Contributing to the community: E-Lyfrau Coleg Cymraeg Cenedlaethol Amy Staniforth & Iona Hopkins Introduce selves Iona Went live in July 2015 Lots of different learning curves Do find that material acquisitions and cataloguing have to (and benefit from) working much more closely together Amy Today we will talk about the first new thing we have done together in Alma – new because creating records and portfolios and sharing them… We decided to do this chronologically so you can see how we floundered and what we have, hopefully learned…

Iona Customer services received message about CCC digital Welsh ebooks and asked in general email if we could get these into Primo (reference slide) Amy Subject librarian Lloyd Roderick read and told us AU academic was author of one of the books which was having a launch asap So, very current

Amy In past (pre-us) cataloguing didn’t get involved in e-books – should have good records and now we are part of the import process We have a number of different purchased and OA ebooks (reference slide) Iona In voyager these were not part of collections – stand alone ‘portfolios’ So we imported individual records from Dawsonera Christiane imported bulk records for other vendors And in Primo the link text read “Full text available at: view full text” In Alma – this has been all shaken up! Material Acquisitions created vendors in Alma which we could then draw upon for the link text that you can now see in Primo (particularly useful where we have multiple platforms and payment models)

Amy Once a vendor is in the system we can create an import profile for the records and portfolios and we have a few of these… Our first thought was “Yes” we can get these ebooks into Primo by setting up an import profile… But…after a few confused messages between ourselves in different parts of the library and with CCC – in English and Welsh… We realised that there were no records or portfolios to import So decided in a rash moment – to create them and share them!

Amy Merrily cataloguing away from the ebooks themselves from the list in CCC webpage, treating the records as we would the print but adding reproduction info in the 533 and 710 fields whilst using the ebook isbns and pagination. Iona used the Ex Libris spreadsheet to create local electronic collection with info from the ccc contents page Amy added mms ids to the latter Started to have some inkling of the possible issues… Worried about if they were accessible to anyone or if we needed some sort of AU/Higher Ed. Authentication Issues of hybrid print & e nature of records Also worried we didn’t have a fixed list, only going off web contents page…(Paul O’Leary didn’t stay at the top!)

Amy Turned out that the contents page was not definitive because books were still being added – at random times Iona Contacted CCC because of the new items…sent them a list of our uploaded records/portfolios It was only when we shared this that we found out there were stable identifiers we could have used in the records and we had to go back and swap them… And that new books were still being digitised

Available open access: Amy At this point went looking for help… OBP publishers use cataloguers at St Andrews St Andrews also raised the issue of cataloguing ebooks – provider neutral co-operative cataloguing rules try to minimise duplication of ebook records just because of different vendors… Were we adding to this, or could we argue that these are part of a digital preservation exercise such as Hathi Trust? The latter mean we could keep our CCC information but we would have to add local marc sub-fields as would each new institution using the records. I couldn’t decide, asked LIS-Wales & UK and plumped for the latter…. They strongly suggested that we have a lot of “conversations” at the outset with publishers because our system needs aren’t obvious to them… Iona So Iona got back in touch to ask for regular updates of the sorts of information we would need to stay up-to-date And I got in touch to talk about our workflow needs and to say we could share our marc records with them if they wante dto make them available to other (non –Whelf, for example) libraries and if they like the idea they should contact OBP to see if they could find out how to host the records… Available open access: http://www.cilip.org.uk/sites/default/files/documents/catalogue_and_index_issue_181_december_2015.pdf

Amy Corrected the records with the new information as we wanted them to start right Iona Finalised the spreadsheet and created a local electronic collection by uploading the spreadsheet to Alma and matching with the mms ids in the bib records… (collection and portfolio level records for Primo) Some probably didn’t import properly (poss isbn issue) but then they resolved? Once we checked the records in our institutional Primo we found the “contribute to community” button and clicked it! Then waited for a message from EL while ‘under review’ within 5 days and weeks later went looking and found them in the CZ! Realise now may need to change configuration so that we receive emails (Christiane??)

Amy - Example record – strange use of 090 and note our 990 and EL 999 - can’t seem to add portfolios to the collection so the ongoing digitisation could be an issue…no response on Alma-L so SF case open for this and the odd looking fields…nothing yet! (see earlier slide)

Iona Collection and e-books available in Primo…and a lot (not all yet!) are available in the CZ Amy Please use them – correct them and let us know if/how it works…