Acquiring Local Electronic Collections and Databases
Local Aggregator and Selective Packages (pay at the package level)
This workflow is used for subscribed items that are not available in the Community Zone (typically because they are unusual), or because the metadata in the CZ is inadequate.
Typically, we use this workflow for one-time purchases of e-book packages where payment is at the package level.
Resource Management => Create Inventory => Add Local Electronic Collection
Public name: [enter name of collection]
Note: If this is an e-book package that is also available in the CZ, even though we will be creating a local package, use the same name for the package as used in the CZ for consistency.
Description: [enter public description]
Internal description: [enter internal description]
Collection type: Selective package or Aggregator package
Service type: Full Text
Library: Carothers Library
Save and continue
Populate all applicable fields in all tabs of the Electronic Service Editor, including:
Activation Information tab:
Activate new portfolios associated with service automatically? [Do not select]
Linking Information tab: [if the collection of e-books is also available in the CZ, you can check values there.]
Portfolios tab: [Add portfolios individually or load from set, e.g. of e-book records. Load Portfolios refers to Excel: see online help for Portfolio Loader Excel file template.]
Best practice is to create an import profile for the collection and then load portfolios directly into the collection. See
Loading bib records / portfolios for a local electronic collection.
Save
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Populate all applicable fields in all tabs of the Electronic Collection Editor, including:
General Information Tab
PO Line: [add this if it already exists]
License: [link to license]
Additional Information Tab
Electronic Collection Level URL: [Enter if a link to the resource itself (not just portfolios within) is desired]
Additional descriptive information: [Select bib record for resource if you want resource itself (not just portfolios within) to be discoverable in Primo]
Note: The 856 field does not need to be in the bibliographic record; it should be entered here instead.
Electronic Collection Proxy Enable: Yes (unless free)
Note: Proxy can be enabled before or after portfolios are loaded.
Save
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Click on Order link.
Purchase Type: Electronic Collection - Subscription or Electronic Collection - One Time
PO Line Owner: Carothers Library
Populate all applicable fields, including:
Material Supplier: [Enter vendor that will be paid]
Access Provider: [Enter platform vendor if applicable]
Fund: F-zzw [for one time] or P-a&h / P-soc / P-sci / P-int [for subscription]
Acquisition Method: Purchase at Vendor System
1st reporting code: E-book / E-periodical / E-media
Manual renewal: uncheck
Order Now
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If this is a new order, once resource has been activated by vendor:
Resource Management => Manage Inventory => Manage Electronic Resource Activation
Actions: Test Access
Access is tested at the portfolio level. You'll see what displays in the Primo "View It" tab.
Check box to left of resource, scroll down and select Access Confirmed in the drop down then Change Status.
Actions: Edit Resource [only if you need to make any changes]
Actions: Activate
Actions: Done (Make sure Activate does not appear in drop-down).
Do an Electronic Collection Quick Search for the name of the package.
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Pay invoice:
When paying invoice, uncheck Handle Receiving.
If the invoice contains a single package, select From PO and search for the PO by the PO-Line number.
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Link to Community Zone
If the portfolio exists in the CZ, link to it. This allows us to manage the bib record locally but benefit from portfolio updates from the CZ.
In practical terms, the bib records will remain local, but the 856 field, Open URL information, and coverage information will be updated automatically as changes are made.
Note: This is recommended for e-journals, but not for e-books.
Click on Link to community
Use the community bibliographic records: No
No will retain your local bib records but will keep portfolio information updated through the CZ. The CZ will update:
URLs
Title coverage info (dates)
Link resolver details
Local PO Line and license information will be retained.
The name of the local portfolio will be updated to the name of the CZ portfolio.
Local Databases
This workflow is used for items that are not in the Community Zone, primarily because they contain no full-text content (i.e. no portfolios). The CZ only contains e-resources that include portfolios. An example of a local database would be an abstracting and indexing database with no full text. (Although work is being done to add databases to the CZ in the future.)
Resource Management => Create Inventory => Add Local Electronic Collection
Public name: [enter name of collection]
Description: [enter public description]
Internal description: [enter internal description]
Collection type: Database
Service type: None
Library: Carothers Library
Save and continue
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Populate all applicable fields in all tabs of the Electronic Collection Editor, including:
General Information Tab
PO Line: [add this if it already exists]
License: [link to license]
Additional Information Tab
Electronic Collection Level URL: [Enter the database's URL]
Additional descriptive information: [Link to bib record for resource so that resource will be discoverable in Primo]
Note: The 856 field does not need to be in the bibliographic record; it should be entered here instead.
Electronic Collection Proxy Enable: Yes
Save
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Click on Order link.
Purchase Type: Electronic Collection - Subscription or Electronic Collection - One Time
PO Line Owner: Carothers Library
Populate all applicable fields, including:
Material Supplier: [Enter vendor that will be paid]
Access Provider: [Enter platform vendor if applicable]
Fund: F-zzw [for one time] or P-a&h / P-soc / P-sci / P-int [for subscription]
Acquisition Method: Purchase at Vendor System
1st reporting code: Reference Database
Manual renewal: uncheck
Order Now
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If this is a new order, once resource has been activated by vendor:
Resource Management => Manage Inventory => Manage Electronic Resource Activation
Actions: Test Access
Check box to left of resource, scroll down and select Access Confirmed in the drop down then Change Status.
Actions: Edit Resource [only if you need to make any changes]
Actions: Activate
Note: Databases can be deleted, but not deactivated. To keep the database but make it invisible to the public, suppress the bib record in Primo.
Actions: Done (Make sure Activate does not appear in drop-down).
Do an Electronic Collection Quick Search for the name of the database.
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Pay invoice:
When paying invoice, uncheck Handle Receiving.
If the invoice contains a single database, select From PO and search for the PO by the PO-Line number.