Page Comparison

Table of Contents

Handouts, resources and display documents

Pre-reading and reference documents

• ERIN Application reference
• Licenses reference
• Usage Statistics in Alma reference
• Vendor information for e-resources processes reference
• Introduction to the Community Zone pre-reading

Outline and Links to related documentation

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Script

Introduction

Welcome to eResources 1. My name is ..... and our facilitator/s in this class is/are... .

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Let's start by introducing ourselves. (Go around the room and ask everyone to share their name, library/unit, and how this class relates to their work.)

Now, if you haven't already, please log in to Alma.

High level overview of electronic resources

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• Ebooks and electronic E-books and e-journals are ordered just like their print counterparts (See acq acquisitions training), but don't require any item or shelf prep work, hence there is no location in Alma for e-resources.  Individual title purchases may start with patron requests or the work of selectors.  New requests are tracked in the Eresources group using ERIN, a workflow managing tool.management tool.  Because there are a lot of pieces to the workflow and certain things have to happen in a certain order, it's very helpful to track each piece and have everything documented.
• In most cases, electronic content lives at the vendor/publisher site, and we essentially lease access to that content via licenses, negotiated in the e-resources unit. 
• Generally speaking we purchase Harvard-wide electronic access - authenticated use is via ip IP address.     Off campus access goes through the a proxy server, for which challenges users must use for their Harvard credentials (e.g., Harvard Key).  Alma facilitates linking via the proxy server so that anyone using Hollis from any location can access e-resources if they have a Harvard Key. We no longer create local URNs in batch or individually.  A few resources require users to create an additional user account (e.g., WSJ, Financial Times).
• There are many different purchasing models for ebook publishing:  ebooks take many forms.  Integrating resource, pdf or html versions of the print book, downloadable, etc...[flesh this out more]e-resources:  like print materials, we create one-time or continuous orders, depending on how the resource is being sold to us.  In the case of e-books, there are many different purchasing and access models.  Some publishers sell individual books (often purchased via GOBI), others only sell packages of e-books which are purchased directly from the publisher.  Some publishers offer frontlists, lists of books that they expect to publish in a given year. Similarly for e-journals, we can order electronic subscriptions individually via our subscription agents, or in packages, often directly from the publisher. In Alma, packages of e-books or e-journals are called Electronic Collections, and they are either selective packages or aggregator packages. 
• Once purchased and available on the publisher site, e-books and e-journals must be "activated" in Alma for users to be able to find them in Hollis.  This happens via the CZ.
• CZ records are activated in Alma, which creates an instance of the same record in our IZ.  Any updates to the CZ record from Ex Libris will be reflected in our IZ records automatically.
• Records from the CZ can be enhanced with additional subject headings, etc. in the metadata editor.
• We get standardized COUNTER reports for journal and book usage via Alma's SUSHI service.  These reports inform decisions about whether to keep or cancel low use journals, or buy additional content for heavily used titles.
• Troubleshooting Problems:  occasionally we lose access to eresources, sometimes because the publisher detects suspicious activity from a Harvard account, but problems can occur for any number of technical reasons.  Troubleshooting electronic resources is a daily activity and can involve staff from LTS and HUIT.  Access problems are usually tracked using Footprints tickets.
• Journal cancellations, end of life for ebooks:  When libraries cancel journal subscriptions, we often retain access to the years that our subscription was active (not always!).  In these cases, we update the coverage statement in Alma to reflect our entitlements.  Similarly, if we lose access to an ebook, it needs to be deactivated in Alma and the corresponding records updated.
• There are multiple ways to activate e-resources in Alma, we would like to emphasize using the task list for this process.
• Disclaimer: there are many ways to accomplish the same task in Alma.  Workflows for many of these tasks are still being thought outdeveloped.  When in doubt about anything, ask your manager or eresources e-resources staff.

Basic

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Topics 

Overview of pre-Alma workflows: Aleph, SFX, Verde, ERNIE, ERIN (screenshots)

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• Aleph:  orders and invoices, bringing in records, creating holdings
• ERNIE: create URN for resource, add URN to holdings record
• VerdeVerde ERM: activating resources, maintaining platform and license info
• SFX KB: activating resources & services, updating coverage, batch changes to packages, generating reports
• Ustat usage reporting
• ERIN: tracking requests, organizing workflow across units

Overview example:  all the pieces from ordering through activation - what does the ideal scenario look like?  Jamie's video is a good example. (link)  Example: Ordering and activation of One-Time eBooks via GOBI : Video link and Script

• Selector selects / Patron request received
• Acq staff places order with vendor
• Acq staff creates order in Alma
• Electronic resource activated in Alma (may involve additional cataloging work, always involves linking)
• Invoice processed in Alma

The Eresource task list - when resources are ordered but not yet activateactivated, they will appear on the Electronic Resource Activation Task List.

