1. Yoel Kortick Senior Librarian
Legal Deposit in Alma
Yoel Kortick Senior Librarian

2. The order process for legal deposit
Introduction
Legal deposit in Alma
The setup in Alma
The order process for legal deposit
Legal deposit and Alma Analytics

3. What is "Legal Deposit"?
Legal Deposit is a system whereby, under legislation, all publishers in a particular country must deposit one or more copies of their publications free of charge with the National Library of that country. This typically includes physical and electronic resources.
This enables the National Library of the specific country to collect, preserve, and make available the documentary heritage of the country.
While specific details of the "Legal Deposit" may vary from country to country, these basic tenets remain the same.

4. This is useful for three reasons:
What is "Legal Deposit"?
It is common for the library to create an "order" (POL) for the item, either before or after receipt of the item.
This is useful for three reasons:
Being able to order and claim from publishers who may have "forgotten" their obligation
Keep track of which publishers have sent which inventory and when. This is useful for reporting in Alma analytics
Being able to automatically send out acknowledgement of receipt letters to the publishers.

5. What is "Legal Deposit"? National Library Publisher

6. The order process for legal deposit
Introduction
Legal deposit in Alma
The setup in Alma
The order process for legal deposit
Legal deposit and Alma Analytics

7. Legal deposit in Alma
A National Library which receives publications at no charge from vendors can use the Legal Deposit acquisition method.
Thus is a streamlined process of acquisitions which works very similar to the other types of acquisitions orders.

8. Legal deposit in Alma
The Legal Deposit acquisition method is unique in that it allows a zero value for a PO Line and a notification to the vendor is sent using dedicated "Legal Deposit" letters.
Thus the Legal Deposit acquisition method does not require funds or a price, but does send out a PO Line order letter. The specific order letter is unique for Legal Deposit.

9. The order process for legal deposit
Introduction
Legal deposit in Alma
The setup in Alma
The order process for legal deposit
Legal deposit and Alma Analytics

10. The setup in Alma
In order to be able to use legal deposit the acquisition method "Legal Deposit" must be activated.
Navigate to "Acquisitions configuration menu > Purchase Orders > PO Line Types > Acquisition method" and activate the method "Legal Deposit"

11. Legal Deposit Claim Letter Legal Deposit Order Letter
The setup in Alma
It is likely that the library will want to customize the following three letters which are used for orders which have acquisition method "Legal Deposit":
Legal Deposit Claim Letter
Legal Deposit Order Letter
Legal Deposit Receipt Letter

12. These letters are configured in the same manner as all other letters.
The setup in Alma
These letters are configured in the same manner as all other letters.
General Configuration menu > Letters > Letter s
General Configuration menu > Letters > Customize Letters

13. The order process for legal deposit
Introduction
Legal deposit in Alma
The setup in Alma
The order process for legal deposit
Legal deposit and Alma Analytics

14. The order process for legal deposit
The order is placed in Alma just like any other order.
A "Purchase Type" and "PO Line Owner" are chosen.
If desired a POL Template is used.
The primary difference is that the acquisition method in the POL is chosen as "Legal Deposit".
Subsequently the Price is 0.00 and the fund is left empty.

15. The order process for legal deposit
Legal deposit order POL-2358 is placed from vendor "TAFE Old English … " for title "Community Law Music".

16. The order process for legal deposit
POL contains no price and no fund
Acquisition Method = Legal Deposit

17. The order process for legal deposit
The letter "Legal Deposit Order Letter" is sent to vendor (publisher who by law must send a copy)
Part 1 of typical sample Legal Deposit Request Letter

18. The order process for legal deposit
The letter "Legal Deposit Order Letter" is sent
Part 2 of typical sample Legal Deposit Request Letter

19. The order process for legal deposit
The item now arrives to fulfill the order and staff librarian receives it in the receiving workbench.
The process at this point is identical to other order types.
The "Legal Deposit" item arrives from the publisher.

20. The order process for legal deposit
The vendor (publisher who by law must send a copy) automatically receives the letter "Legal Deposit Receipt Letter"
Part 1 of typical sample Legal Deposit Receipt Letter

21. The order process for legal deposit
Part 2 of typical sample Legal Deposit Receipt Letter

22. The order process for legal deposit
Introduction
Legal deposit in Alma
The setup in Alma
The order process for legal deposit
Legal deposit and Alma Analytics

23. Legal deposit and Alma Analytics
As stated earlier in the presentation, one of the benefits of using the Legal Deposit workflow in Alma is to be able to track the legal deposit flows via Alma analytics.
In any subject area which includes the POL folder, a filter can be created which states that the "acquisition method = Legal Deposit"
Thus includes, for example, the "Funds Expenditures", "Physical Items" and "E-Inventory" subject areas.

24. Legal deposit and Alma Analytics

25. Legal deposit and Alma Analytics
Here for example is the criteria tab of a report in the physical items subject area called "Legal Deposit Acquisitions "
Acquisition Method = "Legal Deposit"

26. Legal deposit and Alma Analytics
The results include the example used here in this presentation: title “Community Law Music …"

27. Legal deposit and Alma Analytics
On the next slide for example is the criteria tab of a report in the physical items subject area called "Items received in previous calendar year from vendor Brisbane News"
It displays the vendor name, title and physical item description.
It filters by vendor name, acquisition method = Legal deposit, and the Receiving Date is within the last year.
This may be useful, for example, if there is a need to send a list of arrived items during a certain period to a certain vendor.

28. Legal deposit and Alma Analytics
Acquisition Method = "Legal Deposit"
Receiving date filter by last year using SQL

29. Legal deposit and Alma Analytics
Here are the results

30. Yoel Kortick Senior Librarian
Thank You
Yoel Kortick Senior Librarian