Welcome to Alma! This is a reference guide to help you get started with Alma Electronic Resources and Acquisitions processes. (Has not been updated with CDI information)
Note: The manual was originally based on the New Staff Training Group for Resource Management (Orbis Cascade Alliance). https://www.orbiscascade.org/file_viewer.php?id=4713
SUNY ERM Vocabulary page lists definitions for getting started ERM in Alma.
SUNY ERM Training information.
See Appendix A for definitions of CSU Alma and Primo Central terms and functions.
Alma LibGuide: Good resource for those new to Alma.
ULMS Policies:
Acq/ERM Policies, Best Practices, and Procedures
Shared e-resources:
Local e-resources:
Applies to both shared AND local e-resources:
Acquisitions Policies (Not specific to ERM)
1. Searching the Alma Repository
Description: Knowing what information is available via a Repository Search and how it is indexed is not always self-evident, but it is important to understand in order to prevent duplication of records and efficiently manage tasks.
What the different icons in the search results mean:
ExLibris: Search Result Icons
ULMS wiki: Alma Icons
Which fields are indexed in each search field
How the type of search performed (Physical titles vs. Physical Items, for example) affects which information and record links will be presented in the search results
Alma’s concept of inventory: physical (holdings and items) and electronic (portfolios and collections)
2. Acquisitions - Ordering E-resources
Description: The creation of a POL in Alma is typically where the e-resource activation workflow begins. Where to begin when placing an order in Alma (IZ, NZ, or CZ) depends on whether or not the resource being ordered is locally managed (a local subscription) or is part of an opt-in shared e-resource that’s centrally managed by the Chancellor’s Office.
ExLibris Knowledge Center:
ULMS Resources:
Ordering LOCAL Subscriptions
Ordering Shared E-Resources (Opt-in/ECC)
**See section 9 below for additional information related to shared e-resources.**
Shared e-Resources (ECC and Opt-in) - Consortial Acquisitions
For the procedures below, individual libraries will follow the instructions beginning on each page where it says “Libraries Start Here”
Procedures for Model 3 Opt-in e-Resources for a Single Source
Procedures for Model 3 Opt-in Single Source with Multiple Databases
Sharing and Ordering Abstracts & Index (A&I) and Zero-Portfolio e-Collections in the NZ
How-to Article:
3. Portfolios
Please take a moment to review “E-Resource Workflows” and “Managing Electronic Resources” in the KB.
Description: Portfolios identify characteristics of an individual electronic item (URL, etc.) and generate links for access to and coverage of electronic resources in Primo. They can exist in Alma on their own (standalone), be grouped into a locally created electronic collection, or can be linked to an existing CZ e-collection.
Understand the choices available for bibliographic records describing electronic resources in Alma (CZ records, OCLC records in NZ, vendor records).
See Appendix A -NZ, for more details on where records originate for the CSU in the NZ.
Activation
Activating portfolios.
Ex Libris Workflow video for activating portfolios and collections
Availability status, material type, activation date, and access type of the portfolio
Update/override links (URLS) and parser parameters.
*Note: To override parser parameters for an entire collection of portfolios (rather than just a single one), edit the Service rather than the portfolio.
Enable/Disable proxy for the portfolio
*Note: To set proxy for an entire collection of portfolios (rather than just a single one), edit the Service rather than the portfolio.
See Appendix A for a definition of “Linking” in Alma.
Update local or global coverage dates
Add/remove coverage embargoes
POL line, License, and PDA info.
Searchable in Advanced Alma search and in Alma Analytics.
*Notes can be assigned at the portfolio, service, and electronic collection levels in Alma. Electronic collection and service notes are inherited by ALL portfolios in that collection. Service level notes are NOT searchable.
Internal description are good for tracking local changes, what was change, when it was changed and who made the change.
Public notes or Authentication notes are good for notifying the public or restrictions or specific authentication steps needed for the e-collection or portfolio. Notes can be used to explain that an article search may need to be repeated if the e-collection only has journal-level linking.
HTML tags are also useful in highlighting public or authentication notes in Primo.
Displays a list of all portfolios linked to the same bibliographic record, along with corresponding coverage information.
Displays a list of changes that were made to the portfolio.
Working with portfolios in Electronic Collections
Linking local portfolios to the CZ
GOBI single title ebook activation workflows
Checking CZ Task List Update Reports
Check the weekly updates to the CZ. These changes are applied to any active e-collections in the IZ.
There is a presentation available on the wiki as well documentation from Ex Libris.
4. Managing Local Electronic Collections
Please take a moment to review “E-Resource Workflows” and “Managing Electronic Resources” in the KB.
Description: This training provides a high-level view of how electronic LOCAL (IZ) collections are managed in Alma.
***For shared e-resources (part of Opt-In or ECC subscriptions), please see section 9 below for additional information. In general, most campuses will NOT need to maintain IZ e-collections for these kinds of shared e-resources. Instead, they will be added to the shared license for the existing NZ Alma e-collection, maintained by Jessica Hartwigsen at the Chancellor’s Office***
Understand the choices available for bibliographic records describing electronic resources in Alma (CZ records, OCLC records in NZ, vendor records).
