- Liana Giovando to translate the eResource Migration - Early Considerations into a BN.
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 most 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.
Initial migration efforts are intended to populate/link your Institution Zone (IZ) with records to electronic resources. However, Ex Libris also provides consortia 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:
Provider Zone is a sub area within the Community Zone that allows providers to upload content directly. Go to https://knowledge.exlibrisgroup.com/Alma/Content_Corner/Supporting_Resources/Provider_Zone_Documentation to learn more.
To know which databases are available in the Community Zone (CZ), download the latest Alma Static Collection spreadsheet at https://knowledge.exlibrisgroup.com/Alma/Content_Corner/Supporting_Resources/Alma_Community_Zone_Collection_List.
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. These options are largely dependent upon the availability of metadata in the Central KnowledgeBase.
SFX or 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 is populated with records from the Central KnowledgeBase. These records will be fully discoverable in Primo. Metadata will be updated as the Central KnowledgeBase is updated. 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.
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.
Notes on P2E (Physical to Electronic Processing) at Migration:
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.
Ongoing record handling - Institution Zone:
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, but there may be some exceptions. The following factors may determine if a library decides to load eResource metadata locally:
absence of some collections in the https://knowledge.exlibrisgroup.com/Alma/Content_Corner/Supporting_Resources/Alma_Community_Zone_Collection_List (particularly select streamed video collections);
metadata quality for given collection. While most are robust, there may be some collections for which the metadata is weak.
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 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
Inventory Management Groups: Alma has the ability to centrally manage eResource records in the Network Zone (NZ), allowing for coordinated efforts to access content and update metadata. 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
eResource Metadata: can be loaded/enabled at the Network Zone for subscribing member institutions and/or ‘Inventory management groups.’ Alternately, eResource metadata loaded by the Institution to the Network Zone.
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 consortial members and their related electronic ordering of negotiated licensed material, 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.
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.