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

Background

Shared e-collections are currently maintained and updated in a shared SFX instance, the Chancellor's instance.  E-resources can include electronic collections for journals, newspapers, conferences, e-books and streaming media. Updates to shared e-resources include updates to coverage dates, journal linking such as IDs or URLs, updating linking parameters, add missing portfolios and removing portfolios no longer included in the centrally managed e-resources and using vendor title lists to update subscriptions.  These policies and procedures are for the Chancellor’s Office Systemwide Digital Library Content (SDLC) and the Network Zone electronic resources administrator in the NZ.  Similar to SFX, shared/merged e-collections will be activated and maintained in the NZ and local full text e-collection subscriptions will be activated and ordered in the IZ.  Electronic collections in the NZ are read-only from the local Alma instances and the information in the NZ e-collections is not linking to the e-collections in the IZ.  

Policy Statement

These are the recommendations to be practiced by the NZ ER administrator for maintaining and updating those e-collections activated in the Network Zone that are centrally paid for or centrally negotiated by Chancellor’s Office Systemwide Digital Library Content (SDLC). This includes the shared e-resources and e-book collections linked to the Community Zone (CZ).  The e-collections in the NZ are available as read-only access from the individual Alma instances.  Users are not able to update or makes changes to the e-collections in the NZ.  E-collections in the IZ are not linked to the e-collections in the NZ and are maintained by the library.  Also included in the NZ are Provider-Neutral Records (refer to Catalog Policies) and Descriptive records for centrally managed database-level e-resource records.  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.  This policy does not include shared Local Collections that can be set up in the Institution Zone (IZ) and shared in Network Zone (NZ) (refer to Catalog Policies). Local e-resource collections created in the NZ instance and shared by multiple libraries will be linked to the CZ, if possible. For local e-book collections in the NZ, see Best Practices for Maintaining and Updating e-Book & Streaming Video.  The centrally paid and negotiated e-resources are managed in the NZ instance by the Electronic Resources NZ administrator.  For managing the shared e-resources acquisition, see the policy for consortial acquisitions.  E-collections in the NZ are used to manage full text inventory, not records.

Best Practice Recommendation

• The Electronic Core Collection (ECC) e-resources will be ordered and activated in the CZ and maintained in the NZ instance.

• Maintenance includes the shared acquisitions such as vendors records, license records, ledger, funds orders and invoices. 

• Opt-in e-resources will be activated and maintained in the NZ instance but orders will be set up and maintained in Institution Zone (IZ) -see instructions for Opt-in Acquisitions

• Read over the CKB updates check if an update needs to be applied manually or a local change needs to be remove to use the global setting.  Incorporate the Community Zone Task List to workflow for weekly changes to the CZ.  Changes included in the CKB update reports will included the following:

  • A parse param is updated with the correct link and the locally parse param can be removed.

  • Global date information has been updated and matches local date information, the local date information can now be removed.

• When deleting e-collection from NZ, Acquisitions needs to be informed. See Deleting Network Zone Records Without Inventory from an IZ policy.

• When deactivating an e-collection in the NZ, Acquisitions needs to be notified of deactivation.  Deactivate the e-collection service to deactivate the whole collection.
  
  

• Modifying electronic portfolios in the NZ will follow ERM troubleshooting procedures for determining if the e-collection or portfolio needs to be updated.  

• Maintain internal notes for e-resources indicating the collection is ECC or Opt-in.

• Refer to Managing Electronic Collections for detailed description of the decisions needed for updating e-collections and portfolios.(using a workflow for decision making)

• An NZ ERM team will be created to utilize library staff to check large collections access and coverage dates. (discuss i more details for setting up and how that would look)

  • example: SJSU is checking the Westlaw titles for access and coverage.  Once the list has been updated, it is imported into the NZ e-resources to update local holdings.

• List SDLC renewal schedule for shared e-resources on the wiki.

• Renewal reminders in the licenses will cooincide with SDLC's coded memo schedule.

Procedures in Alma

1. Updating date coverage for portfolio

2. When local 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.

   1. Also add embargo date if missing or if the current embargo date needs adjusting.

   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.

   3. Include an internal note why the date was change and when it was changed.

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

4. 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.”

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

5. Removing portfolio from e-collection

6. Search for the portfolio in your the NZ. You can start your search at the portfolio level (Electronic Portfolio) or go through the relevant collection (Electronic Collection > Edit Service > Portfolios tab > Use Find to locate portfolio) first. Once you find it, you just hit “deactivate.”

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

8. 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.

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

   2. 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

      1. 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

9. Adding notes to e-collection services or portfolios

10. 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.

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

       2. 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

Reference

Creating Local Collections in Alma

Community Zone Task List for the Alma CKB Update reports

Deleting an e-collection located under Modifying An Electronic Service 

Deactivating an e-collection in Alma

Action log

Tasks to be completed