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eResource Migration - Early Considerations

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eResource migration allows libraries to take 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. This allows libraries to eliminate the need to manually synchronize records for electronic resources into the local catalog.

Your initial eResource migration and activation in Alma will depend on the package, the source or availability of electronic records and your current link resolver. The information below has been provided for your convenience.

Initial migration efforts are intended to populate/link your Institution Zone (IZ) with records to electronic resources, however Ex Libris also provides groups with an opportunity to configure distributed access to electronic resources through the Network Zone (NZ) and to provide ERM services if desired – all options that have the potential to minimize ongoing local handling of eResource metadata system-wide.

Notes about the Community Zone:

Initial migration – Institution Zone:

Your library will need 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.

  • Other link resolvers (e.g., EDS, Full Text Finder): are not supported by the Alma migration process and require the completion of an e-Activation form– a spreadsheet that you will complete and Ex Libris will load to your Institution Zone in Alma. 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 instance of Alma with records from the Central KnowledgeBase. These electronic records will be discoverable in Primo. Metadata is updated in the Central KnowledgeBase on a weekly basis.

  • P2E (Physical to Electronic): this process is used to migrate local electronic records that are not found in Alma’s CZ/Central KnowledgeBase or for local reasons are not to be migrated via the link resolver form (e.g., choices about metadata quality). Notes about P2E (Physical to Electronic Processing) can be found below.

Ongoing record handling:

The availability of up-to-date eResource metadata in the Central KnowledgeBase should eliminate the need to manually update metadata for a number of collections, however the following may also determine if a library decides to load eResource metadata locally:

An import profile can be created in Alma for any eResource collections that must be managed locally. This alleviates the need for repetitive batch editing/mapping with each collection update.

Network Zone Considerations:

Alma has the ability to centrally manage records and licenses in the Network Zone (NZ). This may allow libraries and OCLS to coordinate ongoing efforts to update metadata for a selection of libraries and resources. View following video resources for 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

This applies to records that cannot be migrated using an e-Activation worksheet (above) – usually content that does not belong to an eResource package or is not available in the CKB. Due to Alma’s database structure, local catalogue records for these electronic resources are migrated as physical resources, then changed into electronic resources via https://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 Location mapping tab. 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.

eResource Resources:

Read https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/E-Resource_Activations, https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/Electronic_Resource_Migration_General#Ebook_Central_Activations_(EBC) and https://knowledge.exlibrisgroup.com/Alma/Implementation_and_Migration/Migration_Guides_and_Tutorials/010Alma_Migration_Considerations_for_Consortia#Electronic_Inventory https://knowledge.exlibrisgroup.com/Alma/Product_Materials/050Alma_FAQs/E-Resource_Management/E-Resource_Workflows for more complete detail.

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