Descriptive and Collection-Level Records in the NZ

Owned by Jessica Hartwigsen
Last updated: Nov 28, 2023 by Christine Holmes
4 min read
Reviewed and Revised by ERM Committee 

Ordering Opt-in electronic collections in the NZ

Background:  The NZ is populated with OCLC bib records as well as Opt-in and ECC full-text e-collections activated from the CZ.  Also, there are CZ descriptive records (bib records for the e-collection or collection-level records). These are copied to the NZ when an electronic collection is activated from the CZ.  Because they look similar to the OCLC bib record for full-text e-collections (OCLC pn record), the Catalog Task Force and ERM Task Force want to clarify the records and which ones can be ordered for Opt-in electronic collections.

Scope: Procedures here are restricted to Opt-in e-resources. Do not use CZ descriptive record to attach orders for Opt-in resources.  Order the electronic collection for Opt-in e-resources in the NZ, if that is not possible, then order the OCLC pn record.

The NZ is populated with the following types of electronic resource records:

1.  Full bibliographic provider-neutral records from OCLC for: Databases (i.e., Web of Science; does not contain portfolios) and Collection-Level (i.e., Academic Search Complete; contains portfolios) -  Please refer to:   Provider-Neutral Records & Use of Database-Level Records. (Note: Bibliographic records from OCLC do not make the distinction based on the terminology in Alma “Databases” (A&I databases) vs. Collection (full text).)

2.  CZ Descriptive records for collection-level records. Current policies require that these descriptive and collection-level records (CZ bib records for e-collections) be suppressed in the NZ.  These records should never be activated (remain suppressed) for Primo AND orders should not be attached to these records.  Please see:  CKB Descriptive Records for Shared Electronic Collections.  

Examples of e-collections, descriptive records (CZ bib records for collection-level records), OCLC bib record for collection-level records, and OCLC bib records for database-level records:

Figure 1  E-collection for EBSCO Academic Search Complete in the NZ.  Order e-collection if negotiated via SDLC. 

Locate e-collection by doing Repository search for Electronic Collection > Electronic Collection Name. *Do not use All Titles search.


Figure 2 Descriptive record in the NZ for the same resource.  The Community Zone icon (the two people) means this is a Descriptive Record linked to the CZ.

It will remain Suppressed for both Opt-in and ECC e-collections. Do not attach orders.

*If an existing order is attached to an NZ descriptive record, it will create a copy of the descriptive record in the IZ and it will be not be suppressed.

Figure 3 OCLC bib record in the NZ for the collection (full text database/no portfolios).  Can attach orders to this record. 

Figure 4 OCLC bib record in the NZ for a database (A&I database). Can attach orders to this record but use NZ e-collection record for the A&I database when possible.

Ordering Opt-in Electronic Collections (negotiated via SDLC or Locally):

  • If your library negotiated for an Opt-in through SDLC, attach the old order to/or create a new order from the NZ electronic collection (contains portfolios).  Search for electronic collections using the Repository search for Electronic Collection > Electronic Collection Name
  • If your library did not negotiate for the Opt-in through SDLC but shares that e-collection in the NZ, attach the old order to/or create a new order from the OCLC provider-neutral record or corresponding OCLC record in the NZ (see steps below).

Display of collection-level record in Primo:

The following are possible options if your library would like to display the database-level or collection-level record in Primo:

 Adding a Local Portfolio

  • Add a local portfolio and choose Use existing title. 
  • Search for the collection-level record in the NZ. 
  • Enter in URL of the database. 
  • Save the new record. 
  • You should be able to attach local orders to this record now, which will be found in the IZ.

Reminder: Use pn record in NZ for “integrating resources” if one exists to avoid adding duplicate records.  Report duplicate records to E-Resources Network Zone Problem .

References: