Summary

The initial Alma migration process is designed to populate the Institution Zone (IZ) with records that match your electronic collections. This will allow allow users to search for your electronic resources in Primo VE upon Go Live. The electronic resource migration process process takes advantage of Alma’shttps://knowledge.exlibrisgroup.com/Alma/Product_Materials/050Alma_FAQs/E-Resource_Management/Central_KnowledgeBase_(CKB) – a collection of metadata for electronic resources, maintained by Ex Libris and accessible through the Community Zone. The availability of this Community Zone metadata can eliminate the need to manually load records for most electronic resources into your Institution Zone (IZ). See the https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Electronic_Resource_Migration_General#Ebook_Central_Activations_(EBC) for more complete information.

Initial migration

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options – Institution Zone

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Your library will be directed to use one or more of the following approaches to populate your Institution Zone (IZ) with eResource metadata. The first two options depend upon which link resolver you currently use, and are largely dependent upon the availability of metadata in the Central KnowledgeBase. A

1. SFX or 360Link

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SFX and 360Link are supported by the Ex Libris migration. Link resolver information is exported, processed and activated in your Institution Zone (IZ). Your instance of Alma will be populated with records from the Central KnowledgeBase. These records will be fully discoverable in Primo VE. More specific information from the Ex Libris Knowledge Base is available for https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/360_and_Intota_to_Alma_Migration_Guide, https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/360_Link_Resolver_Activation_Report and the https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/SFX_to_Alma_Migration_Guide.

See the 360RM and Intota Migration Tutorial for more information. B

2. Other link resolvers such as EDS & Full Text Finder

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Other link resolvers such as EDS & Full Text Finder are not supported by the Alma migration process and require the completion of ane-Activation form– a spreadsheet that you will be asked to complete and return to Ex Libris. This spreadsheet has a number of tabs that will allow you to select full and selective packages. By uploading this spreadsheet, Ex Libris is able to populate your Institution Zone with records from the Central KnowledgeBase. These electronic records will be discoverable in Primo. C.

See the Link Resolver to Alma Activations Tutorial for more information.

Submitting E-Resource Activation Forms

Please upload your e-Resource Activation Form to your MFT folder and then add a comment in the Support Portal.

If you need help with MFT, see this Basecamp document or post on the Basecamp message board.

3. P2E (Physical to Electronic) – for records that are NOT in the Central KnowledgeBase (CKB)

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Notes on P2E (Physical to Electronic Processing) at Migration: A process to migrate local electronic records that are not found in Alma’s CZ/Central KnowledgeBase or are not to be migrated via the link resolver form (e.g., choices about metadata quality). Due to Alma’s database structure, local catalogue records for these electronic resources are migrated as physical resources, then changed into electronic resources viahttps://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Physical_to_Electronic_(P2E)_processing. In brief, this may involve the following steps: Ensure the links for locally catalogued eResources in your source system are active. Consistently identify/tag catalogued eResources in your source database (If not done already). You’ll be mapping these tags to locations and identifying these locations as electronic resources on the Alma Migration Form, Location mapping tab. Also, there is a P2E section on the Questionnaire tab of the Migration Form that will ask you to specify which fields/subfields contain electronic resource linking information. The bibliographic records for these collections will be sent to Ex Libris along with the rest of your MARC records. Creation of an input file (csv format) of bib record numbers that correspond to the eResource collections that you are migrating from your source system (e.g., from MARC 001). The migration specialists will match this file to the corresponding recently imported bibliographic records in Alma to create electronic portfolios. Once migrated, Ex Libris may guide you to run a job in Alma to update your proxy prefix if changes are made to local authentication policies. Running this job in Alma will update user access via Primo. See notes below for ongoing record handling of local eResource metadata. More system specific instructions will be provided for creating P2E filesFind detailed P2E instructions for the Symphony colleges on the P2E Instructions page. See the Migration of Physical to Electronic (P2E) Resources in Alma Tutorial for more information.

Ongoing record handling - Institution Zone

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The availability of up-to-date eResource metadata in the Central KnowledgeBaseshould eliminate the need to manually update metadata for many eResource collections, but there may be some exceptions. The following factors may determine if a library decides to load eResource metadata locally on an ongoing basis:

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Note: If a library chooses to manage eResource metadata locally, an import profile can be created to alleviate the need for repetitive batch editing/mapping with each subsequent collection update.

Network Zone Considerations – Future considerations

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Ex Libris provides consortia with some opportunities for shared management of eResources. These are options that can be discussed/configured at a later date:

eResource Metadata: not available in the Community Zone can be loaded/enabled at the Network Zone for subscribing member institutions. Access or coverage can be limited to certain institutions through the creation of configurable "inventory management groups". https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/03_Managing_Records_in_Consortia/070Configuring_Distributed_Access_to_Electronic_Resources_from_the_Network_Zone may allow libraries and OCLS to coordinate ongoing efforts to update select metadata. The following video resources provide additional context: http://exl-edu.com/01_Alma/Alma_Collaborative_Networks_(Alma_Consortia)/Alma_Collaborative_Networks-Introduction/story_html5.html?lms=1 and http://exl-edu.com/01_Alma/Alma_Collaborative_Networks_(Alma_Consortia)/Shared_Bibliographic_Records_in_the_Network_Zone/story_html5.html?lms=1

ERM: Ex Libris offers three different scenarios for purchasing and negotiating eResources jointly: 1. Acquisitions done entirely by network; 2. Negotiation type license in NZ and Purchase order lines in member institutions; 3. Shared licenses from Network Zone and POLs in member institutions. For information on joint acquisition workflows involving central negotiated licenses on behalf of consortia members see https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/100Managing_Multiple_Institutions_Using_a_Network_Zone/06_Acquisitions_in_Consortia/01_Central_License_Negotiation and https://knowledge.exlibrisgroup.com/Alma/Product_Materials/050Alma_FAQs/E-Resource_Management/E-Resource_Workflows.