P2E Recommendations for e-journals and e-books

Overview:

During migration, all inventory from your ILS is assumed to be physical unless specified otherwise in P2E file. Below, are recommendations to guide you as you create your P2E list.

There is a FAQ that includes information about filling out the P2E form: Q&A from Basecamp

Instructions:

it may be helpful to have a spreadsheet identifying your electronic resources as you review what to migrate and what not. After you create your P2E list, we recommend that you export the file to Excel and apply filters to check that the query you used and the parameters you set didn't miss any records or include records you did not expect. The last step involves using filters to identify portfolio (serial or monograph titles; standalone or in a package), package (a group of portfolios sold together), and database (does not have portfolios, such as abstracting and indexing databases). While labeling collections as package or database will not affect migration, it will affect analytics in Alma. For more information about portfolios, DBs and packages, please review p.8 of The Migration of Physical to Electronic (P2E) Resources and watch The Physical to the Electronic (P2E) Conversion Process. Please also review the documentation at the bottom of this page, especially the SFX Cleanup for Alma Migration.

Do Not Migrate:

1. Do not migrate Serials Solutions records (ejournals and ebooks)

2. eJournals
    Do not migrate electronic journal bibliographic records if also activated in your SFX instance or the Chancellor SFX instance.
    Example: ejournals in an electronic collection (SFX target) or stand alone titles such as Chronicle of Higher Education (stand alones are usually available in the Misc. eJournals target in SFX).
    Exception -- you may choose to migrate a record (as suppressed) if it has an order attached to it.

3. ebooks
     Do not migrate ebook records if also activated in your SFX instance or the Chancellor SFX instance.
     Examples of ebook targets in your SFX instance: ebl ebook perpetual titles, misc. ebooks target, Springer ebooks target.
     Examples of merged targets in SFX Chancellor instance: Here is a complete list of shared ebook collections.

     Exception -- you may choose to migrate a record (as suppressed) if it has an order attached to it.
     Note: If you migrate your collections and don't link to the records in the CZ, then you will be responsible for maintaining your collection.
     Final Recommendation: for e-book collections and purchased packages is to link to the corresponding collections in the Community Zone (CZ).
     We also recommend linking individual e-book titles to the CZ when possible (i.e., a title may be available in a miscellaneous collection).

4. PDA/DDA collections (ebooks and streaming video)
     Do not migrate purchased PDA/DDA items if they are activated in your SFX instance.
     Exception -- you may choose to migrate a record (as suppressed) if it has an order attached to it.
     Do not migrate discovery PDA/DDA ILS records. We recommend that you take advantage of the "import repository" functionality that is available in the Alma PDA set-up.

5. Do not include a print record because it has any of the following: links to Finding Aids, TOCs, links to abstracts only, links to images or book reviews, or publisher information links in the 856 field.

Migrate:

1. Migrate streaming video collections not available in the CZ or SFX.
Example: Library has a Docuseek2 subscription consisting of 20 bib records. Migrate these records and create a local e-collection in Alma (optional).

2. Migrate MARCIVE records (Documents without Shelves). MARCIVE records can be identified in the 040 field – look for: |dGPO and/or |dMvI Note: Forthcoming webinar with Ex Libris.

3. Migrate the OCLC record for Abstracting and Indexing databases or other types of database (w/o portfolios) if you would like these resources to be available in Primo.
Example: ProQuest Biological Abstracts, Web of Science or AP Images. These non-fulltext resources are not available to activate in the CZ.
Note: Some libraries choose not to have bib. records for these titles because they have an A-Z List of Databases on the library website.

4. Migrate the OCLC record for websites if you would like these resources to be available in Primo. They will not be the CZ.
Example: Harvard Election Data Archive.

5. Migrate the OCLC record for the electronic collection record (optional).
Example: Academic Search Complete. If it has an order record, most likely you are bringing it over anyway but you may choose to not suppress it if you would like it to be available in Primo.

Considerations: If you activate an ecollection from the CZ to your IZ, Alma will automatically provide a top-level record for the collection, as well as for the individual titles within it.
But shared collections, which are activated from the CZ to the NZ only, will not put a collection-level record into your IZ.

6. Migrate bibliographic records for your campus's electronic theses and dissertations (ETDs). You may decide to create a local e-collection of your local ETDs in Alma.

Considerations: Assuming that the ETDs are in your Institutional Repository (IR), will you be relying on data harvesting from your IR to represent the ETDs in Primo? If so, you might choose to suppress the MARC records.

7. Migrate stand-alone ejournals and ebooks not available in SFX. Stand-alones are electronic resources not associated with any package and not in the Miscellaneous SFX ebook and ejournal targets.

Contact ERM Task Force for questions.

Documentation:

The Physical to the Electronic (P2E) Conversion Process (30 min. video)

Migration of Physical to Electronic (P2E) Resources in Alma

Record Load Scenarios Migration Decision Tree

From SFX To Alma (8 min. video)

Vanguard Experience P2E notes

Millennium and Sierra to Alma Migration Guide - p. 7, 46

Millennium and Sierra to Alma Data Delivery Instructions - p. 21

SFX Cleanup for Alma Migration

Patron Drive Acquisitions and Functional Call