Systems Policies, Best Practices & Procedures

Policy, Recommendation, or ProcedureDocumentationDescriptionStatus
RecommendationThere are several functional implications related to the choice of Primary ID for Alma, particularly with regard to Shibboleth.  This document outlines the rationale for campuses to choose, when possible the Employee ID (calstateEduPersonEmplID) from PeopleSoft as the Primary Identifier for External (SIS / PeopleSoft) loaded patrons.

APPROVED

ProcedureWorldCat (OCLC) Search External Resources for Network Zone ConfigurationIn order to use the "Search External Resources" function in the Alma Metadata Editor in the Network Zone, the external search profile must be set up in the Network Zone, which then makes the profile available to each institution. The NZ configuration is documented here for reference.  Optionally, each institution can set up local credentials for using the Search External Resources function for importing records directly to their Institution Zone via Search External Resources.

APPROVED

ProcedureOCLC Connexion - Alma Export Integration for Network Zone

In order for records to be exported from Connexion into the Network Zone (NZ), there must be an Integration Profile set up in the Network Zone instance.  Each institution then must add a Gateway Export in Connexion using the NZ credentials to enable export and overlay of records in the Network Zone.  

This will mean that all institutions across the CSU will be using the same match and merge methods, normalization, and management tags, which are set in the NZ Instance of Alma.  This page will document the settings used in the NZ instanced of Alma.

Optionally, an institution may choose to configure an OCLC Connexion Integration Profile in Alma that will enable the export of records from Connexion directly to their Institution Zone (IZ).

APPROVED

ProcedureAlma Daily OCLC Bib Record Updates & OCLC WorldShare Collection ManagerA policy / procedure document of the Tech Services Working Group Leads, with input from the joint Systems / Tech Services Working Group regarding import profiles used for daily bib updates.

DRAFT

Policy (for NZ)Shared Import Profiles / Normalization Rules Naming ConventionsOutlines naming convention best practices to reduce confusion when sharing import profiles and normalization rules with the network zone.

APPROVED

ProcedureImport Profiles for Loading Brief Order Records and WCP into NZBibliographic records provided by vendors may contain order data to create PO lines and inventory info to populate the holdings and item records. Import profiles include specifications for loading WorldCat Cataloging Partners (WCP), including shelf-ready, bibliographic records.

DRAFT

Policy (for NZ)The recommendation is to use "com.exlibris.repository.mms.match.uniqueOCLC" because these records are being imported from OCLC and have a OCLC number and therefore should be matched by unique OCLC identifier. The match method is set at each campus' instance of Alma.

APPROVED

Policy (for NZ)Recommended Merge MethodsRecommended merge methods for working with the Network Zone.

APPROVED

Policy (for NZ)Network Zone NormalizationThe normalization process, CSU Remove 029,936,938,948,984 removes the 029, 936, 938, 948 and 984 Marc fields from the NZ record.

APPROVED

Policy (for NZ)Recommended Management Tags

Recommendations regarding the use of management tags that can be used to suppress bibliographic records from display in Primo and to synchronize holdings with OCLC.

APPROVED

Policy (for NZ)Brief Record Level Configuration

Note: Acquisitions Task Force Document. This document describes the current configuration and default Brief Record Level rule being used in the CSU NZ account. Included here as it is relevant to Import Profiles.

APPROVED

ProcedureSample Authentication Scripts with Alma Users APIMany CSUs use customized scripts to enable authentication, including for ILLiad, EZProxy, and library computer login.  This documents sample scripts that can be adapted for individual campus use cases.

APPROVED

RecommendationAlma Letters Central RepositoryWhile we understand that everyone has differing ideas of what their letters should look like, we recommend that everyone use this repository for help in editing their letters as it will provide a more cohesive look and feel for all CSU Libraries. This will make it easier for the group to troubleshoot any potential issues and provide resources for those who are not comfortable editing the letters on their own. 

APPROVED

ProcedureAlma and Bursar Integration for Exchange of User Fine/Fee DataSome CSU libraries export user fine/fee data to campus bursar systems. Creating an automated process allows for greater efficiency and provides the opportunity for integration of online payment through a campus payment processing system.

DRAFT

Recommendation / ProcedureIlliad Account Registration for New BorrowersIn order for the Illiad / Alma plugin to work, the Illiad user account must match the Primary Identifier in Alma (or at minimum must map to a designated identifier in Alma).

APPROVED

ProcedureIlliad NCIP Plug-in Set Up ProcedureA description of best practices for installing and configuring the ILLiad NCIP plugin for integration with Alma.

APPROVED

ProcedureSelf-Check Alma Integration Best PracticesBest practices for self-check machine integration with Alma

APPROVED

ProcedureRFID Alma Integration Best PracticesBest practices for RFID Integration with Alma

APPROVED