through procedures (below) for setting up the new e-resource in the IZ.
• Prefer CZ records for full-text e-journal collections when it exists
  • Pros?
  • Cons?

Procedures in Alma

1)  New e-Resources: *[work with Acquisitions on Order details OR link to ACQ doc ??]

a)  Ordering

b)  Vendor Record

c)  Fund and Ledger

d)  License

2)  New e-resources that go through the purchasing process in Alma, are automatically added to the Electronic Resource Activation Task List. 

a)  The activation task list can be accessed using the Alma task list or under Resource Management > Manage Inventory > Manage Electronic Resource Activation.

3)  New e-Resources:  Selecting and activating

a)  Locate (see recommended query) and Activate [may need to update/revise steps below]

i)  Search Repository> Click on Community Tab > Find Electronic Collection > where Electronic Collection Name > contains (e-resource name)

ii)  Click on Activate

iii)  Additional descriptive information: [Select bib record for resource if you want resource itself (not just portfolios within) to be discoverable in Primo]

iv) Activate Electronic Collection Proxy

(1) both proxy enabled and select proxy pull down menu

v)  Activate Make Service Available

(1)  (Also crossref enabled?)

(2)  (also Electronic collection type? – selective, aggregator, database)

vi) Check Automatically Activate New Portfolios if library subscribes to entire package and all titles

(1)  If not, titles will need to be activated

(a)  Note: You can also upload selective titles using an Excel file. Go to the CZ, find the Electronic Collection, click on Portfolio List, then go to Tools => Extended Export. This will give a complete list of the portfolios in the collection. Remove the titles you don't have, then upload the modified Excel file using the "Activate electronic collection and selected portfolios via Excel file upload" in the Select Activation Type section. (Please see Bulk Portfolio)

(b)  You can also find a blank Portfolio Loader Excel file template in online help. 

(i)  Also Note: if you need to modify dates for titles (e.g. none of our ScienceDirect titles go earlier than 1995), you would also do this through the Excel file.

vii)  Test access

4)   Check CZ Updates

a)  Most important reports to read

(i)  Resource Management> Manage Inventory>Community Zone Updates Task List

(b)  Provide ranking of importance or recommended must do, should do, etc.

5)  Abstract & Index Databases:  Please see Provider-Neutral Records section on “Shared e-Resources (ECC and Opt-In)-Selection and Activation”

6)  Migrated Locally Subscribed e-Resources:  [SEE CHECK LIST-WILL BE POSTED ON WIKI]

Helpful Videos & Documents:

Alma

• Managing Electronic Collections
  

• Activating Electronic Resources

• Electronic Resources – Scenarios and Workflows Guide

• Creating & Adding a Local Electronic Collection

• Creating & Adding a Local Electronic Collection - video

• Working with Database Type Electronic Collections (Local Collections)

University of Rhode Island

• Acquiring Electronic Packages & Portfolios in the Community Zone

• Acquiring Local Electronic Collections and Databases

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