1. © 2015 Ex Libris | Confidential & Proprietary Yoel Kortick | Senior Librarian Alma Community Zone Collaboration and Automation

2. © 2015 Ex Libris | Confidential & Proprietary Agenda 2 1 Introduction 2 3 4 How is it done? 5 What’s been happening? What’s coming up and FAQ? The Community Zone Management Group

3. © 2015 Ex Libris | Confidential & Proprietary Our Goals 3 1.To have good quality descriptive records in the Community Zone Catalog 2.To have both individual portfolios as well as entire collections which 1.Meet the needs of the community 2.Are added to the Community Zone at a speedy pace

4. © 2015 Ex Libris | Confidential & Proprietary How do we get to this Goal? This goal can be acquired by working on two tracks: 1.Collaboration with Vendors 2.Contributions from the Community 4

5. © 2015 Ex Libris | Confidential & Proprietary Collaboration with Vendors 5

6. © 2015 Ex Libris | Confidential & Proprietary Collaboration with Vendors 6

7. © 2015 Ex Libris | Confidential & Proprietary Contributions from the Community One of Alma’s greatest assets is its user community. As such, Ex Libris has been working to create more options to allow the library staff to play an active role and collaborate in the Community Zone. Employing the wisdom of a broad base benefits all Alma users. 7

8. © 2015 Ex Libris | Confidential & Proprietary What can be contributed? The Community Zone now offers users the opportunity to 1.Update bibliographic records 2.Add portfolios to particular existing collections 3.Contribute entire collections. 8

9. © 2015 Ex Libris | Confidential & Proprietary Update Bibliographic records Institutions have always had the option of locally enriching Community Zone records which were copied from the CZ. By allowing institutions to enrich records directly in the Community Zone, everyone can benefit from the work of other libraries in the community. Any change to Community Zone bibliographic records is automatically reflected in the records at every institution that uses the Community Zone bibliographic record. 9

10. © 2015 Ex Libris | Confidential & Proprietary Portfolio Contribution New eBooks and eJournals are being published and changing at a rapid rate. Library staff therefore frequently add local portfolios so that patrons can access content immediately even before it reaches the CZ By having these local portfolios become global in the CZ the entire community can benefit 10

11. © 2015 Ex Libris | Confidential & Proprietary Portfolio Contribution Portfolios can be contributed to the following four electronic collections: 1.‘Free E‐ Journals’ 2.‘Miscellaneous Ejournals’ 3.‘Miscellaneous Free eBooks’ 4.‘U.S. Government Documents’ 11

12. © 2015 Ex Libris | Confidential & Proprietary Collection Contribution Alma’s international user community has much insight into the needs of library patrons in their respective regions and globally. Stemming from local needs libraries often create / purchase local collections not in the CZ. Libraries can now contribute entire collections to the CZ thus enabling all Alma users to benefit. 12

13. © 2015 Ex Libris | Confidential & Proprietary Agenda 13 1 Introduction 2 3 4 How is it done? The Community Zone Management Group 5 What’s been happening? What’s coming up and FAQ?

14. © 2015 Ex Libris | Confidential & Proprietary Editing CZ Bibliographic records - example

15. © 2015 Ex Libris | Confidential & Proprietary Editing CZ Bibliographic records Search CZ via ‘All Titles’, click ‘edit’ 15

16. © 2015 Ex Libris | Confidential & Proprietary Editing CZ Bibliographic records Make desired edit and save Here we add field 650_0 $$a Bibliometrics 16

17. © 2015 Ex Libris | Confidential & Proprietary Editing CZ Bibliographic records The change is automatically reflected in the CZ record and every institution sees the new version 17

18. © 2015 Ex Libris | Confidential & Proprietary Contributing Portfolios to the CZ - example

19. © 2015 Ex Libris | Confidential & Proprietary Contributing Portfolios to the CZ 1.Search institution for a portfolio in one of these collections: 1.‘Free E‐ Journals’ 2.‘Miscellaneous Ejournals’ 3.‘Miscellaneous Free eBooks’ 4.‘U.S. Government Documents’ 2.Switch to the ‘electronic services editor’ and then to the ‘Portfolio’ tab 3.Select ‘actions > contribute’ on the portfolio which you want to contribute to the Community Zone. 19

20. © 2015 Ex Libris | Confidential & Proprietary Contributing Portfolios to the CZ 20

21. © 2015 Ex Libris | Confidential & Proprietary Contributing Portfolios to the CZ 21

22. © 2015 Ex Libris | Confidential & Proprietary Contributing Portfolios to the CZ The portfolio is then immediately in the CZ accessible by all institutions for anyone to use 22

23. © 2015 Ex Libris | Confidential & Proprietary Contributing local electronic collections to the CZ - example

24. © 2015 Ex Libris | Confidential & Proprietary Contributing Local Electronic Collections to the CZ 1.Locate and open the local electronic collection that you want to contribute to the Community Zone. 2.Click Contribute to Community. 24

