Systems Policies, Best Practices & Procedures

Recommendation

Primary ID in Alma (approved)

There 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.

Procedure

WorldCat (OCLC) Search External Resources for Network Zone Configuration (approved)

In 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.

Procedure

OCLC Connexion - Alma Export Integration for Network Zone (approved)

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).

Procedure

Alma Daily OCLC Bib Record Updates & OCLC WorldShare Collection Manager (draft)

A 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.

Policy (for NZ)

Shared Import Profiles / Normalization Rules Naming Conventions (approved)

Outlines naming convention best practices to reduce confusion when sharing import profiles and normalization rules with the network zone.

Procedure

Import Profiles for Loading Brief Order Records and WCP into NZ (draft)

Bibliographic 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.

Policy (for NZ)

Recommended Match Methods (approved)

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.

Policy (for NZ)

Recommended Merge Methods (approved)

Recommended merge methods for working with the Network Zone.

Policy (for NZ)

Network Zone Normalization (approved)

The normalization process, CSU Remove 029,936,938,948,984 removes the 029, 936, 938, 948 and 984 Marc fields from the NZ record.

Policy (for NZ)

Recommended Management Tags (approved)

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.

Policy (for NZ)

Brief Record Level Configuration (approved)

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.

Procedure

Sample Authentication Scripts with Alma Users API (approved)

Many 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.

Recommendation

Alma Letters Central Repository (approved)

While 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. 

Procedure

Alma and Bursar Integration for Exchange of User Fine/Fee Data (draft)

Some 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.

Recommendation / Procedure

Illiad Account Registration for New Borrowers (approved) [page no longer exists December 2024]

In 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).

Procedure

Illiad NCIP Plug-in Set Up Procedure (approved)

A description of best practices for installing and configuring the ILLiad NCIP plugin for integration with Alma.

Procedure

Self-Check Alma Integration Best Practices (approved)

Best practices for self-check machine integration with Alma

Procedure

RFID Alma Integration Best Practices (approved)

Best practices for RFID Integration with Alma