P2E Instructions for Symphony Colleges

Owned by Liana Giovando
Last updated: Nov 02, 2021
3 min read

The P2E process involves identifying electronic resources included in your catalogue that are not in the Alma Community Zone and not activated via the link resolver activation sheet. OCLS offered to help Sirsi colleges by batch exporting electronic collections to a P2E file that will be used to notify Ex Libris of records that should be processed as electronic, rather than print resources in the migration.

Colleges will be responsible for updating the P2E file manually with stand-alone title information. If you chose to exclude eResources from your extracts, we assume you will not need to use the P2E process.

UPDATE

OCLS found a large number of duplicate records in some college P2E files and will endeavor to de-duplicate these lists. The number of duplicates range into the hundreds of thousands and it is not feasible to identify each one.

In the spirit of Ex Libris' “Let it Fly” approach, we will de-duplicate what we can for Test Load and deliver these files to Ex Libris MFT folders on your behalf. Everyone should pay close attention to duplicate records in our test environments and use that experience to plan accordingly for Cut Over.

Following the instructions below will help OCLS identify collections for batch export to your P2E file.

Date

Instructions

Between now and October 15

Review eResource Migration Backgrounder eResource Migration - Backgrounder

Between now and October 22

Create list of specific electronic resources Collections that can be identified in your ILS.

  1. Create a list of your collections and stand-alone titles loaded to your catalogue.

  2. Check if the community zone already has your resources by referring to this list of items included in the Alma Community Zone: https://knowledge.exlibrisgroup.com/Alma/Content_Corner/Supporting_Resources/Alma_Community_Zone_Collection_List

  3. Remove items from the list that are already in the Alma Community Zone. (Bibliographic records for collections available in the Community Zone do not need to be submitted to ExLibris for migration. These items can be activated either through your SFX, 360 link activation, or your generic eResource activation.)

  4. The remaining items on your list should be resources that are NOT in the Community Zone.

  5. Set aside stand-alone titles that do not belong in collections from this list. Keep that list of stand-alone titles for after you have received your collections from OCLS.

  6. For each of the remaining collections in your list you must:  

    1. provide a common identifier that OCLS can use to extract the Cat Key.
      Example: 996 $a EBSCO, OR the 856 $u ‘https://www.accessscience.com’

    2. ensure that the corresponding bibliographic records are packaged with your Marc record files.

Due October 22

When your list is complete, send an email to Stacey (sboileau@ocls.ca) and Jennifer (jmo@ocls.ca) at OCLS. The email must include:

  • The list file attachment

  • A note about whether you have individual titles to add so that OCLS can prioritize the work appropriately

Between October 26- Nov 1

If you indicate that you have NO individual titles, OCLS will deliver the completed file through MFT to Ex Libris.

Between October 26- Nov 1

If you indicated that you have individual titles:

  • OCLS will provide a file to you with instructions as to what you need to manually populate.

  • You will need to manually populate the file, including the bib identifier (catalog key). The catalog key can be found under the ‘Control’ tab when looking at a title record in Workflows.
    For more information, see Symphony to Alma Data Delivery and Migration Guide.

Note: If you do not have individual titles, OCLS will deliver the file through MFT to ExLibris.

Due November 1

You deliver the completed file through MFT to ExLibris.