25. © 2015 Ex Libris | Confidential & Proprietary Contributing Local Electronic Collections to the CZ 3.Receive confirmation message and if desired include note to Ex Libris 25

26. © 2015 Ex Libris | Confidential & Proprietary Contributing Local Electronic Collections to the CZ 4.The contribution job is submitted 26

27. © 2015 Ex Libris | Confidential & Proprietary Contributing Local Electronic Collections to the CZ 5.The staff user receives notification of his submission 27

28. © 2015 Ex Libris | Confidential & Proprietary Contributing Local Electronic Collections to the CZ 6.The collection will then appear in the CZ under status ‘Contributed by’ and ‘Under Review’. After it is approved it appears as just ‘Contributed by’ 28

29. © 2015 Ex Libris | Confidential & Proprietary Agenda 29 1 Introduction 2 3 4 How is it done? The Community Zone Management Group 5 What’s been happening? What’s coming up and FAQ?

30. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group The Community Zone Management Group (CZMG) is a sub-group of the Alma Product Working Group (PWG) Among other responsibilities it works to enforce the Community Zone Advisory Guidelines. The CZMG works together with Ex Libris in maintaining and updating these guidelines as needed. The group is a “work in process” 30

31. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group The Community Zone Advisory Guidelines are available via a PDF document which is referenced in the Alma On Line Help. 31

32. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group 32

33. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group 33

34. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group Goals of the CZMG (part 1 of 3): Develop a plan for analyzing batch-loaded records from vendors or other sources to establish merge rules, including determination of primary source for correction, i.e. in the CZ or other sourcing such as CONSER Explore feasibility of working with publishers “upstream” for delivering fuller and better quality metadata. 34

35. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group Goals of the CZMG (part 2 of 3): Establish editing guidelines for community catalog records that will adjust and expand the standards in the initial Alma Community Catalog Document and serve as a resource for the Alma community to address misunderstandings or disagreements regarding the editing of CZ metadata. Establish communication channel with Alma users and between users and Ex Libris, particularly in the event of the addition of incorrect data to the CZ. 35

36. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group Goals of the CZMG (part 3 of 3): Advise Ex Libris on matters concerning authority records and functionality in the CZ and beyond. Initiate a system to suggest specific improvements and adjustments to Ex Libris on a formal, regular basis and work closely with Ex Libris on planning improvements and changes to the community zone. 36

37. © 2015 Ex Libris | Confidential & Proprietary The Community Zone Management Group The CZMG Members: Steve Shadle, University of Washington. Chair. Stacie Traill, University of Minnesota John Butera, Swinburne University Unni Knutsen, Universitetet i Oslo Ann Fath, Getty. Two more members yet to be drafted 37

38. © 2015 Ex Libris | Confidential & Proprietary Agenda 38 1 Introduction 2 3 4 How is it done? The Community Zone Management Group What’s been happening? 5 What’s coming up and FAQ?

39. © 2015 Ex Libris | Confidential & Proprietary What’s been happening? 39 Community Zone is open for editing bibliographic records for all customers [Feb. 2015] Community Zone is open for contribution of Electronic Portfolios [May 2015] Community Zone is open for Electronic Collection Contribution [June July 2015]

40. © 2015 Ex Libris | Confidential & Proprietary Contribution of Bibliographic Records 40

41. © 2015 Ex Libris | Confidential & Proprietary Contribution of Portfolios 41

42. © 2015 Ex Libris | Confidential & Proprietary Contribution of Collections 42

43. © 2015 Ex Libris | Confidential & Proprietary Top Bibliographic Contributors 43

44. © 2015 Ex Libris | Confidential & Proprietary Top KB (Portfolio and Collection) Contributors 44

45. © 2015 Ex Libris | Confidential & Proprietary Agenda 45 1 Introduction 2 3 4 How is it done? The Community Zone Management Group What’s been happening? 5 What’s coming up and FAQ?

46. © 2015 Ex Libris | Confidential & Proprietary Future plans for contribution 2016 H1 Contributors of electronic collections will be able to update contributed collections. Contribute bibliographic records of databases Contribute just bibliographic record and not also a database It can therefore be added to an existing database already in the CZ 2016 H2 Automatically upload originally cataloged institution bibliographic records to the Community Zone 'Like' for contributed collections 46

47. © 2015 Ex Libris | Confidential & Proprietary Automation of Electronic Holdings In the institution: Automatic feeds from different vendors for library's specific electronic holdings, including: New titles Deleted Titles Coverage updates Reduces manual intervention needed for keeping electronic collection holdings up to date 47

48. © 2015 Ex Libris | Confidential & Proprietary Automation of Electronic Holdings  Can be achieved by making an integration profile of type ‘Upload Electronic Holdings’ 48

49. © 2015 Ex Libris | Confidential & Proprietary Automation of Electronic Holdings Already exists for Elsevier for the following Collections (Other collections were consolidated into these two collections): Elsevier ScienceDirect Journals Complete Elsevier ScienceDirect Books Complete Provides the ability to update library's specific holdings with Elsevier collections In the coming months Proquest will also be added 49