See Appendix A -NZ, for more details on where records originate for the CSU in the NZ.
Descriptive records for Alma E-Collections
Used for discovery purposes in Primo
CKB Descriptive Records for Shared Electronic Collections (applies to local AND NZ e-collections). For local IZ e-collections that require an unsuppressed bib record in Alma, it is recommended that PCC OCLC records are used instead of CZ records.
See Technical Services Open Forum Presentation for more details.
Managing Electronic Collections
Learn how to create a local electronic collection
Activation
How to reconcile an electronic collection in Alma based on the number of titles provided by the access provider/vendor.
How to compare a vendor title list to the Alma collection, using Fuzzy Lookup
Overlap and Collection Analysis tool in Resources Advanced Tools
Checking CZ Task List Update Reports
Check the weekly updates to the CZ. These changes are applied to any active e-collections in the IZ.
There is a presentation available on the wiki as well documentation from Ex Libris.
5. Primo Central Index (PCI) (Replaced by CDI)
Description: Primo Central Index Primo Central Index is an index that includes scholarly articles, ebooks, conference proceedings, newspaper articles, and more. PCI will be replaced by CDI (Central Discovery Index) in the first half of 2020. In addition to records published directly from Alma, Primo search results are also populated with records from PCI. PCI collections are activated and maintained separately from Alma e-collections, but PCI and Alma work hand in hand when it comes to determining the correct display of full-text availability in Primo. A thorough understanding of how PCI and Alma work together is recommended before PCI collections are activated. Please see the Overview document below for more information.
PCI Overview : understanding how Alma, Primo, and Primo Central Index activations work together
When to activate PCI collections in addition to, or in place, of MARC records or e-collections in Alma?
Examples of Alma, Primo, and PCI working (or not working) together.
How often are the holdings files updated for PCI.
6. Display Logic, Proxy, and General Electronic Services
Description: General Electronic Services (GES) provide a variety of options to end-users in the Primo online services (aka "View It") menu. Most notable is ILLiad, but other common GES include "report a problem" forms, Google Scholar searches, ERIC searches, and ProQuest dissertation searches. Display Logic allows you to control when, and for which users, different e-resources services and/or GES display to specific users.
OpenURL, Proxy, and Discovery Interface Display Logic in the IZ
How to articles:
7. Acquisitions - Invoicing
Description: Invoicing is one of the last steps in the ordering and activation workflow for e-resources. Invoices can be created manually, or automatically via EDI (depending on the vendor).
EDI (Electronic Data Interchange) Invoicing
8. Troubleshooting
Check out our How To Articles - there might be an answer to your question there!
9. Shared Acq/ERM (Opt-in and ECC) Resources
Description: Links to various resources for shared opt-in and ECC e-resource collections managed by the CO. These lists are useful in determining what each campus has subscribed to and what shared e-collections Jessica maintains in the NZ.
Title lists for shared opt-in and ECC packages
Lists what each campus has chosen to subscribe to the ECC or Opt-in resource for each fiscal year. Only applies to centrally negotiated (opt-in) e-resources, NOT local subscriptions!
Merged Lists - List of shared e-collections in the NZ
This list should match the list of e-collections that are “Available For” each campus in Alma’s NZ.
Jessica Hartwigsen (jhartwigsen@calstate.edu) maintains the shared NZ e-collections for the Opt-in and ECC collections.
Alma Weekly Updates to the CKB
Updates are sent by Jessica to all the campuses for the weekly updates applied by Ex Libris to the CZ.
Weekly updates sent out every Friday to alert users of changes to shared NZ e-collections, updates to NZ licenses, EZProxy stanza updates, and issues with subscribed resources. These documents are available online going back to April, 9, 2018.
Appendix A
Alma/Primo Glossary
Aggregator Package: A type of electronic collection that includes all titles (as opposed to a selective package, which includes only some of the collection’s titles).
Alma Link Resolver (UResolver): The Alma Link Resolver ensures that library patrons get the right links to library owned electronic content. This lesson provides an in-depth view of link resolving in Alma, including detailed demonstrations. Alma component that responds to external requests with a menu of physical, electronic, and digital services. For physical resources, requests are offered; for electronic resources, context-sensitive links are provided; for digital resources, direct links to the digital object are provided. More information available from training video. See wiki for difference between links from Alma vs Primo Central Index.
Auto-load Holdings: This is an integration profile that can be set up for a few e-collections. The e-collection is directly updated by a file sent by the publisher. The e-collections that can use this profile are ProQuest Ebook Central DDA, Springer Journals & Ebooks, Ovid, Elsevier Journals & Ebooks.
Available For: This tab or label indicates which library is sharing this electronic collection or portfolio in the NZ. This label appears on the ECC and Opt-in e-collections in the NZ.
Cancel POL: Canceling a PO line invalidates the PO line. For more information on canceling POL’s, see the Ex Libris Alma documentation.
Central Discovery Index (CDI): *Coming first part of 2020. Ex Libris is developing a new Central Discovery Index (CDI). This unified index will support both Summon and Primo, creating the best of breed discovery index by upgrading infrastructure and capabilities from the existing Summon and Primo Central indexes.
