Electronic Resource Workflows SBCTC – July 6, 2016 Justine Burchell| Implementation Consultant

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Collection Level Information Service Level Information Inventory Model Collection Level Information Service Level Information Portfolio Level Information

Inventory Model – Side note (Discovery & Delivery) PCI  Discovery Alma  Delivery PCI will allow patrons to discover citations with citation metadata. Primo then contacts Alma to see if it can deliver full-text. PCI, Primo, and Alma work together.

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Activate From the Community Zone Use when… Resource is available in the Community Zone Bib metadata is good You want to subscribe to automatic CZ updates to bibliographic records, linking information, and content (collection is updated when portfolios are added/deleted) Steps: Locate the collection or portfolio you want to order in the CZ & order. Follow the standard ordering workflow. Activate the purchased electronic resource. *You can order & activate or just activate, if you’re not using acquisitions.

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Local Electronic Collection & EOD Import Profile Use when… No CZ resource/CZ record is poor Good metadata from the vendor Vendor supports EOD Steps: Create a local electronic collection Use the New Order type of import profile to import bibliographic records from the vendor, creating a standalone portfolio for each title with its own PO line and access details.

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Local Electronic Collection & Repository Import Use when… No CZ resource/CZ record is poor Good metadata from the vendor Vendor DOES NOT support EOD Steps: Create a local electronic collection Import the records using the Repository import profile. Search for the resource and select Order (optional)

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Local Electronic Collection Use when… No CZ resource/CZ record is poor Inadequate metadata from the vendor Steps: Create a local electronic collection Add titles (portfolios) to the electronic collection. Either… Bulk import local titles into the collection via the portfolio loader or from a set Add local portfolios one by one. Order the Resource Activate the purchased electronic resource.

Inventory Model Common Workflows – Ordering/Activation Activate From the Community Zone Local Electronic Collection & EOD import profile Local Electronic Collection & Repository import profile Local Electronic Collection Maintenance & Troubleshooting Community Zone Task List Community Zone – Unlink/Link Portfolio Loader Change Electronic Portfolio Batch Job Import Profile “Edit Service”

Maintenance & Troubleshooting – Community Zone View changes to Community Zone linked records

Community Zone – Unlink/Link If you’re not happy with the quality of the descriptive records, you can use your own bibliographic records but stay connected to the CKB updates “ignore_cz_records” is set to “False” Create a repository import profile (no inventory) Set Import Profiles > choose profile > Match Profile tab > “Unlink bibliographic records from community zone” to ‘yes’) Create a file of the bibs to unlink Create a set in Alma Run the job “Export bibliographic records” Run the import profile

Maintenance & Troubleshooting – Portfolio Loader Complete – Delete. The portfolios that remain are the portfolios that are in the input file Incremental – Delete. The portfolios that remain are the portfolios that were not in the input file Complete - Update Update existing local portfolios with the information listed in the Excel file (for portfolios linked to the Community Zone, only the override information in the portfolio is updated) Incremental – Update Update the details of all electronic collection portfolios that are listed in the file. To get a file to edit, you can… Click “extended export” (.xls) of a specific collection in Alma Or, create a set of portfolios and export the content of the set using the “Export Electronic Portfolios” job

Maintenance & Troubleshooting – Sets & Jobs “Change Electronic Portfolio Information” Job Possible uses: Remove proxy prefix from migrated P2E electronic portfolios Change the Electronic Material Type Activate Portfolios Create Public/Authentication Notes

Maintenance & Troubleshooting – Import Profiles If you have established vendor relations for e-book collections update feeds, use an import profile to load the provided MARC records and update the relevant portfolios    

Maintenance & Troubleshooting – “Edit Service” Check Linking Parameters Make sure there aren’t any (unneeded) parser/URL over-rides

THANK YOU Justine.Burchell@exlibrisgroup.com