CKB Descriptive Records for Shared Electronic Collections

Document status	APPROVED Jul 5, 2017 ; REVIEWED May 21, 2019
Area covered	cataloging, electronic resources management
Prepared by	ERM Task Force
Co-authors	Cataloging Task Force

Background

There are a number of electronic resources collection-level records ("descriptive records") in Alma that were activated during the migration for shared NZ collections, which currently display in Alma and Primo for all CSU libraries. These descriptive records should not have been activated. When new electronic resource collections, for example, Academic Search Complete (MMS ID: 991067587905902901) are activated, Alma offers the option to include the collection-level record (descriptive record) for discovery. These descriptive records do not indicate library holdings and no editing of these records can be done. Libraries should "suppress from discovery" the descriptive record for shared NZ electronic collections. This will minimize the number of duplicate records representing database-level titles.

If Libraries choose to catalog database-level titles, please follow the provider-neutral records guidelines outlined in Provider-Neutral Records & Use of Database-Level Records.

Policy Statement

Suppress bibliographic records (descriptive records) from Central KolwedgeBase (CKB) for shared electronic collections from discovery.

Best practice recommendations

Migrated descriptive records for shared (NZ) e-collections will be identified and suppressed.

Action log

Section	Point Person	Expected Completion Date	Last action taken	Next action required

Section

Point Person

Expected Completion Date

Last action taken

Next action required

Articulate the need for the policy (background)

ERM Task Force

Jul 5, 2017

Discovered a number of migrated descriptive records for NZ e-collections which should have been suppressed.

Discussed proposed policy with Cataloging and Discovery Working Groups.

Create a Policy Statement

ERM Task Force in consultation with Cataloging Task Force

Jul 5, 2017