Close POL: Closing a PO line is used to indicate that the purchase was completed. POL’s that can be closed are “One-time PO lines that have been sent” and “Continuous PO lines waiting for renewal”
Collection Activation: The process of enabling access to e‐resources for patrons. Includes confirming that the library has access to the resource and setting up technical information so the public has access.
Community Zone (CZ): This is the Alma knowledgebase shared by the Alma community which contains electronic collections, portfolios, and bib records.
Electronic Collection: A collection of electronic resources that can contain packages (which include portfolios) or databases (which include URLs).
Electronic Core Collection (ECC): These are the resources that are negotiated, paid-for, and maintained by the CSU Chancellor’s Office. These central resources are managed in the NZ in Alma. More information about the ECC: current list of e-collections and information about what is the ECC.
Google Scholar Publishing: This is when the full text holdings file is sent to Google Scholar. Library holdings will appear when doing a search in Google Scholar.
Held by: This tab shows which library has a record for this item, physical or electronic. Usually referring to the bib record.
Institution Zone (IZ): This is the library’s individual inventory for bib records, portfolios, orders, licenses, user files, and circulation transactions.
Inventory: The resources that are owned or licensed by or associated with a particular library, institution, or consortium. All descriptive bibliographic metadata resides in the Metadata management system (MMS) with appropriate links from the inventory to the corresponding descriptive information.
License Management: The management of a contract between the library and a vendor for the lease of one or more copyrighted bibliographic databases or online resources. This includes creating, updating, and deleting licenses.
Linking tab in a Portfolio: This is the linking information used to link to a database or a journal from Alma. The Linking tab has information on the linking level for the journal or the electronic collection. Most e-collections are ARTICLE linking level but some are JOURNAL linking level. Many portfolios require a jkey or bkey to link directly to the journal. A local “parse parameter” (the term used for journal or article linking) can be added if the global “parse parameter” is not working correctly.
Material Type: The type of material, such as a book or electronic journal package, from which an item takes its form. Note that the material type does not control the PO line workflow and can be modified when creating/editing a PO line. An item material type manifests itself in Primo’s Get It/Details tabs.Material types are system‐defined and cannot be configured through the Alma interface.
Metadata Management System: The interfaces, functions, and data that define institutional systems and allow them to manipulate their descriptive metadata. The MMS includes a Community Zone and a Library Zone.
MMS Management Tags: Tags attached to each MMS record that define attributes to be used for further management of the record, such as exporting, publishing, and enhancing.
Network Zone (NZ): The Network Zone contains all the shared bib records and centrally paid-for and negotiated electronic collections. The CSU uses OCLC records for shared bib records and the CZ for shared electronic collections (ECC and Opt-in e-collections). There are three shared e-collections where the CSU uses OCLC bib records; Marcive, JSTOR DDA e-books, and Safari e-books.
NZ Negotiated Licenses: These are the negotiated licenses available in the NZ for ECC and Opt-in e-resources. The licenses contain the cost per library for the subscriptions to Opt-in resources as well as provide access to PDF copies of the signed agreements and spreadsheets of the title lists.
Opt-in Collections: These are the resources that are negotiated and maintained by the CSU Chancellor’s Office. These central resources are managed in the NZ in Alma.
Package/Collection/Resource: Formerly, a collection of portfolios from a specific data provider. (Analogous to SFX KB target.) Currently, the term and its functions are being combined with those of “database” to allow for more flexibility in both functionalities. Eventually, “package” and “database” will be deprecated and “electronic collection” will cover both entities.
Portfolio: The specific coverage, services, and link information relevant for a particular title within a package. May include administrative/access information. May be local or global. Analogous to SFX KB Object Portfolio.
Primo: Primo is the front end public facing interface to discover your holdings (print, electronic, images) from Alma (OCLC, vendor, CZ records), from external sources such as ContentDM, and from Primo Central Index (PCI). Each CSU has its own Alma, Primo and PCI to reflect its particular content; and we have the Network zone to reflect our shared content. Primo is updated with data from Alma every 6 hrs.
Primo Central Index (PCI): Primo Central Index is an index that includes scholarly articles, ebooks, conference proceedings, newspaper articles, and more. Review the PCI collections lists (alternative coverage, books, open access). PCI Overview in the wiki.
Primo Central Index (PCI) Link In Record: 'Link in Record' delivery method, this means that the full text links come directly from the PCI record and Alma Link Resolver is never involved. To see which resources are available in PCI, see Alma documentation.
Provider-Neutral/Database-only records: These are the records that represent the resources or electronic collections that do not have portfolios or link to a database or website. There are CSU-specific policies for their use in the NZ.
Purchase Order Line (POL): The PO line is the management unit of the order. This is the order form used to order physical and electronic items as well as subscriptions, ongoing as well as one-time orders. More information about each field of the POL are defined by the Alma documentation.
Selective Package: A type of electronic collection that includes only some of the collection’s titles (as opposed to an aggregator package, which includes all of the e‐collection’s titles).