50. © 2015 Ex Libris | Confidential & Proprietary FAQ

51. © 2015 Ex Libris | Confidential & Proprietary FAQ Question When we edit “regular” (not CZ) records in our institution and then save them we have the regular checks to make sure they are correct, such as not missing mandatory fields and errors on missing indicators. How will this be done when staff edit the CZ records? Answer When an edited Community Zone bibliographic record is saved, it is validated using the Community Zone MD Registry and validation routines. These are the same as a typical single institution. It is based on the policies of the community Zone management Group 51

52. © 2015 Ex Libris | Confidential & Proprietary FAQ Question If a user makes changes to a CZ record is it “permanent”? I know Ex Libris often updates the records with records from vendors. What will take precedence? The change made by a staff user or the newer vendor record? Answer Records edited by a member of the community can be merged with incoming enhanced vendor records, which could cause edits to be overridden. 52

53. © 2015 Ex Libris | Confidential & Proprietary FAQ Question Are all fields of the CZ records editable? Aren’t some used for other matching purposes and if they change it could cause problems? Answer Contributors may not edit the 022 field. Other fields may be edited. This restriction was created because many portfolios rely on the 022 field for linking. Editing this field could, therefore, destroy linking for other institutions. We plan to move the linking information to each portfolio and not rely on the 022 field in a future release. Once this takes place, we will remove this restriction. 53

54. © 2015 Ex Libris | Confidential & Proprietary FAQ Question When a staff member of an institution somewhere in the world decides to contribute portfolios to the CZ can he contribute to any collection? Answer The community currently can contribute portfolios to the following collections. All other collections remain under the auspices of Ex Libris. Users can contribute to: 1.‘Free E‐ Journals’ 2.‘Miscellaneous Ejournals’ 3.‘Miscellaneous Free eBooks’ 4. ‘U.S. Government Documents’ 54

55. © 2015 Ex Libris | Confidential & Proprietary FAQ Question When a user somewhere in the world makes a change to a portfolio will it effect only institutions who will activate it from CZ after he edits it? Or is it ‘retroactive’? Answer Any modification to a portfolio in the Community Zone changes the portfolio for every institution that has already activated that portfolio or will activate in the future. 55

56. © 2015 Ex Libris | Confidential & Proprietary FAQ Question The discussions I have heard have always focused on adding or editing portfolios in the CZ. What about deletion? Answer Portfolios can be added or modified by staff of institutions but cannot be deleted. 56

57. © 2015 Ex Libris | Confidential & Proprietary FAQ Question What is the basic criteria for contributing collections to the CZ. Can an institution contribute anything they want? Answer (part 1 of 2) Ex Libris requires that the submitted collections be: 1.Academic in nature 2.Not already found in the Community Zone See also the On Line help at “Metadata Management > Community Zone Contribution Guidelines”. 57

58. © 2015 Ex Libris | Confidential & Proprietary FAQ Question What is the basic criteria for contributing collections to the CZ. Can an institution contribute anything they want? Answer (part 2 of 2) Collections representing packages should include: A bibliographic record describing the collection Portfolios that reflect all relevant content that can be acquired as part of the collection A full bibliographic record for each portfolio Linking information for each portfolio Coverage information for each portfolio (serial content only) 58

59. © 2015 Ex Libris | Confidential & Proprietary FAQ Question Will the community be contributing collections which have portfolios (package-based) or also collections of type database? Answer (part 1 of 2) Collections contributed to the Community Zone can represent 1.Packages 2.Databases. 59

60. © 2015 Ex Libris | Confidential & Proprietary FAQ Question Will the community be contributing collections which have portfolios (package-based) or also collections of type database? Answer (part 2 of 2) Collections can represent databases (submitted without portfolios) and should include: A collection‐level bibliographic record A link to the native interface Examples of such abstracting and indexing databases are PubMed Web of Science Scopus 60

61. © 2015 Ex Libris | Confidential & Proprietary FAQ Question When someone submits a collection to the CZ and then gets message “The collection contribution job was submitted successfully” what happens next? Answer The collection will appear as “Status Under review”. The Ex Libris Data Services team will respond to the submitter within five business days. Possible responses include: Contribution approved Contribution cannot be included in the Community Zone (with a reason provided) More information is required 61

62. © 2015 Ex Libris | Confidential & Proprietary FAQ Question After a user somewhere in the world has submitted a collection is he “all done”? What happens for example if later a change needs to be made? Answer The submitter is fully responsible for updating the collection (H1 2016). Data Services will neither update nor fix issues reported by customers regarding such collections. If customers open cases regarding contributed collections, Data Services will refer the customer to the submitter for support. 62

63. © 2015 Ex Libris | Confidential & Proprietary THANK YOU Yoel.Kortick@exlibrisgroup.com