• from From the task list, staff can test access and activate resources.
• analogous Analogous to work orders/receiving workflow - click 'Done' or it will stay on the list.  (Reference acquisitions & order maintenance classes.)

Intro to CZ – searching, interpreting records, levels (service, collection, portfolio)

• portfolios are individual title level and must be part of a collection
• portfolios Ex Libris is planning to enhance task list functions in a future update based on feedback from library partners.

Introduction to the Community Zone

"The Alma Community Zone (CZ) is a shared repository for all Alma users. It includes authority records, bibliographic metadata, and an electronic materials knowledge base."

Bibliographic records in the Community Zone come from a variety of sources. The sources are not all shared with customers, but we know it includes CONSER database and ebook records from many vendor sources.

In the CZ, you find "community" (all Alma customers) versions of the following:

• Electronic Collections - equivalent to a Verde package record or an SFX Target.  Collections (with the exception of Database types) contain portfolios. 
  
  1. Aggregator package: a type of electronic collection that includes all titles (Clinical Key)
  2. Selective package: includes only some of the collection’s titles (Stat!Ref)
  3. Database: type of electronic collection whose resources cannot be individually managed. Databases DO NOT contain portfolios.  (e.g. World Communism: Pamphlets from McMaster University)
• Services - (e.g., full text or abstracts).  Proxy settings for e-resource portfolios are set at the service level. Portfolios inherit linking settings from services.
• Portfolios - individual titles that are part of a collection. They are normally e-books or e-journals.
  
  
• Portfolios are grouped/organized into collections.  A collection can contain active and inactive portfolios.  you You can see a list of all the portfolios in a collection. best practice is that portfolios must be part of a collection.
• proxy settings are set at the service level, portfolios inherit these settings
• conceptual difference between collection & portfolio - analogy to print inventory (reference items & holdings class)
• When we bring in a record from the Community Zone, it lives in our Institution Zone but is still linked to the version in the CZ.  Updates or enhancements to the records will be reflected in our IZ records.
• Example: ClinicalKey, frontlists in the CZ
• Example: Foundations for global health practice
• Note: How to search for a collection or database: Use "Electronic Collection / Electronic Collection Name"

Activating Journals (continuous orders) - task list

• click on task list at top right
• choose 'electronic resources activation'
• search for 'The Laryngoscope'
• from ellipsis, choose 'test access'
• from ellipsis, choose 'activate'
• from ellipsis, choose 'done'

Activating Journals (continuous orders) - alternate workflow - ADVANCED

• Example:  search for 'The Laryngoscope'
• in this example, we discover that this title has moved from one platform to another, and we need to activate it on the new platform.
• find electronic version, expand portfolio list - note that Interfaces can have multiple collections (e.g., wiley)
• find inactive portfolio, click on 'view' (sandbox acts a little funky at this step for some reason)
• in electronic portfolio editor, click 'active' radio button
• update coverage if necessary on coverage tab

Activating single Ebooks

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- task list

• click on task list at top right
• choose 'electronic resources activation'
• search for 'Arts Therapies in the Treatment of Depression'
• from ellipsis, choose 'test access'
• from ellipsis, choose 'activate'
• from ellipsis, choose 'done'

Activating single Ebooks - alternate workflow - ADVANCED

• Example: search for 'Arts Therapies in the Treatment of Depression' (1-315-45441-6)if no IZ records, check CZ
• click on Portfolio List
• find correct portfolio in list (Ebook central), click 'activate' - creates new portfolio
• click on blue house icon to view new portfolio, click 'edit portfolio'
• click linking tab - from here you can test access
• note proxy settings: do you need to change?  (no)in header, click 'view all collection's services' - note proxy settings on 'additional' tab
• further work: Relink to another bibliographic record (advanced topic?)
• are we done?

Linking to descriptive record (move to Advanced topics)

• Search external resources
• Find better record & import it
• note MMSID (just in case!)
• return to ebook portfolio, click 'relink to another bib record'
• search for new record in list
• choose option to delete old record

What if it's not in the CZ?

• Local portfolios
• Local collections
• When in doubt, ask eresources staff for help

Advanced Topics

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Linking POLs

Proxy issues: table of proxy settings & their effects at different levels (screenshot)

Updating multiple portfolios at once - loading sets of ebooks into a collection

Local collections and portfolios - e.g., linking a local portfolio to a collection

Moving from platforms of individually cataloged ebooks with static URNs to CZ Collections/Portfolios and parse parameters

Platform example: ClinicalKey? PsychiatryOnline?

Best practices?  Getting all the pieces connected

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